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In this chapter, you will learn how to:
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Note The first time you access your voice mail, you have to change your PIN and record a personal greeting. You will learn how to do that in this chapter. |
Your voice mailbox is associated with a phone number, probably your home or business phone number. This phone number is your mailbox ID. If you have a multi-line mailbox, your voice mailbox is associated with multiple mailbox phones.
To access your voice mail, you need:
To access your voice mail from your mailbox ID phone:
The system answers with a welcome greeting.
Step 2 Press #.
This enters the number you are calling from as your mailbox ID.
Step 3 Press the numbers of your PIN and press #.
To access your voice mail from any other phone:
The system answers with a welcome greeting.
Step 2 Press the numbers of your mailbox ID and press #.
Step 3 Press the numbers of your PIN and press #.
The first time you access your voice mailbox, the system will ask you to:
If you have a multi-line mailbox, you have to change your PIN only once, but need to record your name and all-calls greeting for each phone number.
Your personal identification number ensures that only you have access to your voice mail. You should not use a PIN that would be easy for someone else to guess. For instance, do not use your phone number, house address, or birth date. You should choose a number that will be easy for you to remember.
Your PIN must be between 4 and 8 digits long (depending on how your system is set up), and cannot contain # or *.
Your all-calls greeting is the message people will hear when your phone is busy or you are not there to answer it. Before setting up your voice mailbox, you should think about what you want to say in this greeting. You may even want to write it down so that you do not leave anything out when the time comes to record it.
To set up your personal voice mailbox:
After you enter your temporary PIN, the system asks you to change your PIN.
Step 2 When prompted by the system, press the numbers for your new PIN, and press #.
The system asks you to verify your PIN.
Step 3 Press the numbers for your new PIN again, and press #.
The system asks you to record your name.
Step 4 Say your name, and press #.
Step 5 The system gives you three options. You can:
You can listen to your name and record it again until you are happy with the recording. After you press 1 to use the recording, the system prompts you to record your all-calls greeting.
Step 6 Speak your greeting into the phone, and press # when you are done.
Step 7 The system gives you three options. You can:
You can listen to your greeting and record it again until you are happy with the recording. After you press 1 to use the recording, go on to the next step.
Step 8 If you have a multi-line mailbox, press *5 to set up another mailbox ID. Otherwise, go to Step 11.
Step 9 When prompted, enter the mailbox ID for the next mailbox you want to set up, and your new PIN.
Step 10 When prompted, repeat Steps 4-7.
Step 11 Listen as the system plays the main menu to become familiar with the options. When you are done, hang up or press *9 to exit the system.
You can listen to voice-mail messages from any phone. If your system has text-to-speech enabled, you can listen to e-mail messages too. The system also lets you know if you have received any fax messages. (You will find directions for printing fax messages later in this chapter.)
The voice-mail system gives people who leave you messages the option to mark those messages as urgent. When you listen to your messages, you can hear urgent messages first, or hear the messages in the order they were recorded.
If you have a multi-line mailbox, you access all messages in your mailbox, regardless of which mailbox ID you use.
To listen to messages:
If you have urgent messages, the system asks if you want to hear them first. Urgent messages are played in the order received regardless of message type (voice, fax, or e-mail). If you choose not to hear your urgent messages first, then the urgent messages are included with your other new voice, fax, and e-mail messages.
Step 2 Do one of the following:
After playing urgent messages or if you pressed 2, the system tells you how many new voice, fax, and e-mail messages you have, and asks you which you want to hear.
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Note If you have changed your Message Playback setting not to play your messages automatically (Message Autoplay Off), press 1 to go to the Get Messages menu. (You will learn about this feature in "Changing Message Playback".) |
Step 3 From the Get Messages Menu, do one of the following:
When you get your e-mail messages, the system reads you the e-mail and any plain text attachments. Only plain text attachments can be read by the system.
