Setting up voice mail on an office phone

When you access your voice mailbox for the first time, a tutorial is automatically activated and the default passcode is blank. This tutorial will guide you through your first mailbox session. It will begin by explaining how to change your passcode. You will then be prompted to record your greeting and then recording your name. Once your mailbox is set up, you will be ready to start using the advanced messaging features of the Michigan Tech Voice mail system. 

Passcode

Once you have gained access to your mailbox, the tutorial will first ask you to enter the options menu so you can define a passcode. This passcode is to ensure that no one else uses our mailbox. You will always be prompted for your passcode before accessing your mailbox. Please define a passcode that you can remember, but do not select something trivial such as 0123 or a number using all the same digits such as 9999.

If you have already set up your Michigan Tech Voice Mailbox and would like to change your passcode, please dial *74, then press the 8 key.

Instructions for changing your passcode

  1. Press the 8 key to enter the options menu 
    Note: You will hear the following recording: 
    "User Options. Press P, the 7 key, to enter your passcode." 
  2. Press the 7 key to enter your passcode
    Note: You will hear the following recording: 
    "Enter 4 to 10 digits for your passcode." 
  3. Enter a 4 to 10 digit number for your passcode
    Note: Once you have entered your new passcode, you will hear the following recording: 
    "Remember your passcode for the next time you log in. It is _ _ _ _ _ _ _ _."

    "Next we will record a greeting for your callers. Be sure to say your name, and ask your caller to leave a detailed message with their name and phone number."

    "Press U the 8 key to enter user options." 

Greeting

Once you have set your passcode, you will then be asked once again to enter the options menu so you can record a greeting that callers will hear when your line is busy or when you are away from your desk. It would be wise to write your greeting ahead of time, so you will know exactly what you want to say and help avoid any stammering during the recording.

For example, you might wish to say: "You have reached [name]. I'm sorry I was not able to take your call. Please leave a message after the beep with your name and number and I will be sure to return your call."

If you have already set up your Michigan Tech Voice Mailbox and would like to re-record your greeting, please dial *74, then press the 8 key.

Instructions for recording greeting

  1. Press the 8 key to enter the options menu. 
    Note: You will hear the following recording: 
    "User Options. Press G, the 4 key, to record a greeting for your callers."
  2. Press the 4 key to record your greeting.
    Note: You will hear the following recording: 
    "Record a greeting for your callers."
  3. Record your greeting.
    Note: You will notice a slight pause, while the system waits for you to finish recording. You will then hear the following recording: 
    "Recording complete. Now you can listen to your greeting. Press R, the 7 key, to review your recording."
  4. Press the 7 key to review your recording. 
    Note: Once you have listened to your greeting, you will hear the following recording: 
    "If you are satisfied with your greeting, press X, the 9 key, to save it. If you would like to discard it and record your greeting again, press D, the 3 key."
  5. Press the 9 key to save your greeting 
    OR
  6. Press the 3 key to discard your greeting and record it again 
    Note: Once you have saved your greeting, you will hear the following recording: 
    "Greeting changed. Now when someone calls you and you are gone, your callers will hear this message from you. <your message>"

    "Finally, we are going to record your name to identify your mailbox. Record only your first and last name. For example, Jim Smith." 

    "Press U, the 8 key, to enter user options."

Your name

Once you have recorded your greeting, you will once again enter the options menu so you can record your first and last name. This form of identification is used to:

  • Address you when you call into the system (such as, "Hello, Jim Smith")
  • Inform others when a message comes from you (such as, "4:54 p.m., from Jim Smith")
  • State your name to others when they address messages to your mailbox (such as, "Jim Smith")

If you have already set up your Michigan Tech Voice Mailbox and would like to re-record your name, please dial *74, then press the 8 key.

Instructions for recording your name

  1. Press the 8 key to enter the options menu. 
    Note: You will hear the following recording: 
    "User Options. Press N, the 6 key, to record your name." 
  2. Press the 6 key to record your name. 
    Note: You will hear the following recording: 
    "Record your name."
  3. Record your first and last name.
    Note: You will then hear the following recording: 
    "Recording complete. Now you can listen to your name. Press R, the 7 key, to review your recording." 
  4. Press the 7 key to review your recording. 
    Note: Once you have listened to your name, you will hear the following recording: 
    "If you are satisfied with your name, press X, the 9 key, to save it. If you would like to discard it and record your name again, press D, the 3 key."
  5. Press the 9 key to save your name
    OR
  6. Press the 3 key to discard your name and record it again 
    Note: Once you have saved your name, you will hear the following recording: 
    Name changed. I will call you <your name>, from now on." 

    "You have just set up your mailbox and are ready to begin making and retrieving messages. It's a good idea to enter your mailbox before making messages for other users and always press X, the 9 key, to exit the system." 

    "You may repeat the tutorial at any time by simply pressing T, the 8 key, under user options." 

    "Remember to always press * during your greeting to access your mailbox. This tells the system that the mailbox owner is calling in."

    "The system will then ask you for your passcode. Remember your passcode is _ _ _ _. You will need this every time you want to use your mailbox."

    "Enjoy using the message center."

    "Press U, the 8 key, to change user options."

    "Press X, the 9 key, to exit the system."
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Details

Article ID: 53188
Created
Thu 5/3/18 9:51 AM
Modified
Thu 8/13/20 8:20 AM