Voice Mail Users Guide

You are about to discover just how simple and efficient communication can be with Vanderbilt's Voice Mail system.  Now you can send, listen to, and save messages from your callers, and reply or send copies of messages to others on the Vanderbilt system - in a single call, from any touch-tone phone 24 hours a day!

Voice Mail is as easy to use as 1, 2, 3, 4! The best way to learn how to use the system is to play with it. There's nothing to memorize and nothing you do can break the system. Changes you make are not permanent; you can always change them again. Just pick up the phone and begin by sending messages to yourself. Listen to the friendly voice prompts and follow this guide to find out how powerful your phone can be!

GENERAL TIPS

A few general tips that will help you as you use the system:

• Press zero if you need help, more explanation, or want more options. (If you don't press anything, the system will repeat previous options to help you.)

• Press star (*) any time you want to cancel a previous entry or exit from a menu. When you exit from a menu, you back up to a previous menu. Pressing star (*) while at the Main Menu disconnects you from the system.

• Press pound (#) to bypass a subscriber's personal greeting.

• New subscribers begin using the system with Standard Prompts which  prompt for only Review and Send at the Main Menu. Locate Messages and Personal Options are available to you, but you will not be prompted for them. As soon as you are comfortable with the basics,   you will probably want to use.  Extended Prompts to hear prompts for all options.

• When a message is erased, you cannot get it back.

• Saved messages are archived for a time specified by your system manager.

 

SPECIAL SYSTEM MESSAGES

 

Before you reach the Main Menu, you may hear some special notification messages that will inform you of unsuccessful notification attempts, delivery confirmations of messages sent, or automatic message deletion warning telling you that a message is about to be erased. These notifications may not be skipped. You must also listen to broadcast messages from your system manager.

 

VOICE MAIL TELEPHONE ANSWERING

To allow voice mail to answer your phone, you must be forwarded to the voice mail system at extension 6-0000.

Each of the standard forwarding features work with the voice mail system. You can forward busy, forward no answer, or forward all to the voice mail system.

 

TONE/SIGNAL INDICATORS

Our voice mail system is programmed for message waiting indicators. Subscribers who have the multi-line phones with display will receive a VMM on their display and a light whenever there is a message in their voice mailbox.   Subscribers with single line phones will receive a broken dial tone, this indicates that there is a message in your voice mailbox.

 

GAINING ACCESS TO YOUR VOICE MAILBOX

To Check Messages From Your Phone:

• Dial 6-0000.

• Listen for your recorded name.

• Enter your 6-15 digit password.

 

To Check Messages From Another Voice Mail Subscriber Phone:

• Dial 6-0000.

• When you hear their recorded name, press star (*).

• Enter your 5-digit mailbox number.

• Enter your 6-15 digit password.

 

To Check Messages From A Non-subscriber Phone:

• Dial 6-0000

• When you hear the system greeting, press pound (#).

• Enter your 5-digit mailbox number.

• Enter your 6-15 digit password.

 

To Check Messages From Off Campus:

• Dial 936-0000.

• When you hear the system greeting, press pound (#).

• Enter your 5-digit mailbox number.

• Entssh_packet_wrapper_send_encode_va: flow control problems; outgoing packet dropped. er your 6-15 digit password.

 

To Check Messages Calling Into The System With Your Personal 1-800 Number or Your Direct Vanderbilt Number:

• Dial your personal 1-800 number or your Vanderbilt number.

• When your personal greeting starts to play, press 7 to indicate your subscriber status.

• Enter your password.

 

MESSAGE REVIEW

Steps to Review a Message

After gaining access to the system, press:

• 1 - 1 to hear new, unheard messages first, or

• 1 to Review all messages

By pressing 1 - 1 at the beginning of a session, you will first hear unheard messages received since the last session. By pressing 1, you hear all messages in your mailbox in the order received. If new messages arrive before you exit the system, you are prompted to press 1 - 1 to hear new messages.

 

MANIPULATING MESSAGES

Messages are listened to one at a time. The order in which they are placed in your mailbox is . . . messages from your home guest mailbox, urgent, non-urgent, and archived with the most recent message within each category played first. You have a number of options available to you while a message is playing and after you have listened to it.

