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U-M Voice Mail User GuideTable of ContentsFirst-Time Start-Up Procedures The Two Components of Voice Mail
First-Time Start-Up ProceduresGetting Started With
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| Message Command | What It Does |
|---|---|
| 7* | List Message commands |
| 70 | Tag outgoing message |
| 71 | Reply to a message |
| 72 | Get more information about the message (play envelope) |
| 73 | Forward a message |
| 74 | Reply to all recipients of a message |
| 75 | Compose a message |
| 76 | Delete a message |
| 79 | Send a message that you have composed |
| Mailbox Command | What It Does |
|---|---|
| 8* | List mailbox commands |
| 80 | Change custom operator assistance number |
| 81 | Log in to your mailbox from another subscriber's mailbox |
| 82 | Record greetings and personal verification |
| 83 | Log out of voice mail system |
| 84 | Change password |
| 855 | Create distribution list |
| 86 | Go to a specific message |
Instead of memorizing commands, you can listen to voice prompts when using the system. Note that these prompts appear in italics throughout this document. The prompts tell you which commands you can use at that moment. To interrupt a prompt, press any key. The system stops the prompt and responds to the request you enter.
See also The Help Service
Logging in means accessing your mailbox. Your mailbox number is the same as your 10-digit telephone number.
Ann Arbor: (93)6-2500
Dearborn: (59)3-5312
Flint: (76)2-3323
Press #.
or
To access your mailbox from another phone:
Enter your 10-digit phone number, then press #.
NOTE: If this is your first log in, see Getting Started With
(Example: "You have two new voice messages.")
After the summary,
the message number that
the status of the message (if it is an old or a new message)
the phone number or Personal Verification of the caller
the date and time the message was received into your mailbox
whether the caller's phone number is unknown (any number that the voice mail system does not register) (Example: "Message five, new, from John Doe, urgent, received Thursday at 2:35 p.m.")
You can play part or all of any message as many times as you like. You can move freely through your mailbox, forward to the next message, or backward to the previous one.
| Press | In Order To |
|---|---|
| 1 | Skip backward 5 seconds at a time |
| # | Pause during playback |
| 2 | Play the message just described/continue playback |
| 3 | Skip forward 5 seconds at a time |
| 4 | Go to the previous message |
| 6 | Go to the next message |
NOTE: You might find this special playback feature helpful; press 23 (up to three times) to speed the message up, then press 21 to slow it back to its original pace.
Press 76 to delete the message you are listening to.
NOTE: If you attempt to delete a message after you hear the system's "end of message" statement, you might delete the following message instead. If this happens, continue listening to your messages. At the end of the session, press 6 to play your messages again. When you hear your deleted message, press 76 to restore it.
To restore a message after you have deleted it (and before you hang up), go to the deleted message and press 76 again. Once you hang up, you can no longer restore deleted messages.
Automatic Deletion
Played messages that you do not delete are stored for 35 days and then are automatically deleted from your mailbox by the system.
However, it is important to check your mailbox frequently and delete old messages that you no longer need. If you don't effectively manage your mailbox, it will fill up. When you have more than six minutes of messages—the allotted amount of mailbox space—the system will tell you that your mailbox is full.
You will still receive new messages when your mailbox is full, but you will not be able to send, forward, or otherwise work with your messages until you free up some storage space. When your mailbox is full, listen to your stored messages and delete some of the old, unwanted ones.
To leave a message in someone's mailbox immediately after listening to a message from that person:
Press 71 before the next message is played.
"Reply to (sender's mailbox number or name.) To begin recording, press 5. To end recording, press number sign (#)."
When you are ready to record your reply, press 5. Wait for the tone, then speak.
When you finish speaking, press #.
"Recording stopped."
To send the message, press 79.
"Message sent."
NOTE: You can reply only to
You may receive a message that you want someone else to hear. You can forward (transfer) the message exactly as it is, or you can record an introduction or comment to precede the forwarded message.
