Voice Mail Instruction for University of Arkansas Campus Main Menu Setting Up Your Voice Mailbox Entering and Exiting the Voice Mail System Voice Mail Action Messages Managing Your Mailbox Personal Distribution Lists Personal Assistance Forwarding Calls to Voice Mail Explaining the System to Your Callers View all Slides

Setting Up Your Voice Mailbox Information You Need to Set Up Your Voice Mailbox Setting Up Your Voice Mailbox for the First Time Suggestions for Personal Greetings Back to the Main Menu

Information You Need to Set Up Your Voice Mailbox The number for the UA Voice Mail System 5-2929 Your mailbox number The last five digits of your UA phone number Example 575-1234 = 51234 The temporary security code Obtained from System Administrator 575-2000 A personal security code containing up to 10 digits. Back to the previous menu

Setting Up Your Voice Mailbox for the First Time From any touchtone phone, dial 575-2929. Press # Enter your mailbox number Enter the temporary security code At this point, spoken instructions will direct you to: Enter a new security code (up to 10 digits) Enter new security code again to confirm Record your name Record your personal greeting Back to the previous menu

Suggestions for Personal Greetings Keep them short and to the point. Update greetings regularly to fit current working status. Refer callers to another extension number, or if your mail box is programmed to do so, assign a personal assistant who callers can access by dialing “0”. Greetings should include: Name and department Date Information indicating when they can expect a response. Suggestion for alternate contact for immediate assistance. Back to the previous menu

Entering and Exiting the Voice Mail System Enter the Voice Mail System from your phone. Enter the Voice Mail System from Any Touchtone Phone Exiting the Voice Mail System Back to the Main Menu

Enter the Voice Mail System from Your Phone Call UA Voice Mail System: 5-2929 Press # Press # again or enter your 5-digit mail box number Enter your personal security code The system responds with “Ready” and prompts you to listen or send messages change your personal greeting perform other tasks If at any time during the message you need help, press “0”. Back to the previous menu

Enter the Voice Mail System from Any Touchtone Phone Both on- and off-campus: Call the UA Voice Mail System On-campus: 5-2929 Off-campus: 575-2929 Press # (if calling from off-campus, press pound right after the system answers - it will give other instructions but # is necessary to enter your mailbox) Enter your mailbox number Enter your personal security code The system responds with “Ready” and provides prompts If at any time during the message you need help, press “0”. Back to the previous menu

Exiting the Voice Mail System Follow the exit process; don’t just hang up. If you do, you may have to wait to re-enter the system. Press “9” to exit. Listen for end-of-session prompts, or press “9” to finish and log off. Back to the previous menu

Voice Mail Action Action Prompts for Voicemail Recording a Voice Message Addressing Options Future Delivery Requesting Future Delivery Listening to Messages Marked for Future Delivery Sending a Quick Message Back to the Main Menu

Action Prompts for Voice Mail Key Reply 1 + 7 Immediately call 1 + 4 Forward message 1 + 3 Back Up B or 2 Erase E or 3 Go Forward in Message G or 4 Listen to the Next Message L or 5 Message (Send) M or 6 Save S or 7 Time T or 8 Back to the previous menu

Recording a Voice Message Enter your mailbox To record a message, press 6 To end recording, press # Enter address You can send messages to up to 10 addresses A mailbox on UA system A personal distribution list Send the message, press # To erase the message, press ** Back to the previous menu

Addressing Options Select any combination after addressing and recording the message: Request a return receipt, press 1 Notifies you when recipient listens to the message Press 8 to hear the time and date Sending to additional address, press 3 Mark as private, press 4 Future delivery, press 5 Erase message, press ** Back to the previous menu

Future Delivery You can schedule a message for future delivery up to one year after recording. Messages marked for future delivery are stored in your mailbox and can be reviewed or deleted any time prior to scheduled delivery date. Back to the previous menu

Requesting Future Delivery Enter mailbox Select send message, press 6 Record message; to end recording press # Enter address(es) Addressing Options, press # Select future delivery, press 5 The system will prompt you to enter the month, day, am/pm, hour and minute. (2 digits) Confirm when prompted, press # Send message, press # Back to the previous menu

Listening to Messages Marked for Future Delivery Select Future Delivery Messages, press 1, 9, 3 System will tell you the number of future messages in your mailbox. Which one do you want to hear? First message in queue, press 5 Next message, press 5 Previous message, press 1, 5 Erase, press 3 Back to the previous menu

Sending a Quick Message (without entering your mailbox) Call 575-2929 off campus or 5-2929 on campus Press * Enter recipient’s mailbox number Record message Press 9, 9 (or Hang up) When a quick message is sent from your extension, the recipient may hear your name at the beginning of the message. Back to the previous menu

Messages Effective Messages How do you know you have a voice mail message? Listening to Voice Messages Saving Voice Messages Erasing a Message Responding to Messages Good to know… Manage the Number of Messages in Your Mailbox Back to the Main Menu

Effective Messages Identify topic at the beginning of the message Address only one or two topics per message State the key point early. Be brief. Rerecord if you think your message is too long or confusing. Keep content appropriate for business Talk face-to-face or write a memo if the topic is sensitive or complex Back to the previous menu

