VoiceMail

The UT Health Science Center´s voicemail system allows us to stay connected and not miss important calls. The system is rich with features and functionality. It is an excellent communication tool.

Description:

Greeting mailbox
Plays a greeting that you have recorded for your callers to hear. A greeting mailbox is used to relay information to your caller and will not take a message.

Basic mailbox
Plays a greeting that you have recorded and takes up to a one minute message from your caller. The basic mailbox can store a saved message for 8 days before the system will automatically delete it.

Plus mailbox
Plays a greeting that you have recorded and takes up to a two minute message from your caller. The plus mailbox can store a saved message for 15 days before the system will automatically delete it.

Setting Up Your Mailbox
The first time you log into your mailbox, you will hear a tutorial. It will guide you through:
- creating a passcode,
- recording a primary personal greeting for callers, and
- recording your name.

Creating A Password
- Your passcode of 4 to 10 characters cannot end in #, *, or zero.
- From your phone dial 7-7703.
- Press 8 for user options.
- Press 7 and listen to the instructions for creating a new passcode.

Creating A Primary Personal Greeting
- From your phone, dial 7-7703.
- Press 8 for user options.
- Press 4 to record your greeting; press # when you've finished the recording.
- Press 7 to review the greeting.
- Press 3 to discard the greeting and re-record.
- Press 9 to keep the greeting and exit program.

Changing a Name Recording
- From your phone dial 7-7703.
- Press 8 for user options.
- Press 4 to record your greeting; press # when you've finished the recording.
- Press 7 to review the greeting.
- Press 3 to discard the greeting and re-record.
- Press 9 to keep the greeting and exit program.

Forwarding calls to voice mail
- Press the FWD or FWBNA button on your telephone or use
- *7 + 7-7703 to Call forward ALL calls
- *8 + 7-7703 to Call Forward BUSY NO ANSWER
- #7 Cancels *7
- #8 Cancels *8
NOTE: Along the top part of your phone are several buttons. The FWD button allows you to forward a call. The FWBNA allows you to forward a call only when your line is busy. Your phone must be forwarded (FWD) or forward busy to answer (FWBNA) to 7-7703 in order for your voice mailbox to answer.

Playing a message
- Dial 7-7703
- Enter your passcode
- Press 7 to play the message
- Press 2 to answer a message
- Press 3 to discard* a message
- Press 4 to give a message to another voice mail user
- Press 5 to keep a message‡
- Press 6 to make a new message
- Press 7 to play a message again
- Before listening to a saved message, you must first listen to any unplayed messages.
- Press 9 to exit
‡ Immediately after listening to a message, you must press "K" to keep the message or "D" to discard the message. If you do not select one of these options, the message will be kept as an unplayed message but the message indicator on your phone will not light.

Play Commands (available while messages are playing)
- Press * to rewind 5 seconds of the message.
- Press # to go forward 5 seconds of the message.
- Press 1 to pause 30 seconds; press * to resume the message play.
- Press 8 to skip a message.
- Press 8* to go to the beginning of the previous message.

Making a message and send to another mailbox
- Dial 7-7703 and enter your passcode.
- Press 6 to make a message.
- Enter the number(s) of the mailbox(es) that will receive your message. If you do not know the person's mailbox number, press 1* and dial the recipient's last name followed by his/her first name until the system recognizes the name.
- Press # to record, press # when you are finished recording the message.
- Press 7 to review.
- Press 3 to discard.
- Press 2 to append or add to message.
- Press 9 to send message and exit.

Answering a Message
- Press 7 to play the message.
- Press 2 to answer the message; you will have 30 seconds to record a response.
- Press 9 to send your recorded answer.

