How to Manage Your Voicemail

You configure voicemail using the Messages page. This page has two tabs for handling voicemail:

To display the Messages page, click the Messages icon at the top of the page:

Messages

The Messages tab allows you to manage your new, saved, and deleted voicemail, as well as greetings and other settings.

Figure 2‑5. Messages Page

Like the Home page, you can play messages, click a number to call it back, and download, save, forward, and delete messages. To see all the controls available, hover the mouse pointer over a message.

The New drop-down list allows you to review New, Saved, and Trash (recently deleted) messages.

Voicemail Settings

Clicking the Settings tab displays options for controlling your voicemail order, timestamps, greetings, and voicemail to email.

Figure 2‑6. Settings Tab

Table 2‑2. Fields in the Settings Tab

Field Description
Enable Voicemail check box Enables (check) or disables (uncheck) voicemail.
Inbox These options affect audio voicemail (calling in) but not the portal.
  • Sort Voicemail inbox by latest first = plays your newest messages first.
  • Announce voicemail received time = plays the timestamp of the message.
  • Announce incoming call ID = plays the caller ID number if available.
  • Operator Forward = option to press 0 in a mailbox greeting and be directed elsewhere.
Greetings Allows you to select an active voicemail greeting, listen to it, and record a new greeting.
  • To select the active voicemail greeting, click it from the pull-down menu and click Save.
  • To listen to a selected greeting on your PC, click the play button:
  • To record a greeting, see "Recording a Greeting" on page 15.
Unified Messaging Provides the following selections for adjusting your voicemail to email settings.
  • None = no email is sent when voicemail is left.
  • Send w/ hyperlink = a link to the voicemail is emailed to you.
  • Send w/ brief hyperlink = a link to the voicemail in plaintext is emailed to you.
  • Send w/ attachment (storage option) = an email is sent to you with the audio file of the message attached. The storage option allows you to leave messages in your inbox as new, move to saved, or move to trash.
  • Send w/ brief attachment ( storage option) = an email is sent to you in plaintext with the audio file of the message attached. The storage option allows you to leave messages in your inbox as new, move to saved, or move to trash.
  • Recording a Greeting

    To record a greeting

    1. From the Settings tab of the Messages page, click the speaker icon .

      A Manage Greetings page similar to the one in Figure 2‑7 appears.

      Figure 2‑7. Manage Greetings Page

    2. Next to New Greeting, click Record.

      The Browse button changes to a Call me at field.

      Call me at field

    3. In the Call me at field, enter a number to call. This can be an extension or a telephone number such as your cell phone.
    4. In the Greeting name field, enter a name for this greeting.
    5. Click the Call button.
    6. At the prompt, record the new greeting. When you finish the greeting, press #.
    7. Click Add Greeting at the bottom of the Manage Greetings page, and then click Done to close the page.

    Uploading a Greeting

    To upload a greeting

    1. From the Settings tab of the Messages page, click the speaker icon .
      A Manage Greetings page similar to the one in Figure 2‑7 on page 15 appears.
    2. Hover over a greeting. Options appear for editing, deleting, or renaming the greeting.
    3. Next to New Greeting, click Upload.
    4. Click the Browse button.
    5. In the Choose File to Upload dialog box, select a WAV or MP3 recording from your PC, and then click Open.
      The path and file name appear in the Browse field.
    6. Click Upload.
    7. Click Add Greeting at the bottom of the Manage Greetings page, and then click Done to close the page.

    Recorded Name

    If your company has a dial-by-name directory, you must record your name for the directory to be found. You can click the play button to listen to your current name recording on your PC, or click the speaker button to record or upload a new name recording.

    Accessing Voicemail

    To access voicemail

    1. Press the Messages button on your phone to access your voicemail box, or dial 5001 if you cannot identify the voicemail button.
    2. If you subscribe to multiple mailboxes, a list of mailboxes may appear. Select the mailbox you want to access.
    3. When prompted, enter your voicemail pin, and then press #.

    To access another person's mailbox

    1. Dial 5000.
    2. When prompted, enter the other person's extension number.
    3. Enter the voicemail PIN of the other person's mailbox, followed by #.

    Setting Up Your Mailbox

    The first time you log in to your mailbox you are walked through recording your name for the directory and recording your personal greeting.

    The name recording is for the dial-by-name directory, so when someone enters the first three letters of your last name, it will play back your name recording.

    The greeting plays when your mailbox is reached. It is very important to make a custom message, as many callers will not leave messages at mailboxes that have generic greetings.

    Alternate Greetings

    Your mailbox supports multiple greetings for different scenarios like business trips and holidays.

    To record an alternate greeting

    1. From your mailbox, press 6 for greetings, and then press 1 to record an alternate greeting.
    2. When prompted for the greeting number press 2 for your next alternate greeting (1 is your default greeting).
    3. After your recording is completed, select the active greeting by selecting option 3 in the greetings menu.

    Voicemail Tree

    On the next page you'll find a voicemail tree showing what to dial for each option in your mailbox.