How do you know you have a voice mail message? It depends on the model of telephone: Message-waiting indicator light Stutter dial tone, or Message waiting display arrow Back to the previous menu

Listening to Voice Messages Enter mailbox Listen to messages by pressing 5. Messages are presented in separate queues: New messages Saved messages To hear the time and date a message was received, press 8. To cancel message review and return to “Ready”, press #. Back to the previous menu

Saving Voice Messages The system erases messages by default, but only if you listen to the message in its entirety. Save a message by pressing 7 during or immediately after the message. If you forgot to press 7 Return to the previous message by pressing 1, 5. Listen to the beginning of the message, then press 7. Back to the previous menu

Erasing a Message Our system erases messages by default upon exiting the system, which is done by pressing 9, 9 (9, 9 is also the correct way to log off the system). Note: If you simply hang up the message will not be erased. If you press 3 to mark a message for erasure, it will be deleted regardless of how you exit. Back to the previous menu

Responding to Messages Replying with a voice message sent from the UAF system Select Reply press 1, 7 Record Reply press # When finished recording press # Enter additional addresses press 3 Send the message press # Back to the previous menu

Good to know… You can bypass a greeting and immediately start recording a message by pressing 8 Once a message is sent, it cannot be retrieved. The “code to know” is 1, 6 - it lists all voice mail options. Back to the previous menu

Manage the Number of Messages in Your Mailbox Maximum number of messages = 32. Includes received messages, saved messages, and future-delivery messages. New messages saved for 1 month. Saved messages are kept for 180 days. Avoid storing unnecessary messages. Back to the previous menu

Managing your Mailbox Options Rerecording Your Name Changing Your Security Code Steps to Changing Your Security Code Back to the Main Menu

Options Enter your mailbox Press 1, 6 Options explained to: Change security code Forward calls to a personal assistant Personal distribution lists Listen to messages set for future delivery Back to the previous menu

Rerecording Your Name The system plays your name to confirm mailbox when: your greeting is not on a user addresses a message to you Enter mailbox Press 1, 6 Press 8 When finished, press # Back to the previous menu

Changing Your Security Code Protect the privacy of information in your mailbox by frequently changing your personal security code. Choose a security code that is easy to remember but difficult to guess. Maximum length of security code is 10 digits; minimum is 6 digits. The new security code cannot be the same as your current or previous security code or be your mailbox number. Back to the previous menu

Steps to Changing Your Security Code Enter your mailbox. Select mailbox options 1, 6 Select 2 Enter new security code Finished # Re-enter new security code When finished # Back to the previous menu

Personal Distribution Lists Create a Personal Distribution List Review a Personal Distribution List Modify a Personal Distribution List Delete or Modify a Personal Distribution List Check the Status of Messages Sent Back to the Main Menu

Create a Personal Distribution List Enter mailbox Select mailbox options 1, 6 Select personal distribution list 6 Enter a two-digit number (01-09) Record a name for the list When finished recording # Enter all addresses in the list When finished entering # Back to the previous menu

Review a Personal Distribution List Enter mailbox Select mailbox options 1, 6 Select personal distribution list 6 Select review list 3 Back to the previous menu

Modify a Personal Distribution List You hear the name for confirmation when you address a message to the list number. Enter mailbox Select mailbox options 1, 6 Select personal distribution list 6 Select change name 4 Enter the two-digit list number Record a new name When finished recording, press # Back to the previous menu

Delete or Modify a Personal Distribution List You hear the name for confirmation when you address a message to the list number. Enter mailbox Select mailbox options 1, 6 Select personal distribution list 6 Select delete list or entry 2 Enter the two digit list number Enter mailbox number to delete, or delete the entire list * Back to the previous menu

Check the Status of Messages Sent To find out if your designated recipients have listened to messages you sent: Enter mailbox Select ‘check message sent’ 1, 2 Enter designated recipient’s mailbox number Back to the previous menu

Personal Assistance Forwarding Calls to a Personal Assistant Personal Assistance…Turn it ON Personal Assistance…Turn if OFF Back to the Main Menu

Forwarding Calls to a Personal Assistant The UA voice mail system can transfer your calls to a personal assistant by pressing 0 when the system prompts them to leave a message. Caller hears a message when the personal assistant is not available and has an option to leave a message in your mailbox, dial another extension or dial 0 for the operator. Be sure to provide your personal assistant with the information needed to assist your callers. Turn off personal assistance when your assistant is not available. Back to the previous menu

Personal Assistance….Turn it ON (Note: The System Administrator (575-2000) must first program your mail box to accept a Personal Assistant) Enter mailbox Select mailbox options 1, 6 Select personal assistance 5 the system will state the mailbox number of currently defined assistant Enter the mailbox number of your personal assistant. Back to the previous menu

Personal Assistance….Turn it OFF Enter mailbox Select mailbox options 1, 6 Select personal assistance 5 Remove personal assistance number * Back to the previous menu

Forwarding Calls to Voice Mail Forward calls to voice mail by pressing #,1 5-2929. To remove call forwarding to voice mail, press #, 5. Back to the Main Menu

Explaining the System to Your callers Callers may skip your greeting and immediately leave a message by pressing *. When callers have recorded a message, they may hang up or press * for more options: Rerecord the message * Send the message # Back to the Main Menu