If the Play Message Headers feature is on, the system reads you the header information for each message. (You will learn about this feature in "Changing Message Playback".) For voice and fax messages, this includes who the message is from, and the date and time the message was received. Fax message headers also include the number of pages in the fax. For e-mail messages, this includes who the message is from, the date and time the message was received, the subject of the message, the type of attachments (if any), and the length of time it will take to read the attachments.
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Note If you have a lot of messages in your mailbox, it may take a while for the system to inventory them all. In this case, you hear the message: "Please wait; we're still taking an inventory of your messages." |
Step 4 Listen to your messages. After each message, you have the following options. (Detailed information about options marked with an asterisk follows the table.)
| To: | Press: | ||
|---|---|---|---|
*Save the message and advance to the next message. | # | ||
*Replay a voice message, forwarded fax, or e-mail message, print or play an e-mail message, or print a fax message. | 1 | ||
*Reply to a voice message or e-mail message, or to a forwarded fax message. | 2 | ||
*Delete the message and advance to the next message. | 3 | ||
*Forward the message. | 4 | ||
Play the message header. | 5 | ||
*Make the message new (the message will play as a new message the next time you access your voice mail) and advance to the next message. | 6 | ||
Rewind the message several seconds. | 7 | ||
Advance (fast forward) the message several seconds. | 9 | ||
Get another type of message. | *2 | ||
*Return to the previous message. | *7 | ||
Play the remaining options after the main options have been played.
| 0 | ||
Return to the Main menu. If message reinventory1 is ON, pressing *1 will take you back to your message inventory. Press *1 a second time to return to the Main menu. (If message reinventory is off, or if there are no new messages, *1 returns you to the main menu.) | *1 |
| 1This feature is controlled by your service provider. |
When you save a message, the system moves the message to storage.
To save a message, press # after you listen to it.
You can replay a voice, e-mail, or forwarded fax message you have already listened to. For a forwarded fax message, you hear only the "This is a fax" header or the forwarded voice attachment.
To replay a voice message, press 1 after listening to it.
To replay an e-mail message, press 1 after listening to it, then press 1 again to play the message.
If you have been assigned a personal fax number, any fax sent to it will go directly into your mailbox, marked as a fax message. This number acts as a "virtual private fax machine," meaning faxes sent to it are accessible only by you. Typically, you would list this fax number on your business card.
You can use a phone to access fax messages in your mailbox, as described in this chapter, or access them using your e-mail program, as described in "Viewing and Printing a Fax Message".
You can print a fax or an e-mail at your default fax machine (you will learn how to set up a default fax machine in "Assigning and Changing the Default Fax Number"), or at any other fax machine you choose. This feature is especially useful when traveling—you can print a fax or e-mail at the airport, at a client site, at your hotel—wherever and whenever you choose.
If the fax machine is busy or not working, the system tries up to four times (depending on how your system is set up) to print your fax or e-mail message. If it cannot be printed, the system tells you the next time you check your messages.
If you do not provide a default fax number, the system prompts you to enter a number each time you request it to print a fax or e-mail.
To print a fax or e-mail at your default fax machine:
Step 2 Press 2 to print. (This step is not necessary if the fax was received directly from a fax machine, and is not a forwarded fax.)
Step 3 When prompted, press 1 for Yes (to print at your default fax machine).
The system prints the fax or e-mail message at your default fax machine.
To print a fax or e-mail at another fax machine:
Step 2 When prompted, press 2 to print (This step is not necessary if the fax was received directly from a fax machine, and is not a forwarded fax.).
Step 3 When prompted, press 2 for No (not to use your default fax machine).
Step 4 When prompted, enter the fax machine number and press #. The number cannot contain # or *.
Step 5 When prompted, press 1 to verify the number is correct.
The system prints the fax or e-mail message at the target fax machine.
There are three ways you can reply to a message you receive:
You cannot reply to a fax message unless it was forwarded.
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Note The ability to reply by making a return call and to reply to all recipients may not be available, depending on how your service provider has set up the system. |
To reply by making a return call:
Step 2 When prompted, press 1 to call the sender.
