Customizing Your Greetings

Overview

In this chapter, you will learn:

How to change your all-calls greeting
How to create other specific types of greetings

About Greetings

A greeting is a message you record which other people hear when they reach your voice mailbox.

Default Greetings

If you do not record an all-calls greeting or other specific greetings, your callers hear your recorded name with the default system greeting.

The default system greeting when you do not answer your phone is:

: "<your name> can't take your call now. You can leave a message after the tone.
When you're finished, press the pound key or just hang up."

When your line is busy, the default system greeting is:

: "<your name> is busy. You can leave a message after the tone.
When you're finished, press the pound key or just hang up."

Custom Greetings

In addition to recording your name to be used in a system greeting, you can set up the following types of greetings:

All-calls greeting (plays for all calls when no other greetings are set up).
No-answer greeting (plays when your do not answer your phone).
Busy greeting (plays when your phone line is busy).
Out-of-business-hours greeting (plays when you are not at work).
Extended absence greeting (plays when you are away for a period of time).
Single number reach greeting (plays if you have set up your voice mailbox to look for you at another number).

You recorded your name and an all-calls greeting when you set up your voice mailbox (see "Setting Up Your Personal Voice Mail Box" ). Now, you will learn how to change the all-calls greeting and add other types of greetings to your voice mailbox.

Creating Your Greetings

To create your customized greetings:

Step 1 Access your voice mailbox and press 3 from the Main menu.

Step 2 Listen to the prompts and record one of the greeting types listed in Table 5-1.

Table 5-1: Available Greetings

To: Press:

Record your all-calls greeting.

1

Record a greeting for no-answer calls (when you are not in). If activated, this greeting overrides the all-calls greeting. This option may not be available, depending on how your system is set up.

2

Record a greeting for busy calls (when you are on the phone). If activated, this greeting overrides the all-calls greeting. This option may not be available, depending on how your system is set up.

3

Record a greeting for out-of-business-hours calls (when your office is closed). If activated, this greeting overrides the no-answer, busy, and all-calls greeting during times outside your defined business hours. you will learn how to set up your office hours in "Changing Business Hours"

4

Record a greeting for an extended absence (when you are away from the office for an extended period of time). Callers cannot leave you a message when this greeting is active.

5

Record your name for the system greeting.

6

Record a greeting for single number reach. If activated, and you have enabled single number reach, this greeting overrides all other greetings. For more information on single number reach, see "Setting Up Single Number Reach" .

Note If you do not have the single number reach feature, the option for a single number reach greeting is not available.

7

Step 3 Press 1 to activate your greeting. You must activate your greeting before the system can play it.

Step 4 Repeat Steps 2 and 3 to create any additional greetings you desire.

Step 5 If you have a multi-line mailbox, press *5 to create greetings for another mailbox ID. Otherwise, you are done.

Step 6 When prompted, enter the mailbox ID for the next mailbox you want to create greetings for, and your PIN.

Step 7 When prompted, repeat Steps 2-4.

Working with Your Greetings

After you create your customized greetings, you can deactivate, reactivate, or re-record them.

To work with your existing custom greetings:

Step 1 Access your voice mailbox and press 3 from the Main menu.

Step 2 Select the greeting you want to work with using the following table.

Table 5-2: Greeting Types

To work with your: Press:

All-calls greeting.

1

No-answer calls greeting. This option may not be available, depending on how your system is set up.

2

Busy calls greeting. This option may not be available, depending on how your system is set up.

3

Out-of-business-hours calls greeting.

4

Extended absence greeting. Callers cannot leave you a message when this greeting is active.

5

Record your name for the system greeting.

6

Single number reach. If you do not have single number reach, the option for a single number reach greeting is not available.

7

To work with your:	Press:
All-calls greeting.	1
No-answer calls greeting. This option may not be available, depending on how your system is set up.	2
Busy calls greeting. This option may not be available, depending on how your system is set up.	3
Out-of-business-hours calls greeting.	4
Extended absence greeting. Callers cannot leave you a message when this greeting is active.	5
Record your name for the system greeting.	6
Single number reach. If you do not have single number reach, the option for a single number reach greeting is not available.	7

Step 3 Use the following options to work with the greeting you selected:

Table 5-3: Options for Changing Your Greetings

To: Press:

Listen to the greeting.

1

Start or stop using the greeting.

2

Re-record the greeting.

3

Erase the greeting.

6

Return to the previous menu.

*2

To:	Press:
Listen to the greeting.	1
Start or stop using the greeting.	2
Re-record the greeting.	3
Erase the greeting.	6
Return to the previous menu.	*2

Step 4 Repeat Steps 2 and 3 to work with other greetings.

Step 5 If you have a multi-line mailbox, press *5 to work with greetings for another mailbox ID. Otherwise, you are done.

Step 6 When prompted, enter the mailbox ID for the next greetings you want to work with, and your PIN.

Step 7 When prompted, repeat Steps 2-4.

Note If you have a multi-line mailbox, each phone number associated with your mailbox has a separate set of greetings available. However, note that all your mailbox phone numbers (mailbox IDs) have access to all messages in your mailbox, and also have access to the same system features.

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