Voice Mail Instruction for University of Arkansas Campus

1
Voice Mail Instruction for University of Arkansas
Campus

• Main Menu
• Setting Up Your Voice Mailbox
• Entering and Exiting the Voice Mail System
• Voice Mail Action
• Messages
• Managing Your Mailbox
• Personal Distribution Lists
• Personal Assistance
• Forwarding Calls to Voice Mail
• Explaining the System to Your Callers
• View all Slides

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Setting Up Your Voice Mailbox

• Information You Need to Set Up Your Voice Mailbox
• Setting Up Your Voice Mailbox for the First Time
• Suggestions for Personal Greetings

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Information You Need to Set Up Your Voice Mailbox

• The number for the UA Voice Mail System
• 5-2929
• Your mailbox number
• The last five digits of your UA phone number
• Example 575-1234 51234
• The temporary security code
• Obtained from System Administrator 575-2000
• A personal security code containing up to 10
  digits.

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Setting Up Your Voice Mailboxfor the First Time

• From any touchtone phone, dial 575-2929.
• Press
• Enter your mailbox number
• Enter the temporary security code
• At this point, spoken instructions will direct
  you to
• Enter a new security code (up to 10 digits)
• Press
• Enter new security code again to confirm
• Record your name
• Record your personal greeting

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Suggestions for Personal Greetings

• Keep them short and to the point.
• Update greetings regularly to fit current working
  status.
• Refer callers to another extension number, or if
  your mail box is programmed to do so, assign a
  personal assistant who callers can access by
  dialing 0.
• Greetings should include
• Name and department
• Date
• Information indicating when they can expect a
  response.
• Suggestion for alternate contact for immediate
  assistance.

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Entering and Exiting the Voice Mail System

• Enter the Voice Mail System from your phone.
• Enter the Voice Mail System from Any Touchtone
  Phone
• Exiting the Voice Mail System

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Enter the Voice Mail System from Your Phone

• Call UA Voice Mail System 5-2929
• Press
• Press again or enter your 5-digit mail box
  number
• Enter your personal security code
• The system responds with Ready and prompts you
  to
• listen or send messages
• change your personal greeting
• perform other tasks
• If at any time during the message you need help,
  press 0.

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Enter the Voice Mail System fromAny Touchtone
Phone

• Both on- and off-campus
• Call the UA Voice Mail System
• On-campus 5-2929
• Off-campus 575-2929
• Press (if calling from off-campus, press pound
  right after the system answers - it will give
  other instructions but is necessary to enter
  your mailbox)
• Enter your mailbox number
• Enter your personal security code
• The system responds with Ready and provides
  prompts
• If at any time during the message you need help,
  press 0.

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Exiting the Voice Mail System

• Follow the exit process dont just hang up. If
  you do, you may have to wait to re-enter the
  system.
• Press 9 to exit.
• Listen for end-of-session prompts, or press 9
  to finish and log off.

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Voice Mail Action

• Action Prompts for Voicemail
• Recording a Voice Message
• Addressing Options
• Future Delivery
• Requesting Future Delivery
• Listening to Messages Marked for Future Delivery
• Sending a Quick Message

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Action Prompts for Voice Mail
Action Key
Reply 1 7
Immediately call 1 4
Forward message 1 3
Back Up B or 2
Erase E or 3
Go Forward in Message G or 4
Listen to the Next Message L or 5
Message (Send) M or 6
Save S or 7
Time T or 8
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Recording a Voice Message

• Enter your mailbox
• To record a message, press 6
• To end recording, press
• Enter address
• You can send messages to up to 10 addresses
• A mailbox on UA system
• A personal distribution list
• Send the message, press
• To erase the message, press

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Addressing Options
Select any combination after addressing and
recording the message

• Request a return receipt, press 1
• Notifies you when recipient listens to the
  message
• Press 8 to hear the time and date
• Sending to additional address, press 3
• Mark as private, press 4
• Future delivery, press 5
• Erase message, press

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Future Delivery

• You can schedule a message for future delivery up
  to one year after recording.
• Messages marked for future delivery are stored in
  your mailbox and can be reviewed or deleted any
  time prior to scheduled delivery date.

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Requesting Future Delivery

1. Enter mailbox
2. Select send message, press 6
3. Record message to end recording press
4. Enter address(es)
5. Addressing Options, press
6. Select future delivery, press 5
7. The system will prompt you to enter the month,
   day, am/pm, hour and minute. (2 digits)
8. Confirm when prompted, press
9. Send message, press

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Listening to Messages Marked for Future Delivery

• Select Future Delivery Messages, press 1, 9, 3
• System will tell you the number of future
  messages in your mailbox.
• Which one do you want to hear?
• First message in queue, press 5
• Next message, press 5
• Previous message, press 1, 5
• Erase, press 3

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Sending a Quick Message(without entering your
mailbox)

• Call 575-2929 off campus or 5-2929 on campus
• Press
• Enter recipients mailbox number
• Record message
• Press 9, 9 (or Hang up)
• When a quick message is sent from your extension,
  the recipient may hear your name at the beginning
  of the message.

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Messages

• Effective Messages
• How do you know you have a voice mail message?
• Listening to Voice Messages
• Saving Voice Messages
• Erasing a Message
• Responding to Messages
• Good to know
• Manage the Number of Messages in Your Mailbox

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Effective Messages

• Identify topic at the beginning of the message
• Address only one or two topics per message
• State the key point early.
• Be brief. Rerecord if you think your message is
  too long or confusing.
• Keep content appropriate for business
• Talk face-to-face or write a memo if the topic is
  sensitive or complex

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How do you know you have a voice mail message?