The following options are available during playback of a message:

Playback Controls

While listening to a message you can perform the following:

• 1 rewinds 10 seconds

• 1 - 1 rewinds to the beginning

• 2 pause (pressing 2 again restarts)

• 3 fast-forwards 10 seconds

• 3 - 3 fast-forwards to the end

• 4 slows down the playback of the message (two levels)

• 5 gives envelope information

• 6 speeds up the playback of the message (two levels

• 8 is normal volume

• 9 raises the volume level (one level)

Too many commands to remember?

Press zero (0) during the review of a message and you will be prompted for the playback controls.

 

The following options are available after reviewing a message:

After reviewing a message you can perform the following:

• 4 to Replay

• 5 to get Envelope information

• 6 to Send a copy

• 6-6 to Send a copy without repeating introductions

• 7 to Erase

• 8 to Reply

• 9 to Save

You can save, erase, or skip each message. The next message is played automatically. Your mailbox receives a limited number of messages and can become full, so you should routinely erase unneeded new or archived messages.

Replay

At the end of a message, you can press 4 and replay the message.

Envelope Information

You can obtain envelope information by pressing 5 while listening to the message or immediately after it ends. You hear the sender's name if the message is from a subscriber (otherwise, you hear that the message is from an outside caller), date and time sent, how long it is, and whether it is Urgent and/or Private. For an archived message, the time refers to when the message was sent. After playing the envelope information, the system automatically resumes playing the message where you left off.

Send Copy

You can send a copy of a message you've received to another subscriber. Add your introductory comments, so the person receiving the copy will know it has been forwarded by you. You can send a copy of any message unless it has been marked Private by the sender.

• After listening to the message:

• Press 6 to send a copy of the message.

• Record your introductory comments.

• Press pound (#) to indicate the end of your introduction.

• Press 1 to review your comments before sending (optional).

• Enter the destination mailbox or press pound (#) to dial by name.

Send Copy (remove other introduction)

If you receive a message with several prior introductions, you can remove those introductions and forward the message to someone else with just your own introduction.

After listening to the message:

• Press 6-6 to remove other introductions before sending a copy of the message.

• Record your introductory comments.

• Press pound (#) to indicate the end of your introduction.

• Press 1 to review your comments before sending (optional).

• Enter the destination mailbox or press pound (#) to dial by name.

Erase

Messages that do not require action can be erased after review by pressing 7. Once you erase a message, however, it cannot be retrieved.

Reply

You can send a reply to a subscriber's message immediately after you review it without hanging up and re-dialing.

After listening to the message:

• Press 8 to reply to the message.

• Record your reply.

• Press pound (#) to indicate the end of your message.

• Press pound (#) to send your reply.

Save

To save a message in the archives, press 9. Saved messages are archived separately from new messages and are played after your new messages.

 

ADDITIONAL KEY CONTROLS

Skip a Message( #)

You may skip to the next message at any time while listening to a message by pressing the pound (#) key. You can skip to archived messages at any time by pressing (#) - (#). Any message you skip remains available for your review later.

Cancel Review of Messages (*)

You may stop reviewing at any time while listening to messages in your mailbox by pressing the star (*) key. You will return to the Main Menu.

Skip From One Type of Message to Another (#)

After playing all of your new messages, the system automatically plays your skipped messages (messages skipped after listening for 2 seconds or more during the current session) and then your archived messages. Pressing pound (#) skips a message. Pressing (#) - (#) skips to archived messages.

Steps to Send a Message

After gaining access to the system:

• Press 2 to record the message (using recording controls, if desired).

• Press pound (#) when finished recording.

• Press 1 to replay your message (optional).

• Enter the destination mailbox number or press pound (#) to spell the name.

• Press 0 to select message delivery options (Private, Urgent, Message Confirmation, Future Delivery).

• Press pound (#) to send the message

The "send message" function allows you to record and send messages to other subscribers on the system. You may re-record all or part of your message, if desired, as well as choose from a variety of delivery options.

Recording Controls

• 1 rewinds 10 seconds of the message

• 1-1 rewinds to beginning of the message

• 2 pauses about 20 seconds (pressing 2 again restarts)

• 3 fast-forwards 10 seconds

• 3-3 fast-forwards to the end of the message

• 4 slows down the message

• 5 after pausing, allows you to resume recording or record over what you had previously recorded

• 6 speeds up the message (press 6 again to speed up more)

• 8 is normal volume

• 9 raises volume

• star (*) deletes the entire recorded message and you are prompted to re-record.