You can use the following procedure to forward messages to other
Press 73.
"Forwarding message (number). Enter a list of mailboxes."
Enter the first 10-digit mailbox number, followed by #.
"(Name or mailbox number.)"
NOTE: To remove a mailbox number from the list of recipients, press 0 # (zero, number sign) after entering the mailbox number.
"Address (mailbox number) canceled."
Enter the rest of the 10-digit mailbox numbers, following each with #. Press # again after you enter the last mailbox number.
If you want to send the message without adding an introduction, skip to step 5 to forward the message. If you wish to record an introduction, follow these instructions:
Press 5 and wait for the tone, then begin speaking.
When you finish recording the introduction, press #.
"Recording stopped."
NOTE: If you change your mind before sending your message, press 76 to delete the message.
"Message sent."
Press 76 to delete the message, if desired.
NOTE: You can forward messages only to
After listening to a message, you may want to speak immediately with the person who left the message. You can use the Call Sender feature to dial the person's number automatically. You can use Call Sender only with
After listening to a message:
Press 9.
"Calling (sender's extension number or name)."
Talk to the sender or leave a message and then hang up when you are finished.
NOTE: Using the Call Sender feature disconnects you from the
NOTE: Members of ACD (Automatic Call Distribution) groups may have conditions that don't apply.
Sometimes you may want to leave a voice mail message for someone without ringing their phone.
Dial the Express Messaging access number:
(76)3-5610
Enter the 10-digit mailbox number of the person for whom you want to leave a message, then press #.
After the prompt and record tone, leave your message.
Press 83 to log out when you are finished.
NOTE: See Setting Up Your Personal Verification for details about what a caller who reaches your voice mailbox via Express Messaging hears.
After the beep, please leave your message along with your telephone number. Sometimes you may have to leave a long and very detailed message with someone. After three minutes, you will hear "recording stopped." Then follow the prompts.
Sometimes you'll receive voice mail from a group, and you may want to reply to the group. After listening to a message:
Press 74.
"Reply all. To (first name/number on the list).
To begin recording, press 5.
To end recording, press number sign (#)."
If you want to hear the list of people who will receive your reply, press 72.
"(Description of message, including all mailbox numbers or names.)"
When you are ready to record your reply, press 5. Wait for the tone, then speak.
When you finish speaking, press #.
To send the message, press 79.
"Message sent."
Although you are one of the recipients of the original message, the system will not send the message to your own mailbox.
Use the Compose command to record and send messages to other
NOTE: Messages that you compose and send are limited to a maximum of four minutes. You will hear a warning tone when you have composed three minutes of your message.
To compose a message, follow the instructions below.
From your mailbox:
Press 75.
"Compose. Enter a list of mailboxes."
Enter the first 10-digit mailbox or the distribution list number, followed by #. (See Distribution Lists.)
To remove a mailbox or distribution list number from the list of recipients, press 0 # (zero, number sign) after entering the mailbox number.
"Address (mailbox number) canceled."
Enter the rest of the mailbox numbers, following each with a #. Press # again after you have entered the last mailbox address.
"To begin recording, press 5.
To end recording, press number sign (#)."
Press 5. Wait for the tone, then speak.
When you finish recording the message, press #.
"Recording stopped."
For message tags that can be applied before sending a message, see "Message Tagging Options" next.
When you are ready to send the message, press 79.
"Message sent."
Go to another activity or log out by pressing 83.
When you compose a message, you can tag it to indicate that you want it handled in a special way. There are four different message tagging options:
Urgent. Urgent messages are announced when the recipient logs on.
Private. You can tag confidential messages as private. The recipient of a private message cannot forward the message to anyone.
Acknowledgment. When you tag a message for acknowledgment, the system sends you confirmation when the recipient listens to your message.
Timed Delivery. When you tag a message for Timed Delivery, the system sends the message at the day and time that you specify.
After you have composed or left a message, follow these steps if you want to tag it for special handling:
Press # to indicate that you have finished recording the message.
