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How do I use my voicemail?

CQUniversity Voicemail user guide

Voicemail Information

It is CQUniversity Policy that all telephone extensions have a diversion to either Voicemail or the Faculty/Division Secretary. Telephone diversion arrangements for Department/Division Heads and senior staff can be arranged through the Telecommunications Office.

Setting up your phone for VoiceMail

Before attempting to access VoiceMail, email the Telecommunications Office to have a mail box created for you.  Prior to activation of your mailbox by ITD, personal information must be recorded into the system.  An online tutorial is provided with the new mailbox to facilitate easy initial setup which is outlined below together with message writing and recording guidelines:

  • Dial 9999 (VoiceMail Extension Number) and when asked for - Security Code - enter your code number. Note: Enter 0000 when setting up a mailbox for the first time.
  • Press 3 for Phone Manager
  • Press 1 for Personal Options
  • Press 3 to record a Personal Greeting - listen to the operator and follow instructions
  • Press 4 to change your security code - listen to the operator and follow instructions. Make your security code four (4) digits and something easily remembered as it is used each time you access your VoiceMail.
  • Press 5 to record your name and extension number - listen to the operator and follow instructions.

    Please note that Cisco phones do not require you to use 9999 for voicemail, but hit the 'messages' button.

Activating VoiceMail

To have your Voicemail box activated and your phone extension set up to divert to Voicemail advise ITD (Ext.9233) .  If you have an Ericsson model 2500, 2600 or 3000 series handset, a message waiting light can be activated to indicate that Voicemail messages have been received. Cisco phones have a message waiting indicator on the top of the handset. If the handset does not have a light, the handset will give a short ring every 20-30 minutes to alert you that messages have been received.

Incoming phone calls will divert to your Voicemail when either there is no answer (after 4-5 rings) or if engaged.

 

Changing your Personal Greeting

  • Dial 9999 (VoiceMail Extension Number) and when asked for - Security Code - enter your code number. 
  • Press 3 for Phone Manager
  • Press 1 for Personal Options
  • Press 3 to record a Personal Greeting - listen to the operator and follow instructions

Deleted message recovery                Do not hang up

If you mistakenly delete a message, retrieve it before exiting your mailbox. Press the * key one keypress at a time until you hear the main menu to your subscriber mailbox. Press 7 to retrieve deleted messages and follow the commands to locate the message you want to keep. Deleted messages are not kept once you exit your mailbox, so be sure to retrieve any messages that you want to keep before exiting or hanging up.

Guidelines for Recording:

  • Record in a noise-free environment
  • Hold the telephone mouthpiece approximately 7 centimetres from your mouth
  • Don't move the telephone or cord while speaking
  • Speak in your normal voice
  • Prior to recording, inhale, press 2 and begin speaking after you hear the tone
  • Press 2 when finished recording
  • Review the message (and re-record if necessary).  You need to listen for consistency, background noise, pauses and anything that detracts from the information being given.

Guidelines for Writing Announcements:

The information in your greeting/announcement (and the manner in which it is spoken) determines how the Voicemail system is accepted by callers and this can reflect upon the University as a whole.  You will need to consider how to give the proper amount of information in the message and how to phrase it.

Keep the following tips in mind:

  • Prepare a written script of all messages/announcements and names to be recorded.
  • Write announcements which clearly communicate that Voicemail and not a person has answered the telephone. 

Examples:

  • "Hello, CQUniversity.....(pause), this is........
  • "Welcome to CQUniversity... this is (your name)... I am currently away from my telephone,.... would you please leave a message after the tone and I will return your call as soon as possible."

Helpful Hints

  • When a call is answered by Voicemail, you do not need to listen to the personal greeting.  Press 2 to skip the greeting and get the recording beep.
  •  If you don't want your phone to ring or you are going to be away from your office and want calls to go to Voicemail, you need to initiate a follow me function.  Key in *21*9999# on your handset.  To cancel this - follow me -, key in #21#.  You can also divert your phone calls to an extension other than Voicemail by replacing the 9999 with the appropriate extension.

Information

Press 0 at any time while listening to a message for information on the sender, internal extension number, date and time of transmission. 

Listening to received Voicemail Messages

To access your Voicemail Messages from your own extension on campus

  • If a Message Waiting Light has been activated on your handset (a red light will flash when messages are waiting)
  • Press this button to enter the Voicemail system.
  • If your handset does not have the Wait Light feature, dial 9999 to enter the Voicemail system, and then enter your security code when instructed.

To access your Voicemail messages from another extension on campus

  • Dial 9999 to enter Voicemail System.
  • When asked for your security code - Press *#
  • Enter your mailbox number (phone extension number)
  • Enter your security code
  • Press 1 to listen to new messages or press 5 to listen to saved messages.

To access your Voicemail messages from off campus, e.g. home, OCC

  • Dial 49309999 to enter the Voicemail system.
  • When asked, enter your mailbox number (your telephone extension number)
  • Enter your security code
  • Use Voicemail as per usual. 

Recording and Sending Messages:

  • Dial 9999 to access your mailbox and enter your security code.  Press 2 and follow instructions to record and send messages.
  • Key 2 - Start/Stop-Resume - to pause while recording your message, Press 2. Press 2 again to resume recording.
  • Key 4 - Discard - Press 4 to delete the message and start again.
  • Key 5 - Send -  When you are satisfied with your message press 5 to send it. Follow instructions to send the message to more than one person.
  • Key 6 - Review - Use this key to listen to your message prior to sending it.
  • Key * - Exit/Cancel - Press this key once to cancel a function. Press this key several times to exit Voicemail.

Using handset keys in Voicemail: 

  • Key 1 - Start/Stop/Resume - to pause while listening to a message; Press 1 again to resume listening.
  • Key 2 - Forward the Message - Follow instructions to record an introduction and message to another person's mailbox
  • Key 4 - Discard - If you do not need to save the message for future reference, Press 4 to delete it - you may be asked to confirm this action
  • Key 5 - Save - To save a message for future reference
  • Key 6 - Review  -To repeat the whole message
  • Key 7 - Skip - To skip to the next message without taking any action on the current message
  • Key 8 - Reply - Press 8 while listening to the message and then follow instructions
  • Key 0 - Information - Press 0 at any time while listening to a message for information on the sender, internal extension number, date and time of transmission. 
  • Key # - Help  Press # at any time to review all options available
  • Key * - Exit/Cancel  Press * once to quit a function. Press *** several times to Exit.