Re-recording Your Message

Before or after pressing pound (#) to mark the end of a message and before entering the destination mailbox, you can press 1 to review the recorded message. If you are not satisfied with the message as you recorded it, you can re-record all or part of it by using recording controls.

Selecting a Destination

A destination can be an individual subscriber's mailbox number or name, a group distribution list number, or a guest or home mailbox number. You can send a message to any one of these individually or to any combination of destinations. You can also send messages to yourself by entering your own mailbox number.

Dial-by-Name

If you can't remember a subscriber's mailbox number, it is possible to address the message by spelling that persons name, last name first using the keys on your telephone keypad. Names can include letters (A to Z) or numbers (0 to 9), entered as follows:

0 = 0   1 = 1   2 = 2, A, B, or C   3 = 3, D, E, or F   4 = 4, G, H, or I

5 = 5, J, K, or L   6 = 6, M, N, or O   7 = 7, P, Q, R, or S   8 = 8, T, U, or V   9 = 9, W, X, Y, or Z

For example:

Jones, Bob, is entered as 56637262.

The system requires that digits/letters be entered only until it uniquely identifies the mailbox. If a unique match is not found but there are less than four options, the system presents the options.

 

DELIVERY OPTIONS

You may use any combination of the following delivery options. Options must be selected after you enter the destination and before you send the message.

Private (1)

Marking your message Private prevents the recipient from sending a copy of the message to anyone else.

Urgent (2)

If you mark a message Urgent, it is available for review by the recipient after Home messages and before non-urgent messages. Do not use Urgent for routine messages.

Message Confirmation (3)

If you request message confirmation, the system offers two choices: Confirmation of Receipt and Notification of Non-receipt.

When you select Confirmation of Receipt (1), the system sends a message to your mailbox telling you when the recipient has listened to your entire message. When you select Notification of Non-receipt (2), you receive a system-generated confirmation message only if the recipient does not review the message within a predetermined time frame (two days).

Future Delivery (4)

You can tell the system to deliver your message at a specific time in the future. After selecting 4 "Future Delivery," the system first asks you to specify a date (e.g., January 31) or the day of the week if it is within the next week (e.g., Wednesday).

To specify the date, press 1. You will then be prompted to:

• Select the month (Jan. = 1, Dec. = 12).

• Select the date (1 to 31).

• Set the hour and the minutes as either 3 or 4 digits (Set 2:00 as 200 set 10:15 as 1015)

• Press 1 for a.m. or 2 for p.m.

To spell the day of the week, press 2. The system will prompt you on the following:

• Select the day using the first two letters (Sun. = 7- 8, Fri, = 3 -7)

• Set the hour and the minutes as either 3 or 4 digits. (Set 2:00 as 200, set 10:15 as 1015)

• Press 1 for a.m. or 2 for p.m.

NOTE: Make sure you set delivery time in your recipient's time zone. 

 

Different Options for Different Destinations

When sending to multiple destinations, the options assigned to the previously entered destinations (Private, Urgent, Message Confirmation, and Future Delivery) also apply to the next destination.  To cancel a previously selected option, press the number of that option again, before sending the message to its destination. This action turns the option off. In this way, you can send the same message to two people and have it sent to one person as Urgent and Private and another person with a Future Delivery specified.

Sending the Message

Send the message by pressing pound (#) only after selecting all the options desired. Your message will be sent (or held for future delivery). Now you can enter another destination or press star (*) to return to the Main Menu. Like putting a letter in a post office mail slot, once you've sent a message, you cannot get it back.  

Note:  You may cancel any option for a particular destination by pressing its number again (i.e., pressing 2 the first time marks it Urgent; pressing 2 again removes the Urgent marking).

 

LOCATE MESSAGES

Steps to Locate Messages Sent

After gaining access to the system:

• Press 3 to select Locate Messages.

• Press 1 to locate messages you have sent to other subscribers.

• Identify the recipient mailbox by entering the mailbox number or spelling the name.

