Voicemail

For Information or Help

Contact Person: Kimyatta Dorsey

Tel: (510) 987-0017, option #1

Service Description

Voice Services sets up voicemail for new users, and can reset passwords for users who have lost their password or for departments that require a password or name change due to personnel changes.

How to Obtain or Change Voicemail

An iRequest must be submitted before voicemail requests can be processed. For emergency password resets and for general information regarding voicemail, contact Voice Services at 987-0017, and select option #1.

Instructions for Using Voicemail

See the instructions below for using the Octel Voicemail System. For additional instructions, call 987-0017, and select option #1. For advanced instructions on setting passwords and sending messages, see the Advanced Voicemail User Guide.

General Tips
First-time Setup
Sample Greetings
Accessing the System
Reviewing Messages
Sending Messages
Recording Greetings

General Tips

• Press the star key (*) whenever you want to cancel what you are doing.
• Always press the star key (*) to disconnect. If you hang up without pressing the star key, you will miss the 'new messages' prompt.
• Always press the pound key (#) whenever you want to complete a step.

First-Time Setup
To initialize your Mailbox:

1. Call the system extension 7-0100
2. If you hear a 'System Greeting,' press # and your mailbox number.
3. Listen to the tutorial. When prompted, enter your temporary password.
4. When prompted, enter a new personal password of 6 to 15 digits.
5. When prompted, record your first and last name.
6. When prompted, select the option to record a personal greeting (option 2) and record your greeting.

Sample Greetings Personal Greetings:

• "Hi, this is ___________. I'm sorry I missed your call, but if you will leave your name, telephone number, and a detailed message, I'll get back to you as soon as possible. In the future, you may skip my greeting by pressing the pound (#) key."
• "Hello, this is _________. I'm not available to talk with you right now. Please leave your name, telephone number, and a detailed message indicating how I can help you. I'll call back as soon as I can. In the future you may skip this greeting by pressing the pound (#) key."

Extended Absence Greetings:

• Away from the office for much of the day: "Hi, this is __________. It's Monday, October 6, and I will be out of the office until two o'clock. I will be checking my messages throughout the day, so please leave your name, telephone number, and a detailed message, and I'll call you as soon as I can."
• Away from the office the entire day: "Hi, this is __________. It's Monday, October 6, and I will be out of the office today. If you require assistance, please contact __________ at xxx-xxxx. Please leave a message and I will get back to you promptly upon my return to the office."

Accessing the System From your office telephone:

1. Press the MESSAGE button
2. Enter your password
3. Press #

From another office telephone:

1. Call extension 70100
2. Hear the System Greeting
3. Press #
4. Enter your mailbox number
5. Enter your password
6. Press #

From outside the office:

1. Call 987-0100
2. Hear the System Greeting
3. Press #
4. Enter your mailbox number
5. Enter your password
6. Press #

Reviewing Messages
The system will inform you of the number of new messages in your mailbox. To review all messages, press 1. After hearing each message, you may press

• 4 to replay the message
• 5 to hear the date and time the message was received
• 6 to send a copy to another mailbox
• 7 to erase the message
• 8 to reply to a message sent from another subscriber's mailbox
• 9 to save the message
• 33 to skip to the end of a message
• # to skip to the next message

Sending Messages

1. To send a message from your mailbox to one or more other mailboxes, press 2, and then record the message.
2. To replay what you have recorded, press 1.
3. To erase and re-record the message, press *.
4. When you are ready to send your message, press #, and then enter the destination mailbox number or mailbox group distribution list number.
5. Follow prompts to send the message to more than one mailbox number.
6. Always press # after hearing confirmation of each destination.

Recording Greetings Personal Greeting:
To change your personal greeting

1. Access your mailbox
2. Press 4, 3, 1 and 2
3. Record the greeting
4. Press #

You may listen to your recording, erase it, and rerecord it before activating it. Listen to the prompts and always press # to activate the greeting.

Extended Absence Greeting: To record an extended absence greeting that will temporarily replace your normal personal greeting,

1. Access your mailbox
2. Press 4, 3, and 2
3. Record the extended absence greeting
4. Press #

This greeting will preempt the normal personal greeting. Callers must listen to the entire extended absence greeting before leaving a message. Each time you enter the mailbox, you will be reminded that the extended absence greeting is active. To delete the extended absence greeting and restore the normal personal greeting, press 2 after the reminder.