The system dials the caller's number (if available), or prompts you for the phone number. You can press *9 to cancel the call once dialing has started. The system asks if you want to call another number. You can enter a new number to call, or return to the message or menu you were listening to.
Step 3 If your return call is to another subscriber, press *9 after leaving a message.
The system asks if you want to call another number. You can enter a new number to call, or return to the message or menu you were listening to.
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Note If the message was from a subscriber, that number is automatically dialed. If the message was from a non-subscriber, the caller's number may still be in the system. If the calling number is unknown, the system prompts you to enter a phone number. |
To reply by leaving a message:
Step 2 When prompted, press 2.
The system prompts you to record your reply.
Step 3 Record your reply and press # when you are done recording.
The system allows you to use or re-record the message.
Step 4 When you are ready to send the message, press 1 to send it.
The system returns you to the message you were listening to.
To reply to all recipients:
Step 2 When prompted, press 3 to reply to all recipients.
The system prompts you to record your reply.
Step 3 Record your reply and press # when you are done recording.
The system allows you to use or re-record the message.
Step 4 When you are ready to send the message, press 1 to send it.
The system returns you to the message you were listening to.
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Note This option is available only if the message was sent to multiple recipients. You do not hear who other recipients are, so you will not know who is getting your reply, other than the person who left the message. |
You can delete messages you do not need anymore. In fact, it is best to keep your mailbox free of unnecessary messages. When your mailbox is full, a caller cannot leave you a message. Instead, a voice prompt is played saying your mailbox is full. New messages cannot be received until you delete old messages from your mailbox.
To delete a message, press 3 after you listen to the message.
You can forward a voice, fax, or e-mail message to another system subscriber or a distribution list, with or without a comment. (You will learn how to create a distribution list in "Creating a Distribution List". Distribution lists can include non-subscriber e-mail addresses added through PMA. You will learn about PMA in "Using Personal Mailbox Administration (PMA)".) A comment is a message you add to the beginning of the forwarded message (for example, "Hi, Bob. I'm forwarding you this message from Susan about today's meeting.")
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Note People leaving you a message have the option of marking it as confidential. You cannot forward a confidential message from the phone, although you can forward a confidential message from your personal computer. |
To forward a message with a comment:
Step 2 Enter the recipient's phone number, or a distribution list number, and press #. (See also "Dialing by Name".)
You can continue to enter numbers, pressing # after each entry.
Step 3 Press # a final time when you have entered all numbers. Press 1 to forward the message with a comment.
The system prompts you to record your message, and to press # when finished.
Step 4 Record the comment you want to attach to the message you are forwarding, and press #.
The system allows you to use or re-record the message.
Step 5 When you are done recording the message, press 1 to forward the message and comment.
After you forward the message, the system returns you to the message you forwarded. You can then save or delete the message.
To forward a message without a comment:
Step 2 Enter the recipient's phone number, or a distribution list number, and press #. (See also "Dialing by Name".)
You can continue to enter numbers, pressing # after each entry.
Step 3 Press # a final time when you have entered all numbers.
Step 4 Press 2 to forward the message without a comment.
The system forwards your message and returns you to the message you forwarded. You can save or delete the original message.
You can mark a saved or deleted (and then retrieved) message new again. This is useful if, for example, you want to remind yourself to respond to a message at a later time or if you cannot listen to a message over the phone.
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Note Messages are kept as new if you do not take any action on the message before exiting the system. For example, if you listen to a message, do not take any action, and hang up the phone, the message is kept as new. |
To mark a message new, press 6 after listening to it.
You can retrieve any message you deleted after deletion. Once you continue to another type of message, you cannot retrieve a deleted message. For example, if you deleted a voice message and then began listening to e-mail messages, you cannot retrieve the deleted voice message.
To retrieve deleted messages:
The system identifies the message as a deleted message.
Step 2 Listen to the message and do one of the following:
Posted: Mon Sep 25 20:39:51 PDT 2000
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