Any time after you have sent a message to a subscriber, you can check his or her mailbox to see whether the recipient has listened to your message. The system plays each message from you that has not been listened to by the recipient in that mailbox. You can press pound (#) to skip past one message and move to the next. To cancel Locate Messages Sent, press star (*).

NOTE: A message is considered Listened to when the recipient has heard the entire message and the end of message prompts (Erase, Reply, or Save).

Steps to Locate Messages Received

After gaining access to the system:

• Press 3 to locate messages.

• Press 2 to locate messages other callers (subscriber and outside) have sent to you.

• Press 1 to locate messages from a specific subscriber. Enter the subscriber's mailbox number or spell the name; or

• Press 2 to locate messages received from outside callers.

Locate Messages Received lets you ask the system to play messages sent to you from a subscriber or distribution list you specify. The system plays new and archived messages from that individual or group of individuals. You can press pound (#) to skip past one message and move to the next. To cancel Locate Messages Received, press star (*).

If you choose to hear messages from outside callers, the system plays all messages from outside callers.

 

PERSONAL OPTIONS

The Personal Options menu provides you with the flexibility to change prompt levels, passwords, and greetings, establish group lists and notification schedules, and activate date-and-time playback, mailbox forwarding, and security options.

From the Personal Options menu you can choose one of five options, then hear prompts that will guide you. By referring to the reference card and listening to the prompts, you can move easily through the following options:

• Notification On/Off

• Administrative Options

• Greetings

• Notification Schedule

• Security

Notification On/Off (1)

You can turn the system's message notification on or off at your convenience. There are two kinds of notification:

• Outcall notification: The system calls you at a designated telephone number to tell you that you have messages.

When you press 1 in the Personal Options menu, the system tells you whether outcall notification is on or off.

If Outcall notification is on, press 2 to turn it off; if it is off, press 1 to turn it on.

Note: Even though a schedule is set, the system does not place calls unless notification is turned on.

 

ADMINISTRATIVE OPTIONS (2)

Passwords

You recorded your Personal password when you entered the system for the first time and initialized your mailbox. To change your password, add, or change a Guest, Home or Secretary password, use the Personal Options menu.

Your passwords can be from 6 to 15 digits long. Each password that you create must be different. For example, you and one of your guests cannot have the same password. However, since the passwords you assign refer only to your mailbox, other subscribers could have the same password without any effect.

If you want to find out the current password, press 0 immediately after you identify the type of password to be changed.

Steps to Create Passwords

After gaining access to the system, press:

• 4 for Personal Options

• 2 for Administrative Options

• 1 for Passwords

• Choose the type of password to be created (options 1 through 5 on diagram).

• Enter the unique password number.

• Press pound (#) to indicate the end of the password.

Personal Password

You can change your Personal password at any time after your initial entry into the system. Your password prevents others from accessing your mailbox and listening to your messages. You should make your password a number easy for you to remember, because if you forget it, your mailbox will have to be reset by the system manager. There is a $10.00 charge for resetting a mailbox.

To change your personal password, simply gain access to the system, from the Main Menu, press 4-2-1-1.

Home Password

You may give members of your family a password (or use this as a third Guest password). This password enables them to send and receive messages in the same manner as a guest. You will hear messages from Home before all other messages.

To establish a home password, simply gain access to the system, from the Main Menu, press 4-2-1-2.

Guests Passwords

You can have two Guest passwords and therefore two Guest mailboxes. You can provide a Guest password to someone who is not a subscriber but with whom you communicate frequently. This enables them to send messages directly to you and to receive messages from you, using a portion of your mailbox. Your guests can only hear messages you send them, and can only send messages to you. Other subscribers cannot send messages to your guests.

You can change guests who use your mailbox by simply changing the Guest password and giving the new password to the new guest. The former guest's messages will be erased automatically.

To establish a guest password, simply gain access to the system, from the Main Menu, press 4-2-1-3 for guest 1 and 4-2-1-4 for guest 2.

NOTE: You can reply to Guest or Home messages, and Guest or Home mailbox numbers (Guest 1 is mailbox 91, Guest 2 is mailbox 92, Home is mailbox 93). These mailboxes can be destinations like any other mailbox (you can put them on group lists, etc.).

Secretary Password

A Secretary password allows a designated person to enter your mailbox and obtain only the envelope information for the messages in your mailbox. Envelope information about messages from the Home mailbox is not played.