• It depends on the model of telephone
• Message-waiting indicator light
• Stutter dial tone, or
• Message waiting display arrow

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Listening to Voice Messages

• Enter mailbox
• Listen to messages by pressing 5.
• Messages are presented in separate queues
• New messages
• Saved messages
• To hear the time and date a message was received,
  press 8.
• To cancel message review and return to Ready,
  press .

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Saving Voice Messages

• The system erases messages by default, but only
  if you listen to the message in its entirety.
• Save a message by pressing 7 during or
  immediately after the message.
• If you forgot to press 7
• Return to the previous message by pressing 1, 5.
• Listen to the beginning of the message, then
  press 7.

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Erasing a Message

• Our system erases messages by default upon
  exiting the system, which is done by pressing 9,
  9 (9, 9 is also the correct way to log off the
  system).
• Note If you simply hang up the message will not
  be erased.
• If you press 3 to mark a message for erasure, it
  will be deleted regardless of how you exit.

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Responding to Messages

• Replying with a voice message sent from the UAF
  system
• Select Reply press 1, 7
• Record Reply press
• When finished recording press
• Enter additional addresses press 3
• Send the message press

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Good to know

• You can bypass a greeting and immediately start
  recording a message by pressing 8
• Once a message is sent, it cannot be retrieved.
• The code to know is 1, 6 - it lists all voice
  mail options.

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Manage the Number of Messages in Your Mailbox

• Maximum number of messages 32.
• Includes received messages, saved messages, and
  future-delivery messages.
• New messages saved for 1 month.
• Saved messages are kept for 180 days.
• Avoid storing unnecessary messages.

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Managing your Mailbox

• Options
• Rerecording Your Name
• Changing Your Security Code
• Steps to Changing Your Security Code

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Options

• Enter your mailbox
• Press 1, 6
• Options explained to
• Change security code
• Forward calls to a personal assistant
• Personal distribution lists
• Listen to messages set for future delivery

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Rerecording Your Name

• The system plays your name to confirm mailbox
  when
• your greeting is not on
• a user addresses a message to you
• Enter mailbox
• Press 1, 6
• Press 8
• When finished, press

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Changing Your Security Code

• Protect the privacy of information in your
  mailbox by frequently changing your personal
  security code.
• Choose a security code that is easy to remember
  but difficult to guess.
• Maximum length of security code is 10 digits
  minimum is 6 digits.
• The new security code cannot be the same as your
  current or previous security code or be your
  mailbox number.

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Steps to Changing Your Security Code

• Enter your mailbox.
• Select mailbox options 1, 6
• Select 2
• Enter new security code
• Finished
• Re-enter new security code
• When finished

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Personal Distribution Lists

• Create a Personal Distribution List
• Review a Personal Distribution List
• Modify a Personal Distribution List
• Delete or Modify a Personal Distribution List
• Check the Status of Messages Sent

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Create a Personal Distribution List

• Enter mailbox
• Select mailbox options 1, 6
• Select personal distribution list 6
• Enter a two-digit number (01-09)
• Record a name for the list
• When finished recording
• Enter all addresses in the list
• When finished entering

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Review a Personal Distribution List

• Enter mailbox
• Select mailbox options 1, 6
• Select personal distribution list 6
• Select review list 3

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Modify a Personal Distribution List
You hear the name for confirmation when you
address a message to the list number.

• Enter mailbox
• Select mailbox options 1, 6
• Select personal distribution list 6
• Select change name 4
• Enter the two-digit list number
• Record a new name
• When finished recording, press

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Delete or Modify a Personal Distribution List
You hear the name for confirmation when you
address a message to the list number.

• Enter mailbox
• Select mailbox options 1, 6
• Select personal distribution list 6
• Select delete list or entry 2
• Enter the two digit list number
• Enter
• mailbox number to delete, or
• delete the entire list

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Check the Status of Messages Sent
To find out if your designated recipients have
listened to messages you sent

• Enter mailbox
• Select check message sent 1, 2
• Enter designated recipients mailbox
  number

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Personal Assistance

• Forwarding Calls to a Personal Assistant
• Personal AssistanceTurn it ON
• Personal AssistanceTurn if OFF

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Forwarding Calls to a Personal Assistant

• The UA voice mail system can transfer your calls
  to a personal assistant by pressing 0 when the
  system prompts them to leave a message.
• Caller hears a message when the personal
  assistant is not available and has an option to
  leave a message in your mailbox, dial another
  extension or dial 0 for the operator.
• Be sure to provide your personal assistant with
  the information needed to assist your callers.
• Turn off personal assistance when your assistant
  is not available.

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Personal Assistance.Turn it ON
(Note The System Administrator (575-2000) must
first program your mail box to accept a Personal
Assistant)

• Enter mailbox
• Select mailbox options 1, 6
• Select personal assistance 5
• the system will state the mailbox number of
  currently defined assistant
• Enter the mailbox number of your personal
  assistant.

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Personal Assistance.Turn it OFF

• Enter mailbox
• Select mailbox options 1, 6
• Select personal assistance 5
• Remove personal assistance number

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Forwarding Calls to Voice Mail

• Forward calls to voice mail by pressing ,1
  5-2929.
• To remove call forwarding to voice mail, press ,
  5.

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Explaining the System to Your callers

• Callers may skip your greeting and immediately
  leave a message by pressing .
• When callers have recorded a message, they may
  hang up or press for more options
• Rerecord the message
• Send the message

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