Warwick Voice Mail System User Manual
Voice Mail User’s Guide
(FACILITY NOT AVAILABLE IN RESIDENCES)
SECTION ONE - INTRODUCTION..................................................................................................2
SECTION TWO - GETTING STARTED...........................................................................................2
2.1 Setting up Your Mailbox ...........................................................................................................2
2.1.1 New Mailbox ......................................................................................................................2
2.2 Getting Voice Mail to Take Your Calls.....................................................................................3
2.3 Listen to the Messages...............................................................................................................3
2.4 Next Steps..................................................................................................................................3
SECTION THREE - ACCESS YOUR MAILBOX ............................................................................4
3.1 From Your Own Line.................................................................................................................4
3.2 From Another Line.....................................................................................................................4
3.3 From Outside the University......................................................................................................4
SECTION FOUR – DESCRIPTION OF THE MAIN MENU OPTIONS..........................................5
4.1 MAKE A NEW MESSAGE (Main Menu Option 6).................................................................5
4.2 PLAYING MESSAGES (Main Menu Option 7).......................................................................6
4.2.1 Change User Options (Main Menu Option 8).....................................................................7
4.3 DIVERTING CALLS TO VOICE MAIL .................................................................................7
4.3.1 Diverting Calls to Your Voice Mail....................................................................................7
4.3.2 Transferring to Someone Else’s Voice Mail.......................................................................7
SECTION FIVE – VOICE MAIL ETIQUETTE.................................................................................8
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Voice Mail User’s Guide
A
(FACILITY NOT AVAILABLE IN RESIDENCES)
SECTION ONE - INTRODUCTION
The University of Warwick telephone system has a comprehensive Voice Mail system. In its
simplest form, it acts as an answering machine. The system also has many other features, so
once you have got used to it in the simple ‘answering machine’ mode you are encouraged to find
out what else it can do. You are unlikely to use all the features, but by finding out which are useful,
you can save time by making Voice Mail work for you.
The Voice Mail access number is: 74747
To access your Voice Mailbox from another internal phone: 75800
SECTION TWO - GETTING STARTED
First find out whether your number has been enabled for Voice Mail; that is whether you own a
Voice Mailbox. Using your own phone, dial 74747 and listen to the response and then hang up.
“Hello mailbox <number>”
Shows you have got a Voice Mailbox, but you haven’t yet used it - - it’s a new mailbox.
“Hello <name>”
Shows you have got a Voice Mailbox, and it has already been made ready for use, either
by you, or someone else on your number.
“Welcome to the message centre. Please enter a mailbox number or wait.”
Shows your line does not own a mailbox, contact the Switchboard Supervisor 73800.
2.1 Setting up Your Mailbox
2.1.1 New Mailbox
If the mailbox has not been used before, you need to make it ready for use. Before calling the
Voice Mail again, prepare the following:
A secret passcode A four to ten digit number which you will use in future to gain
access to your stored messages and make changes to your
mailbox. The passcode will initially be the same as your
internal phone number, but the Voice Mail will want you to
choose your own.
A greeting message. It is best to write it down, and practice it a few times. You will
be able to keep re-recording it until you are happy with it. The
Voice Mail system always adds the announcement, “You may
start your message now”, at the end of your greeting.
Announcing your own
name.
NB Please see Section Five Voice Mail Etiquette
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recording of you speaking your own name will be made.
This is not used as part of the greeting message, but for when
you access your own mailbox (as an assurance that you have
got through to the right one) and when you leave messages
for someone else.
Voice Mail User’s Guide
(FACILITY NOT AVAILABLE IN RESIDENCES)
Once you have completed the above, you are ready to dial 74747 to set up your Voice Mail.
The Voice Mail system will slowly step you through the three stages outlined above. When making
a recording, press # to indicate you have finished speaking.
2.1.2 Setting Up an Existing Mailbox
If the Mailbox has already been made ready for use, either by you or someone else, you need to
Access Your Mailbox (see section three). Alternatively, using 8 (key 8 for User Options) from the
main menu is a quick way of setting up your mailbox in the same way as for a ‘New Mailbox’.
2.2 Getting Voice Mail to Take Your Calls
Once you have set up your Voice Mail, in order to try it out, you will need the Voice Mail to take
your calls. This is achieved by diverting your calls to 74747. Section 4.3, Diverting Calls to Voice
Mail describes this, but use the following just for testing purposes:
• Dial *8 74747 to divert all your calls to your Voice Mailbox.
• Call your own number from another phone; it will be answered by your Voice Mailbox. Leave a
message when asked to do so.
• Return to your own phone and dial #8 to cancel the divert-all-calls.
2.3 Listen to the Messages
Now you have a message in your Mailbox, find out how to listen to it. Section 4.2, Playing
Messages, describes this, but if you just want to listen to it and then discard it, try this:
You can access your voice Mail in two ways:
1. Press the message key on your phone (when message lamp is flashing), see note below
• Message lamp flashing on your phone.
• Press message lamp key.
• Follow phone prompts to get Voice Mail.
• Key 7 to play the first message.
2. Dial 74747
• Dial 74747 from your own phone to get a Voice Mail.
• Key in your secret passcode, when asked for it.
• Key 7 to play the first message.
• When the message has finished, key 3 to discard it then 9 to exit.
Please note the message indicator on phones is not exclusive to Voice Mail e.g. call-back
messages may also flash the light.
Features set from another phone will also light the message lamp. Always follow the
screen prompts on your phone; this will indicate what the message lamp is being used for.
2.4 Next Steps
To familiarise yourself with this basic model of operation, refer to the following sections:
• Access Your Mailbox (Section 3)
• Change User Options (Section 4)
• Diverting Calls to Voice Mail (4.3)
• Playing Messages (4.2)
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