Using Guest and Home Passwords

The person with a Guest, Home, or Secretary password must enter the system by:

• Calling the system telephone number 936-0000

• Pressing pound (#)

• Entering your mailbox number

• Entering the special password that allows entry into his or her portion of your mailbox.

Group Distribution Lists

When sending messages to the same group of people regularly, group distribution lists can save you time. These lists provide a way of storing up to 20 mailbox numbers per list. Messages can be sent to all members of the list using a two-digit destination number.

Steps to Create a New Group Distribution List

After gaining access to the system, press:

• 4 for Personal Options

• 2 for Administrative Options

• 2 for Group Lists

• 1 to create a list

  • Assign a two-digit number to the list you want to create (from 11 through 25).

  • Record the name for the list (e.g., Information Technology Services Customer Service).

  • Enter the mailbox number or spell the name of each person you want on the list.

  • Press 1 to review all names on the list (if desired).

  • Press star (*) to exit and save the complete list.

NOTE: You can have as many as 10 group distribution lists (numbered from 11 through 25), each with up to 20 mailbox numbers. The system tells you when you have exceeded the allowable number.

To send a message to one of your distribution lists, enter the two-digit distribution list number when prompted for a destination. The name you recorded is played to confirm the distribution list name before the message is sent.

Edit Existing Lists

Editing a list means that you can either add or delete a particular mailbox from the list, or that you can ask the system to read the names of all the people on the list. When updating a list, if a subscriber's mailbox is already on the list and you wish to remove it, spell the name again. If it is not on the list, then the mailbox is added.

Delete Existing Lists

You can delete an entire personal group distribution list.

Review or Rename Lists

If you forget the name and number of a group distribution list, you can review your lists and ask the system to play the names of all of your lists. You can also rename a list.

Prompt Levels

There are three levels of prompt: Standard, Extended, and Rapid. New subscribers are automatically prompted at the Standard level. As you become familiar with the system, you can change the prompt level to Extended or Rapid to hear prompts for all available options.

Standard Prompts

This level of prompts guides you through the basic Review and Send functions at the Main Menu. Other Main Menu choices are available to you Ü just refer to the diagram.

Extended Prompts

Extended prompts give more detailed instructions and prompt you for use of all features from the Main Menu.

Rapid Prompts

Rapid prompts cover all features, but are very brief. They allow you to use the system more quickly once you are familiar with its capabilities.

Date and Time Playback

You can use this feature to hear the date and time each message was received before listening to the message. Date and time playback can be used on a "per message" basis by pressing 5 or it can be turned on to be automatically played before every message.

GREETINGS

You can easily change your personal greeting to keep callers informed of your schedule. You can also leave an extended absence greeting or re-record your name.

Personal Greeting

After gaining access to the system, press:

• 4 for Personal Options

• 3 for Greetings

• 1 for Personal Greeting

• 2 to record a personal greeting

Your personal greeting is played to anyone calling or being transferred to your mailbox. Encourage callers to leave a detailed message.

You can record two greetings that are played to callers under different forwarding circumstances:

• Press 1 to record a greeting that tells callers you are away from your phone (call forward no answer and call forward all).

• Press 2 to record a greeting that tells callers you are on the phone (busy). If you do not record a busy greeting, the system plays your no-answer greeting. If you record a new greeting every day, record both greetings the first day; then re-record only the no-answer greeting on a daily basis. Callers who get your busy greeting will know that you are on the phone.

Here is an example of a daily, no-answer greeting:

Hello, this is (your name). You have reached my voice mailbox. Today is (date). Ill be in the office this morning, but in meetings all afternoon. If you want to leave me a detailed message, Ill return your call as quickly as possible

From the Main Menu, press 4-3-1-1 to choose a standard system greeting instead of a personal greeting. The standard greeting tells the caller, Your call has been forwarded to an automated voice message system. (Your name) is not available. At the tone, please record your message

Extended Absence Greeting

You should record an Extended Absence Greeting to be played to subscribers and outside callers in place of the Personal Greeting when your schedule changes or on vacation. Callers cannot skip your Extended Absence Greeting.

