User Reference: New Voice Mail System

Index

Welcome!

This User Reference Guide provides detailed information about the advanced features available in the CallXpressVoice Mail System. The first time you access voice mail by pressing the VM button or *5 key from an on-campus phone, you will be prompted by the set-up assistant to enter/record certain information, i.e., your initial security code, a new security code, your name and your personal greeting. Please listen carefully to the prompts. Please navigate through our list of topics and sub-topics below, for which information is available.

Voicemail Access Number: 510) 885-7020 Concord Campus dial 925-602-6710)

Mailbox Number: Your 7-Digit Mailbox Number

Initial Security Code: 00000 (New Security Code can be from 5 to 15 digits)

The * key allows you to go back to the previous menu. If you are at the MAIN SUBSCRIBER MENU, the * key will exit you from your voice mailbox. If you get lost in your box, press * until you hear the system say, Thank you for calling.

ACCESS VOICE MAIL FROM YOUR ON-CAMPUS TELEPHONE

Press the Voice Mail Button (multi-line phones), or Press *5 single line phones
Enter security code

ACCESS YOUR VOICE MAIL REMOTELY from off-campus or an on-campus phone other than your own)

To access Voice Mail from another on-campus telephone, 5-7020 (Concord Campus dial 2-6710)
To access Voice Mail from off-campus, dial 510) 885-7020 (Concord Campus dial 925-602-6710)
You will be prompted, To enter your mailbox press #
Enter your 7-digit mailbox number (your telephone number)
Enter your security code

FEATURES

CHANGE YOUR SECURITY CODE

Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 4 to Change Your Security Code
Enter a new security code followed by the # key
To confirm re-enter your new security code followed by the # key

CHANGE YOUR NAME

Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 5 to Record Your Name
Press 2 to Start Recording
Press 2 to Stop Recording
Press 5 to Save
Press 6 to Review
Press 4 to Discard and Re-record
Press * to Quit

CHANGE YOUR PERSONAL (see sample greetings at end of document)

Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 3 for Personal Greeting Options
Press 2 to Record a Normal Greeting (this is your Personal Greeting)
Press 2 to Start Recording
Press 2 to Stop Recording
Press 4 to Discard and Re-record
Press 5 to Save
Press 6 to Review
Press * to Quit

CHANGE YOUR EXTENDED OUT-OF-OFFICE GREETING

Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 3 to Record a Personal Greeting
Press 3 to Record Out-of-Office Greeting
Press 2 to Start Recording
Press 2 to Stop Recording
Press 4 to Discard and Re-record
Press 5 to Save
Press 6 to Review
Press * to Quit

LISTEN TO YOUR MESSAGES

Press 1 to Listen to Messages
Press 1 to Listen to Unread Messages
Press 2 to Listen to All Messages (only your read messages--not your saved ones)
Press 5 to Listen to Saved Messages
Press * to Quit

MESSAGE REVIEW OPTIONS

Note: YOU MUST FINISH LISTENING TO THE MESSAGE, OR PRESS 3 3 TO ADVANCE TO THE END, TO PERFORM ANY ACTION

WHILE LISTENING

Press 1 to Backup 5 Seconds
Press 1 to Return to Start
Press 2 to Pause
Press 3 to Advance 5 Seconds
Press 3 3 to Advance to End
Press 4 to Decrease Speed
Press 4 4 to Slowest Speed
Press 6 to Increase Speed
Press 6 6 to Fastest Speed
Press # to Skip to Next Message
Press # # to Go to Saved Messages

AFTER LISTENING

Press 4 to Review
Press 5 to Play Message Envelope Information (gives date and time)
Press 6 to Forward
Press 7 to Delete< br /> Press 8 to Reply Directly to Voicemail
Press 2 to Start Recording
Press # to Stop Recording
Press # to Send Message
Press 9 to Save

RECORD AND SEND MESSAGE WITH OR WITHOUT DELIVERY OPTIONS

RECORD AND SEND A MESSAGE WITHOUT DELIVERY OPTIONS

Press 2
Record your message at the tone<
Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording
Enter destination mailbox number
Press # to Send
Press * if No More Recipients

RECORD AND SEND A MESSAGE WITH DELIVERY OPTIONS

Press 2
Record your message at the tone
Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording
Enter Destination Mailbox Number
Press 0 for Delivery/Routing Options
Press 2 for Urgent Delivery
Press 3 to Request Receipt Notification (contact the Service Desk to activate)
Press 4 to Specify Future Delivery
Enter a 6-digit date (MMDDYY)
Enter a 4-digit time of day (HHMM) followed by the # key
Press 1 for AM
Press 9 for PM
Press * Cancel
Press # to Send
Press * if No More Recipients

FORWARD A MESSAGE WITHOUT DELIVERY OPTIONS

Press 6 to Forward
Record your message at the tone
Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording and Send Message
Enter the destination mailbox number
Press # to Send
Press * if No More Recipients

FORWARD A MESSAGE WITH DELIVERY OPTIONS

Press 6 to Forward
Record your message at the tone
Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording and Send Message
Enter Destination Mailbox Number
Press 0 to Review Your Delivery/Routing Options
Press 2 for Urgent Delivery
Press 3 to Request Receipt Notification (must activate to receive a confirmation)
Press 4 to Specify Future Delivery
Enter a 6-digit date (MMDDYY)
Enter a 4-digit time of day (HHMM) followed by the # key
Press 1 for AM
Press 9 for PM
Press * to Cancel
Press # to Send
Press * if No More Recipients

REPLY DIRECTLY TO VOICE MAIL

Press 8 to Reply Directly to Voicemail
Press 2 to Start Recording
Press # to Stop Recording
Press # to Send the Message

REPLY DIRECTLY TO CALLER'S MAILBOX

Press 8 8 to Reply Directly to Caller's Mailbox

TRANSFER DIRECTLY TO VOICE MAILBOX

Press Transfer
Dial 5-7020 (Concord Campus dial 2-6710)(you will hear attendant – DO NOT press #
Dial the 7-digit mailbox where the call needs to be transferred
Hang up

EXIT VOICE MAIL-Exit your box properly by pressing the * key until you hear, Thank you for calling

For some phones if you exit your box by pressing your switch hook (hang up button) and immediately make another call, you may be in transfer mode. When you hang up from that call, you will be transferring your mailbox to that person. If that person is still on the line, they will be able to listen to your messages, or change your password and greetings. Many users have experienced voicemail messages where they hear the voicemail system saying, To delete this message press 3... This was because of someone not exiting their box properly, making another call, hearing that voicemail answered and hanging up. They transferred their voicemail box to someone else's voicemail box and their box recorded the menu of the callers box.

Messages can appear to be delayed messages when they are not. If a new message enters your box as you are setting the handset down, the system will begin to notify you that a new message has arrived because it does not know you are done. This may cause your voicemail light to remain off because voicemail thinks it told you about your message. The next time you log in and hear the date/timestamp on your message, you are going to think, "I checked my messages since then. Voicemail is not giving me my messages in a timely manner." And you will call Telephone Services.

SAMPLE GREETINGS

Sample 1: Thank you for calling. You have reached the voicemail box for _________. Please leave a detailed message and I'll return your call as soon as possible.

Sample 2: You have reached the voicemail box for __________. Please leave a detailed message and I'll return your call as soon as possible. When finished leaving your message, you may press # for additional options or hang up. Thank you for calling. In the future, you may press # to bypass this greeting and leave a message.

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