Voicemail Users Guide

Entering your Mailbox for the First Time

The following information will help you set up your mailbox the first time you enter VoiceMemo. Once you have set up the mailbox you will no longer use this set of instructions.

VoiceMemo Users tutorial will help you set up your mailbox. You will need to be prepared to enter your name, a greeting you wish your callers to hear and a passcode.

From your own phone, dial your phone number, when the voicemail system picks up, dial *.  The voice of the system will ask you for the passcode. The initial passcode for everyone is 1234.

You will have to change the passcode to your own 4 digit number that only you will know.

After the passcode is entered, the tutorial will start and you will be walked through the entire setup procedure. (If you do not complete the tutorial, the changes will not be saved.)

Using VoiceMemo after Initial Setup

If you have not completed the initial set up, see above.

Entering your Mailbox:

If you have a stutter dial tone or an illuminated message waiting lamp:

• Dial *90 on your single line phone or press the message waiting key.
• Enter your passcode

When away from your office:

• Dial your phone number
• When you hear your greeting, press the * key and enter your passcode.

Playing a Message:

• Enter your mailbox
• Press the "7" or the "P" key to Play the message.
• Listen to the message.

These options are now available:

• Press "2" or the "A" key to Answer the message.
• Record your answer, then press"9" or the "x" key to Exit and send your answer.
• Press "4" or the "G" key to Give the message to another user.
• Enter the 7 digit number to which the message is being sent. Press "#" and then record additional comments. Then Press "9" or the "X" Key to Exit.
• Press "5" or the "K" key to Keep the message.
• Press "3" or the "D" key to Delete the message.

Remember: When playing a message, press:

• * To move Backwards 5 seconds
• # To move Forward 5 seconds
• The One Key to Pause 30 seconds. Press any other key to resume.

Making a Message:

• Enter your mailbox
• Press the "6" or the "M" key to Make a new message.
• Enter the mailbox number of the person to whom the message will be sent. (This is their 7 digit phone number) (For networked cities, dial "2" or the "A" key and the 10 digit mailbox number.)

To make a message for one or more mailboxes or a distribution list follow this procedure.

• Enter the mailbox number or distribution list number. Continue to add mailbox numbers or distribution list numbers. If you incorrectly enter a number, press "*" to cancel the entry.
• Press "3" to end your list and begin recording your message.
• Press "9" or the "X" key to send your message

After completing your message, Press:

• "7" or the "R" key to Review your recording.
• "3" or the "D" key to Discard your recording.
• "2" or the "A" key to Append your recording.
• "6" or the "M" key to Activate Message Addressing Options.
• "9" or the "X" key to Exit or Send your recording.

Message Addressing Options:

The Message Addressing menu allows you to request several options for your message. These options are available after the message has been recorded.

To access these options, Press the "6" or the "M" Key, then choose one or more of the following.

• Press "7" or the "R" key to activateReceipt; Press "7" again to cancel receipt.
• Press "2" or the "C" key to mark Confidential; Press "2" again to cancel confidential.
• Press "7" or the "R" key to activateReceipt; Press "7" again to cancel receipt.
• Press "9" or the "X" key to ExitMessage Addressing Options.
• Press "9" or the "X" key to Send your recording.

Greeting Options:

• Primary Personal Greeting is a single, general greeting, recorded by the user, that will be played by the system regardless of what condition caused the call to enter the voice mail system.
• Conditional Personal Greetings are three specific greetings, recorded by the user, that play depending upon the condition of the telephone line. It will recognize if the line is busy, does not answer, or is manually forwarded.
• General Greetings are provided by the voice mail system but are NOT recommended for use.
• Greetings are located with in the User Options "8" or the "U" key.

Remember - When changing the type of greeting used, you must ENABLE the new greeting. This will be discussed in the Conditional Greetings section.

It is recommended that CONDITIONAL PERSONAL GREETINGS are used.

User Options:

• Enter your mailbox.
• Press "8" or the "U" key for User Options
• User Options include:
  • Greetings, the "4" or the "G" key.
  • Name, the "6" or the "N" key.
  • Passcode, the "7" or the "P" key.
  • Distribution List, the "5" or the "L" key.
  • Activate the Tutorial, the "8" or the "T" key.

Creating a Distribution List

• Enter your mailbox.
• Press "8" or the "U" key for User Options.
• Press "5" or the "L" key to create or modify a List.
• Enter the number you would like to assign to the list (01-99).
• Press "6" or the "N" key to Name your list.
• Record a list name.
• Press "9" or the "X" key to Save the name.
• Press "2" or the "A" key to AddAttach member to the list.
• Enter the 7 digit mail box number of the person to be added.
• For other networked cities, dial "2" and the 10 digit phone number.
• Repeat "2" plus the mailbox number for each name to be added.
• Press "9" or the "X" key to Save your entry and Exit to the main menu.

Modifying a Distribution List

• Enter your mailbox.
• Press "8" or the "U" key for User Options.
• Press "5" or the "L" key to create or modify a List.
• Enter the number of the list you would like to modify (01-99).
• Press "7" or the "P" key to Play all of the members in your list.
• Press "2" or the "A" key to Add a member OR Press "3" or the "D" key to Delete a member.
• Enter the mailbox number of the member to be added or dropped.
• Repeat pressing the "2" or the "3" key as needed.
• Press "9" or the "X" key to Exit and save the changes.