NOTE: While your Extended Absence Greeting is on, each time you enter the system, you are reminded that you are using an Extended Absence Greeting. You will then be prompted to delete or retain it. Your personal greeting is reinstated as soon as the Extended Absence Greeting is deleted.

Name Recording

The system plays your name to confirm your mailbox number whenever someone addresses a message to you. You recorded your name during your first entry into the system, but you can change the recording of your name whenever you choose. Simply press 4-3-3 from the Main Menu.

 

NOTIFICATION SCHEDULE

The system allows you to set two permanent and one temporary schedule. You can use one or all three schedules, or you can choose not to use this feature at all. Outcall notification is most often used by subscribers who are frequently out of the office and want to be notified of new messages on a pager or cellular telephone. It is also helpful if a subscriber wishes to be notified of messages after hours or on weekends

Steps to Set Up a Notification Schedule

After gaining access to the system:

• Press 4 on the Personal Options menu for the Notification Schedule menu.

• Select first, second, or temporary schedule.

• Press 1 to update or press 2 to cancel the schedule.

• Enter the telephone number where the system should call you.

• Enter the weekday notification time period.

• Enter the weekend notification time period.

• Select whether you want Normal, Urgent, and/or Group Distribution messages for Outcall notification.

• Select how soon the system should call you after a new message arrives (can be different for Urgent and non-urgent).

• Press 1 to confirm the schedule, or press 2 to change it.

Telephone Number. The telephone number can be an extension number (e.g.,24509), a local number (e.g., 555-1234), You will not be allowed to have the system call you at long distance numbers.

Time Periods for Notification. Enter the time period when you will be accepting calls. You will be prompted to enter a start time and a stop time for the Outcall notification from your mailbox. Tell the system whether the schedule applies on weekdays, weekends, or both. For example, you can use the first schedule for daytime notification to a pager or cellular telephone from 9 a.m. to 5 p.m. You can use the second schedule (if desired) for your home number. You can specify a time at home in the evening (e.g., 7:00-10:30 p.m.) and perhaps a limited time on the weekend (e.g., 5:00 - 7:00 p.m. on Saturday and Sunday). On company holidays, your weekend schedule will apply. For 7:00, press 700; for 10:30, press 1030. To select a.m., press 1; for p.m., press 2.

Type of Message that Activates Notification. You can have the system call you when you get any message, or you can be more selective (only Urgent messages or only marked Urgent from a specific distribution list; for example, your boss and the three people who report to you). If you specify a group distribution list, you must have the group list set up previously.

Temporary Schedule

If you set a temporary schedule, you must also indicate the length of time it will be in effect. During this period, the temporary schedule will override the other two schedules. Upon expiration of the temporary schedule, the first and second schedules will be reinstated automatically.

To set up a temporary schedule, from the Main Menu, press:

4 - 4 - 3 - Number of days - Telephone number - Start/Stop times - Message type - Notification intervals - 1

 

SECURITY FEATURE

Unauthorized access to your mailbox is extremely rare, but if you are concerned about the security of your mailbox, Access Security lets you know whether an unauthorized entry has been made into your mailbox. After activating this feature, each time you enter your mailbox you are prompted to record your name and the time of day. The system then plays back the recording made the last time you entered your mailbox and the time of mailbox entry: The last mailbox access was by (your name) at (time of entry).

Steps to Activate Access Security

After gaining access to the system, press:

• 4 on the Main Menu for Personal Options.

• 6 on the Personal Options menu.

• 1 to turn on Access Security.

• Record your name and the time.

• 2 to turn off Access Security.

RESTART

To restart the session, press 5 at the Main Menu

After you have finished your Messaging session, you may want to return to the Main Menu and press 5 to restart. From this point, you can use other features of the system.

 

FREQUENTLY ASKED QUESTIONS

Want Voice Mail to answer your phone?

To allow voice mail to answer your phone, simply forward to the voice mail system (60000). The standard forwarding features work with our voice mail system. Using Forward No Answer allows your phone to ring at your desk 3 to 4 times before forwarding to voice mail. Using Forward Busy allows a caller to be forwarded to your voice mailbox when you are on your phone. Using Forward All allows all calls to be forwarded to your mailbox immediately.

 

Want your third call to go to Voice Mail?

