1. Mailbox access
- Calling from your own extension*123 + PIN. (or envelope key on handset)*
- Calling from another user’s extension *124+ extension number + PIN.
- To leave a message in someone else’s mailbox *125extension.
- To listen to your own voicemail greeting *125your-extension.
Users can update their PIN on first access to mailbox settings ‘0’ or on user web admin panel. (see later section)
- Most users have voicemail forwarded to email with message attachment. Opening the email does not extinguish the message wait light.
*Note: These instructions relate to user personal mailboxes and departmental mailboxes. See later section for further and shared departmental mailboxes, with the exception that dialing *123 or the envelope key on the handset only applies to Personal Mailboxes.
2. Controls within your mailbox
During playback you can repeat or to skip forward and back between messages:
‘4’ Skip back to previous message.
‘5’ Repeat message.
‘6’ Skip forward to next message.
‘7’ Delete message.
‘8’ Forward message to another user (who must have a mailbox).
‘9’ Save message (to folder - select folder - messages otherwise saved to old folder).
‘0’ Mailbox settings (see separate section).
3. Replaying and storing old messages
- If there are no new messages, the system will prompt you to press 1 for old messages.
- If new messages are present and you wish to skip them, at the prompt select ‘2’ “to change folders” then select ‘1’ for old messages - this is the default message archive.
4. Voicemail customisation. ‘0’ Mailbox options
To customise your mailbox greeting or change PIN etc:
- Menu option ‘0’ when first accessing the mailbox.
- You can then choose to record greetings as follows:
‘1’ Unavailable message.
‘2’ Busy message. (if not present, unavailable will play to all)
‘3’ Your name
‘4’ Temporary greeting – If you are away for an extended period of time a temporary greeting can be created, without overwriting the normal greeting.
Note: When recording a greeting, please remember to press ‘#’ to finish recording and then ‘1’ to save.
5. Option 4 - Setting a temporary greeting
Access the greetings menu 0>> 4 (temporary greeting) Record greeting and follow prompts to apply temporary greeting. End call. Each time you login to the mailbox it will remind you a temporary message is playing.
6. Remove Temporary Greeting
Access the greetings menu 0>>4 (temporary greeting) listen to the prompts and (3) will allow you to delete the temporary message, thus re-introducing the normal greeting.
Note: The prompts only play correctly if you logout and log back in again after each sequence.
7. Departmental Mailboxes
Departmental mailboxes are identical to user mailboxes but are numbered from a different range. To retrieve messages dial *124 - wait for prompt enter mailbox number and PIN. To set a speed dial entry for these mailboxes use *125xxxx, and when dialling, press * at the prompt and enter pin.
8. Personal Web portal to voicemail and phone settings
Your phone account includes a personal web page that provides access to phone settings, voicemail settings, new and saved voicemails. Messages can be downloaded and played managed and deleted. Note messages can be saved in folders.
Enter email address and password. (password is that used for CallSwitch Communicator.)
9. CallSwitch Communicator & User Web Page
Voicemail can be retrieved from within Communicator/Director, flashing envelope icon (Red highlight). The user can access their Online SelfCare options (blue highlight) to set forwarding etc. See also User web page.
10. User Web Page/ Callswitch Communicator selfcare
Login: The email address registered against your extension
Password: Communicator password
Download the Voicemail Memory Aid' PDF and keep it in your files for future reference.