Giving a message to another voice mail user
- Press 7 to play the message.
- Press 4 to give the message to another voice mail user(s), then enter the mailbox number(s) of the other user(s).
- Press # to record additional comments--you must record additional comments; otherwise, the voice mail will not give your message.
- Press 7 to review.
- Press 3 to discard comments & re-record.
- Press 2 to append or add to comments.
- Press 9 to send message.
- After sending a voice mail message from your mailbox to a another voice mail user's mailbox, you will have to press "K" to keep the message or "D" to discard the message. If you keep the message, the voice mail system keeps only the original message and not the comments you added.

Using message addressing options
- Press 6 for message addressing options.
- After making a message, give a message or answer a message:
- Press 2 to label confidential.
- Press 7 to request a receipt.
- Press 8 to mark a message as urgent.
- Press 3 to activate future delivery message.
- If you press 3 to activate future delivery:
- Select the month it's to be delivered by pressing 1, 2, 3, etc.; (1 would be January).
- Select the day of the month by pressing 1, 11, 21, etc.
- Select the time by pressing numbers, such as:
- 800 (8 o'clock) or 830 (8:30)
- Press 2 for a.m.
- Press 7 for p.m.
- Press 9 to send and exit.

Calling your mailbox
- From your phone dial 7-7703.
- Enter your passcode.
- From another extension that has voice mail:
- Dial 7-7703, *, your extension number, *, your passcode.
- From an off-campus telephone dial:
- Dial 567-7703, your extension number, *, your passcode.

Creating your conditional personal greeting
Three greetings are considered conditional personal greetings:
- If your phone is FWBNA to voice mail and your phone is busy, your busy greeting will play.
- If you do not answer your phone, your no answer greeting will play.
- If your phone is FWD to voice mail, your call forward greeting will play.
- To change your conditional personal greeting:
  - Dial 7-7703 and enter your passcode.
  - Press 8 for user options.
  - Press 4 for greeting option.
  - Press 2 to change your conditional personal greetings and follow the instructions.
  - Press # when you've finished recording.
  - Press 7 to review the greeting.
  - Press 3 to discard the message and re-record.
  - Press 9 to keep the message and/or exit the program.
- The voice mail system will not allow both your primary personal greeting and your conditional personal greetings to be enabled at the same time.

Making a distribution list
- Dial 7-7703 and enter your passcode.
- Press 8 for user options.
- Press 5 to identify list, 2 through 9 (you may have up to 8 distribution lists).
- Press 6 to name list.
- Press 2 to add new mailbox numbers to list.
- Press 3 to delete a mailbox number.
- Press 7 to play the list.

Using a distribution list
You can use a distribution list when making or giving a message.
- After pressing "M" to make a message, or "G" to give a message, enter the number of the distribution list you want the message to be sent to.
  - Press # to record the message; press # when you've finished recording.
  - Press 9 to exit and send the message.

Getting the most out of voice mail
- Use future delivery to remind yourself of meetings and important dates.
- Use distribution lists to send memoranda and reminders of deadlines.
- Use distribution lists to arrange business meetings.
- Use voice mail to answer questions from other mailbox users (via the answer option when listening to a message).

Primary Greeting Method
The first time you log into your mailbox, you will hear a tutorial. It will guide you through:
- To record your Primary Personal Greeting:
  - Dial 7-7703
  - Enter Passcode
  - Press 8 for User Options
  - Press 4 for Greeting
  - Press 7 to change your Primary Personal Greeting.
  - Press 7 to Record your Primary Personal Greeting. Press # when you are finished recording your greeting.
  - Press 7 to Review your recording
  - Press 3 to Discard and record again
  - Press 9 to Keep and to eXit
- Sample Greetings:
  - Primary Greeting - In the Office -
    - This is ----. I am in the office today but unavailable to take your call at this time. Please leave your name, number, and a brief message. I will return your call.
    - Primary Greeting - Out of the Office -
      This is ----. I am out of the office today, (date). Please leave a message and I will return your call. If you need immediate assistance, please press zero. OR This is ---. I will be out of the office until (date). For immediate assistance, please press zero.

