Telecomm Services
Voicemail
Contents
Recording your personal greeting
Accessing your mailbox via an outside line
Requesting your mailbox password: -To request your mailbox password, please email its.helpdesk@uwe.ac.uk or contact the IT Support Centre.
1. Mailbox basics
- Dial 82030 to access your voicemail mailbox from your own extension.
- Dial 83901 to access your mailbox from an alternate extension.
- Your mailbox number will be the same as your extension number unless you share your extension with other members of staff.
- When recording your personal greeting always end by pressing *, otherwise callers can be left listening to silence.
Change your personal greeting often, this includes up-to-date information.
2. To record your personal greeting
Once you are into your mailbox:-
- Select option 6.
- Select 1 to record or change your personal greeting.
- Select 2 to review your personal greeting.
- Press the * key at the end of your recording.
Your personal greeting should contain the following:-
- Your name and/or department name
- If appropriate, an alternative extension number of a colleague who may be able to assist if the caller needs to speak with someone.
- Ask the caller to leave a detailed message.
- Do not route the caller back to the operator.
Example:
"Hello you are through to Anna Brown's mailbox. If you need to speak with someone now please dial XXXX, or alternatively leave me a message stating your name, telephone number and details and I will return your call as soon as possible.
3. Listening to your messages
Once you are into your mailbox:-
- Select Option 3 to listen to a new message
- Select Option 0 to listen to the next new message
- Select Option 4 to listen to a stored message
- Selection Option 0 to listen to the next stored message
- To listen to the previous message dial 2
- To delete the current message dial 3
- To return to the first message dial 4
- To play time/day/date of current message dial 5
- To go to the most recent message dial 6
- To copy the message to another mailbox dial 7
- To replay the current message dial 8
- To exit or return to the personal option menu dial ***
4. Message options
When you are listening to a new or stored message the following options are available to you:-
- Press 1 for volume down
- Press 3 for volume up
- Press 4 to slow down
- Press 6 to speed up
- Press 7 to rewind
- Press 8 to pause
- Press 9 to fast forward
- Press * to go to the end of the message
5. To access a mailbox via an outside line
The voicemail system may be accessed from any tone telephone or mobile phone from anywhere in the world.
- Dial your direct telephone number/voice mail number or 0117 9 656 261
- Dial # (as soon as the greeting starts to play)
- Dial your own mailbox number - this is your extension number
- Enter your four digit password
- You will now be in your own mailbox, where you can perform any of the functions previously described.
Your mailbox must have a personal greeting for this option to work, if you have dialled your own number.
6. Deleting Messages
Once you are into your mailbox:-
- Select option 9.
- Select option 5.
- The system will then play the following menu:-
- To delete all your stored messages Press 1
- To delete all of your new messages Press 2
- To delete all messages Press 3
- The system will then announce "Please enter your mailbox password as confirmation". Once you have keyed in your password and it has been verified by the system you will hear "Your messages have been deleted".
7. Voicemail settings
A standard mailbox can hold up to 50 messages.
The standard maximum mailbox length is 240 seconds.
The maximum silence in a message is 4 seconds, beyond which the message will be deemed to have ended.
New messages are retained indefinitely by the voicemail system, until they have been listened to by the user.
When messages have been listened to, they are sent to the 'listened to' area of your voicemail mailbox.
Messages in the 'listened to' area of your mailbox are deleted automatically by the voicemail server after they have been there for 200 hours.
If you have a message in the 'listened to' area that needs to be saved, then you should forward it back to your own mailbox using option 7 from the choices that are offered to you after you have heard the message. The message then appears as an 'unheard message' in your mailbox and will stay there until it is listened to again, whereupon it becomes a heard message and the 200 hour timer starts again for it to be deleted.
Once a message has been deleted it is gone for good and cannot be retrieved.
If your mailbox is full, then further new messages are refused, but the 50 messages are safe until they are listened to.
If mailboxes fill up and we can see that they are not being accessed by the user, the user will be advised of this by email. The box will be investigated prior to it being shut down and the new messages being erased. This will happen after many months of inactivity on the box. In these circumstances the user will be offered help if required on the use of the mailbox.