You have a main line and a rollover. You want to forward busy your rollover to voice mail so that when both lines are busy, the next call will forward to voice mail. In order for this to work properly, you must forward your phone as follows: FWD BSY your first line to your second line and FWD BSY your second line to voice mail (60000). As long as your customers are calling your main line and not your rollover directly, your callers will receive your personal greeting.

 

Want to share a mailbox?

You have a mailbox on the system and you are forwarded to voice mail. If someone else forwards to you and they do not have a mailbox on the system, their callers will receive the system greeting. Because our voice mail system is integrated with our telephone switch, the voice mail system recognizes the extension calling and decides on which mailbox to place the call. If the extension being called is not a voice mail subscriber, the system will place that call in the general system greeting. A transfer mailbox must be requested for the person who wants to share your mailbox.

 

Want quick access to the system?

If you call into the system using your personal 1-800 number or your direct dial Vanderbilt number that has been forwarded to the voice mail system, you will hear your personal greeting. To gain access to your mailbox from your personal greeting, simply press 7 to indicate that you are a subscriber. At this point you will be prompted to enter your password. You are now at the main menu that allows you access to all Voice Mail functions.

 

Transferring a call to someone forwarded No Answer to Voice Mail?

"When I transfer a call to a person who has their phone forwarded No Answer to voice mail, the call never goes to voice mail. The phone just continues to ring."

To allow voice mail to answer the call, simply transfer the call and release it. Do not wait for voice mail to answer before releasing the call.

 

Need to retrieve a call from someone's voice mailbox?

You've transferred a call to someone and their voice mailbox greeting starts to play, to exit that persons' voice mailbox and retrieve the call, simply press the star (*) key three times. This exits the voice mail system and the caller is returned to you.

 

Do you have an 888 pager and wish to set up a notification schedule?

Before setting up your notification schedule, please contact our office (11711) with your 4-digit pager number. This number will be entered into the voice mail system and you will be told the number to enter for notification when setting up your schedule.

 

Do you have a long-range pager and wish to set up a notification schedule?

Simply gain access to your mailbox, from the main menu press 4-4-1 for pager notification schedule. When prompted for the number to enter for notification, simply enter your 7-digit pager number.

 

HELPFUL HINTS FOR SYSTEM USAGE

Pressing pound (#) After Your Password:

Have you ever noticed that after you enter your mailbox password there is a slight delay before you can access your messages? Because passwords can be up to 15 digits, the system allows enough time for you to enter 15 numbers. If your password is less than 15 digits, the system waits about 3 seconds after your last entry to see if you are really done. You can speed up this process by pressing the pound (#) key immediately after the last digit of the password. This tells the system your password entry is complete, therefore, eliminating the pause.

Skipping Personal Greeting:

Are you aware that you do not need to listen to the greetings of other subscribers when you send them messages and your callers don't have to listen to your greeting either? When you send a voice mail message to another subscriber you never hear the greeting, only the recipient's name is played to you. But if the person you send a message to has recorded an extended absence greeting, that greeting will be played to you when you attempt to send the message. You can skip the extended absence greeting and send the message by pressing the pound (#) key at any time during the greeting.

Similarly, your callers can skip your personal greeting by pressing the pound (#) key as soon as the greeting begins. The caller will hear the beep tone and may immediately start recording a message. This may be useful information to provide to outsiders who call you often. You may even want to include those instructions in your greeting itself. But if you record an extended absence greeting, outside callers CANNOT skip over it by pressing pound (#).

Playback Controls:

Do you ever use the playback controls available during review of your messages? As you review a message, pressing the 1 key backs you up ten seconds and pressing the 3 key moves you forward ten seconds. Press 1-1 and the message replays from the beginning, press 3-3 and you go directly to the end of the message. The 2 key pauses the message for about 20 seconds. The 4 key slows the message down, while the 6 key speeds it up. Press 5 and you get envelope information telling you when the message was received, where it came from and how long it is. The 9 key boosts the volume and the 8 key brings the volume back to normal. Too many commands to remember? Whenever you're in the review mode, press 0 and you'll be prompted for all of the playback commands.

Reply Option:

The reply option allows you to reply to a message from a voice mail subscriber without getting out of your mailbox. After reviewing a message you will receive the following option: to erase, press 7; to reply; press 8 or press 9 to save. When you press 8, the system prompts you to record your reply and press pound (#). Once you have finished your recording and pressed pound (#), the system will prompt you to send the reply by pressing pound (#) again. The system automatically sends your reply back to the person who sent the original message you're replying to.

