Voicemail Features

Play Messages/Receipts in Your Mailbox

The following hints assume you have already pressed P (7 key) to play the current message

• To keep a message - press K (5 key)
• To discard a message - press D (3 key)
• To undelete the message just discarded - press*
• To fast forward a message while playing it press # - will advance 5 seconds each time pressed
• To rewind a message while playing it press *- will rewind 5 seconds each time pressed
• To pause for 30 seconds while playing it press 1- press any key (other than 1)
• To resumeto skip a message, forward and backward use one of the following codes:
  T# Skip forward
  T* Skip backward
  T1 Replay the message time stamp

To give a message to another mailbox(es):

1. Press G (4 key) to give
2. Enter the mailbox number or distribution list number to give the message to.
3. Enter the next mailbox or list if giving to multiple mailboxes or lists, * to cancel the previous entry or # to begin recording.
4. Record a short message to precede the message you are giving, press X (9 key) to send message.
5. Choose to keep or discard the original message. - to record an "answer" for the sender of a message - press A (2 key), record message. Be precise in your response as a copy of the original message you are answering is not attached to the answer.
6. Press X (9 key) to send it. Then you must choose to keep or discard the original message.

Note: This feature is only available if the original message was made within the sender's voice mailbox (see Making messages for other users from within your mailbox).

After listening to all your messages, press X (9 key) to exit from your mailbox before hanging up.

Receipts

A receipt to notify you when a message has been played can be requested. This is automatic for distribution list messages. This receipt message will play after all your unplayed messages and before your saved messages.

• To play the receipt message: press P (7 key)
• To "audit" the message the receipt is for press A (2 key)
• To keep the receipt message - press K (5 key)

Note: Each time the receipt message is played, the most current status of the recipients of your message will be played. Keep the message as long as necessary to monitor status.

• To discard the receipt message - press D (3 key). Discard when no longer required.

Make messages for other users from within your mailbox

This ability provides for additional features such as message addressing, receipt, and ease of response to a message using "A" to answer. It is also used to send Distribution list messages.

Assuming that you have already entered your mailbox (8* then passcode):

1. Select M (6 key) for make a message
2. Enter the mailbox number or distribution list number to make the message for
3. Enter another mailbox number, * to cancel previous entry, or # to begin recording
4. verbally record the message

Optional:

• Press M (6 key) for message addressing options
• Press C (2 key) to mark confidential (press again to unmark)
  (recipient of message prevented from Giving to another mailbox)
• Press R (7 key) to request a receipt (press again to unrequest)
  (receipt to notify you when the recipient has played the message)

Note: A receipt is automatic when sending to a distribution list.

• Press U (8 key) to mark urgent (press again to unmark)
  (recipient will hear urgent messages first upon entering their mailbox)
• Press X (9 key) to exit message addressing options
• press R (7 key) to review the message
• press D (3 key) to discard and rerecord
• press A (2 key) to append to the message
• press X (9 key) to send the message and return it to the main menu
• press X (9 key) to exit your mailbox

Create/Modify a Distribution List

Distribution lists allow for the making or giving of messages to multiple users. These lists must be created prior to using them with the option M to make a message from the voicemail main menu. Distribution lists also activate a receipt automatically to inform you when the message was played by the members in your list (see Playing messages/receipts in your mailbox for more information).

When compiling a Distribution List and sending the message to an individual that is sharing a telephone line, the message must be sent to the mailbox number, not to their local as they will not receive it. (Example: The phone local is 5333, Press "1" for Joe, and "2" for Mary. You must ask Joe and Mary what their assigned box number is. They are usually numbers such as: 2014 and 2015). These numbers must be matched with their name on the distribution list to ensure that they receive your message.

Assuming that you have already entered your mailbox (8* then passcode):

1. Select U (8 key) for User Options
2. Select L (5 key) for Distribution Lists
3. Enter a two digit list number to create/modify

(list 02 through 08 available for use)

If creating a new list:

1. Select N (6 key) to record a Name to identify the list
2. Press A (2 key) to add a member to the list
3. Enter the mailbox number to add (ie. 5218)
4. Repeat until all members added to the list (ie. A5219 A5220 A5221)

Optional - press D (3 key) to drop a member from the list

1. Enter the mailbox number to drop from list
2. Repeat as required (ie. D 5220 D 5221)
3. Press P (7 key) to playback members of list
4. Press X (9 key) to exit to main menu
5. Press X (9 key) to exit from your mailbox or M (6 key) to make a message for your distribution list

Finally, if you have any doubts as to what options to select in Voicemail, listen to the Voicemail recorded voice it will tell you what options are available.

If you have any questions regarding Voicemail or other telephone requirements, please contact the IT Service Desk at icshelp@langara.bc.ca or Joyce Robson at local 5218.

Voicemail and Vacations

Do you dread accessing your voicmail box after your vacation? Here's some quick solutions:

Voicemail Box Greeting Only / Ignore Attempt to Bypass Greeting

To avoid numerous hang-ups and messages from callers not listening to your greeting in full while you are out of the office (on vacation ect.), you may wish to consider one of these options:

• Greeting Only - to prevent caller from leaving message.
• Ignore Attempt to Bypass Greeting - prevent caller from bypassing your greeting to leave a message.

Another Option available is to allow callers to be redirected to another extension by pressing "0" from within your mailbox. You should warn callers about this in your personal greeting. To set up any of these features, complete the form below and forward to the IT Service Desk at icshelp@langara.bc.ca. Please give one week advanced notice. Be certain to consider others if you are sharing a mailbox.

As well, please note that the message retention period is 4 days for played messages, and 28 for unplayed ones. Time is calculated from the moment the message was originally left on the system. This is a necessary measure since this system is popular, and storage space is limited.