1. 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
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2. 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
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3. 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 = 51234
The temporary security code
Obtained from System Administrator
A personal security code containing up to 10 digits.
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4. Setting Up Your Voice Mailbox for the First Time
From any touchtone phone, dial
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
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5. 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.
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6. 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
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7. Enter the Voice Mail System from Your Phone
Call UA Voice Mail System:
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”.
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8. Enter the Voice Mail System from Any Touchtone Phone
Both on- and off-campus:
Call the UA Voice Mail System
On-campus:
Off-campus:
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”.
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9. 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.
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10. 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
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11. 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
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12. 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 **
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13. 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 **
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14. 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.
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15. 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 #
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16. 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
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17. Sending a Quick Message (without entering your mailbox)
Call off campus or 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.
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18. 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
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19. 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
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20. 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
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21. 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 #.
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22. 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.
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23. 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.
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24. 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 #
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25. 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.
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26. 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.
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27. Managing your Mailbox Options Rerecording Your Name
Changing Your Security Code
Steps to Changing Your Security Code
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28. 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
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29. 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 #
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30. 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.
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31. 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 #
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32. 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
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33. 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 #
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34. Review a Personal Distribution List
Enter mailbox
Select mailbox options 1, 6
Select personal distribution list 6
Select review list 3
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35. 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 #
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36. 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 *
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37. 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
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38. Personal Assistance Forwarding Calls to a Personal Assistant
Personal Assistance…Turn it ON
Personal Assistance…Turn if OFF
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39. 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.
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40. Personal Assistance….Turn it ON
(Note: The System Administrator ( ) 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.
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41. Personal Assistance….Turn it OFF
Enter mailbox
Select mailbox options 1, 6
Select personal assistance 5
Remove personal assistance number *
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42. Forwarding Calls to Voice Mail
Forward calls to voice mail by pressing #,
To remove call forwarding to voice mail, press #, 5.
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43. 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 #
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