Conditional Greetings Method
An easy and efficient method to configure your voice mail greeting is to record Conditional Greetings - greetings your callers will hear if you are on the telephone, away from your desk, or out of the office for the day.
- To record your Conditional Greetings:
  - Dial 7-7703 Enter Passcode
  - Press 8 for User Options
  - Press 4 for Greeting
  - Press 2 to Change your Conditional Personal Greetings and follow the prompts. Press # when you are finished recording your greetings. (Make certain you record all 3 greetings - Busy, No Answer, and Forward All Calls.)
  - Press 7 to Review your recording
  - Press 3 to Discard and record again
  - Press 9 to Keep and to exit to main menu
  - Now, listen to the assistant message as it will indicate whether your conditional greetings are currently enabled. If they are not enabled, press 3 to enable them.
  - Press 9 to exit the system.
  - It is important to record and utilize your Call Forward Greeting each time you will be out of the office for a day or more. Lift your telephone handset, press the forward (FWD) button or *7 and dial 7-7703. The forward (FWD) button will light indicating your Call Forward greeting is engaged. Remember to cancel your Call Forward Greeting when you return by lifting the telephone handset and pressing the FWD button or #7.
- Sample Greetings:
  - Busy Greeting -
    - This is ----. I am on another telephone call. Please leave your name, number, and a brief message. I will return your call. Please press zero for immediate assistance.
    - No Answer - This is ----. I am in the office today but away from my desk. Please leave your name, number, and a brief message. I will return your call. Please press zero for immediate assistance.
    - Call Forward - This is ---. I am out of the office today. Please leave a message and I will return your call. Please press zero for immediate assistance.

Advanced Voice Mail Greeting Method
Our voice mail system offers additional advanced greeting options that may be helpful for some. For advanced voice mail users, T&N recommends that you set up your Conditional Greetings for everyday use. With your Conditional Greetings in place, you need only change your Primary Greeting when you will be out of the office for a day or more.
- Conditional Personal Greetings
  - There are 3 greetings that fall under the Conditional Greetings category:
    - Your busy greeting will play - if your telephone is FWBNA (Forward/Busy/No Answer) to voice mail and your telephone is busy.
    - Your no answer greeting will play - if your telephone is FWBNA (Forward/Busy/No Answer), and you do not answer the call.
    - Your forward all calls greeting will play - if your telephone is FWD (forwarded) to voice mail.
  - To record your Conditional Greetings:
    - Dial 7-7703
    - Enter Passcode
    - Press 8 for User Options
    - Press 4 for Greeting
    - Press 2 to Change your Conditional Personal Greetings and follow the prompts. Press # when you are finished recording your greetings. (Make certain you record all 3 greetings - Busy, No Answer, and Forward All Calls.)
    - Press 7 to Review your recording
    - Press 3 to Discard and record again
    - Press 9 to Keep and to exit
  - Sample Greetings:
    - Busy Greetings:
      
      This is ----. I am on another telephone call at the moment. Please leave your name, number, and a brief message. I will return your call.
    - No Answer:
      
      This is ----. I am in the office today but away from my desk. Please leave your name, number, and a brief message. I will return your call.
    - Forward All Calls -
      
      This is ----. I am out of the office. If your matter is urgent, please contact ---.

VoiceMail Tips And Best Practices

Contact Information: IMS Service Desk, 210-567-7777 option 1, 416.L (Medical Bldg., 4th Floor)

Requirements: Telephone must be connected to the UT Health Science Center’s telephone system.

Restrictions: Cannot be installed on a telephone number that is leased from a telephone company.

Time Constraints: Voicemail help is available Monday-Friday, 8:00 A.M. - 5:00 P.M.

Turn Around Time: 7-10 days

Cost:

Installation: $20.00
Greeting Only Mailbox: $2.00/month
Basic Mailbox: $4.00/month
Plus Mailbox: $7.00/month

Request Instructions: Submit a Service Request Form with phone number that voice mail will be installed on, person’s name that the voice mail is for, the plan (basic or plus) and the extension of the attendant for this mailbox.

Top