Sending Copies of Messages:

Have you ever wanted to send a copy of a message you received to someone else? You can do this by pressing 6 after you review the message. Once you press 6, the system will prompt you for an introduction to the message you are about to send. Once you record the introduction and press pound (#) the system will prompt you for the mailbox number of the person you wish to send a copy. Once the message is sent, the system will allow you the standard options for the original message.

Extending Retention of Saved Messages:

Do you ever want to keep messages that you have saved longer than the system will allow? Each message is automatically time stamped for eventual deletion at the time you press 9 to save it. Re-saving the message will not extend that date. But, if you have an important message that you really need to keep longer, you can send a copy of the message to yourself and when you save the copied message, the time clock starts all over again. If you have already received the deletion warning notification you cannot use this feature. To use this feature, you must access the message from the archives. Then either listen to the message or simply press 3-3 as soon as it starts to play. Once you're at the end of the message, press 6 to copy and address it to your own mailbox. After copying the message to yourself, press star (*) to indicate no additional destinations and then 7 to erase the ORIGINAL message. The copied message will appear as a new message. Press 1 to review it and then 3-3-9 to save it again.

Editing Messages:

Have you ever wanted to edit a message before you sent it without having to re-record the whole thing? Well, you can. Pressing the 1 key while you are recording the message allows the system to go into the playback mode. The last 10 seconds of your message will replay. Pressing 1-1 will take you all the way back to the beginning of the message. When you find the section you want to change, press 5 and you are back in the record mode. Any part of the original message beyond that point will be replaced by your new recording.

After you complete a message and press pound (#), you can replay the complete message before sending it by pressing 1. As you listen to the replay of your message, you can press 2 to pause, 1 to back up, 5 to start re-recording, or star (*) to erase and re-record the complete message.

Reviewing Replies:

Have you ever wanted to review your reply to someone else's message before you sent it, but you couldn't figure out how to do it?   Normally when you record a reply, at the end of your recording you press pound (#). Before you press pound (#), press 1-1 and you'll hear your entire reply reviewed for you. You can re-record any part by pressing 5 at the point you want to re-record. Everything from that point forward is erased by your new recording. But remember, once you press pound (#), it's too late to go back and review your reply. At that point, all you can do is press pound (#) to send the reply or press star (*) to cancel it and start all over.

 

Delivery Options:

Do you ever use the delivery options when sending your messages?

If you mark your message Private, the receiver cannot send a copy of the message to anyone else. A message marked Urgent moves to the front of the queue of new messages waiting to be reviewed. If you request Message Confirmation, when your message is heard a delivery notification message will be left in you're mailbox telling you the time and date the message was reviewed. You can also record a message and not have it delivered until a later date by selecting Future Delivery. You can use any combination of these delivery options on the same message.

 

OFFICE CONSULTATIONS

Representatives from Information Technology Services are available for voice mail and telephone system office consultations free of charge. Please contact ITS Support at 3-2100 to schedule a meeting.

 

TRAINING CLASSES

Request Voice Mail training by calling ITS Support at 3-2100, or you may use the FEEDBACK form on this website. For more information, see our TRAINING page.

 

ORDERING SERVICE

A department representative should fill out a Purchase Requisition and mail or hand deliver it to ITS. A customer service representative will contact the department representative upon receipt of the request and make arrangements for providing you with voice mail service.

To establish voice menus, announcement only, or access applications, departments should send a Purchase Requisition with a general description of the proposed application to:

Suite 143 in the Hill Center Addition on the east side of Peabody campus (here's a map & directions ).

USPS or campus mail:
Information Technology Services
Box 34 Peabody
Nashville, TN 37203

For further assistance in ordering service, or a voice mail price list, call ITS Support at 3-2100.

 

REPAIR SERVICE

If you need telephone repair service, call 1-1611 and provide the following information:

Contact Name

Phone Number

Contact Number

Phone Location

Type of Phone

Description of Problem

If you have questions about our voice mail service, call ITS Support at 3-2100.    Please feel free to use our FEEDBACK page to obtain additional information or assistance.