Press 70.
"Message options.
For urgent delivery, press 1.
For private, press 4.
For acknowledgment, press 5.
For timed delivery, press 6."
Press the appropriate number for the tag you want to attach to the message.
To send the message, press 79.
"Message sent."
When installed,
NOTE: Your new password must be a combination of 4-16 digits. The system will not allow you to reuse a recently used password or a common sequence of numbers, such as 1234 or 1111. For your security, do not use your phone number when creating a new password.
While in your mailbox:
Press 84.
"Password change. To authorize the change, please enter your old password, followed by number sign."
Enter your old password, followed by #. If this is your first log in to the system, your "old" password is your temporary password.
"Please enter your new password followed by number sign."
Enter a new password, followed by #.
"To confirm the change, please enter your new password again, followed by number sign."
Enter your new password again, followed by #.
"Your password has been changed."
NOTE: If you have incorrectly entered your old or new password you will be sent back to the main menu with "Leaving Password Change." Press 84 from the main menu to try again.
Callers to your mailbox may hear one of three greetings:
Your external greeting is played to callers who are not part of the
Your internal greeting is played for callers within the
A temporary greeting temporarily overrides your existing external and internal greetings while you are away from your office. Using a temporary greeting eliminates the need to re-record your personalized internal and external greetings when you return to the office after a vacation or other time away. You set the greeting's expiration date and time; at that time, the temporary greeting is deleted and your normal internal and external greetings are restored.
Greetings must be at least five seconds long.
Follow these instructions to record your greeting(s).
From your mailbox:
Press 82.
"For your external greeting, press 1. For your internal greeting, press 2. For your temporary greeting, press 3."
Enter the appropriate number.
NOTE: To delete a temporary, external, or internal greeting, press 76.
"(external/internal/temporary) greeting."
To record your greeting, press 5. Wait for the tone, then speak.
A suggested internal or external greeting is:
"Hello. This is (your name). I'm in today but am unable to answer my phone right now. If you leave your name, number, and a message after the tone, I'll return your call as soon as I can."
A temporary greeting might say that you will be out of the office, who to contact in your absence, and when you will return.
When you have finished recording your greeting, press #.
"Recording stopped."
To review the greeting, press 2.
To delete the greeting, press 76.
(To re-record it, press 76, then press 5.)
To exit, press 4.
If you are recording a temporary greeting, press 9 to set the expiry date and time.
"Greeting expiry. Expiry month."
Enter the number of the month in which you want your temporary greeting to expire (for example, the number 6 for June) followed by #.
"Expiry day."
Enter the day you want your greeting to expire followed by #.
"Expiry time."
Enter the time you want your greeting to expire followed by #.
"For a.m., press 1. For p.m., press 2."
Enter either 1 for a.m. or 2 for p.m.
"Your greeting will expire at [the date and time you set]."
To check the greeting you just recorded, press 2.
"Start of greeting. (Greeting.) End of greeting."
NOTE: If you are not satisfied with the greeting you recorded, we recommend that you delete it and record a new one for the best results rather than trying to edit it. You must delete the old greeting before recording a new one.
When you are satisfied with the greeting, go to another activity or press 83 to log out.
The Personal Verification is a 15-second recording that you make with your name and department or other information. The Personal Verification is played to confirm, for the caller, who will compose a message to you, that he/she has accessed the correct mailbox.
To set up your Personal Verification, follow these instructions:
From your mailbox:
Press 829.
"The Personal Verification is (name)."
or
"There is no name for Personal Verification of mailbox (number)."
Press 5.
Wait for the tone, then speak your name and job title or department.
To stop recording and to check the new recording, press #.
"The Personal Verification is (name)."
When you are satisfied with the recording, go to another activity (such as pressing 4 to listen to your messages) or log out by pressing 83.
If you don't record a Personal Verification, your phone number will be stated as part of a generic greeting:
"The person at [your phone number] is on the phone/not available. Please leave a message at the tone."
NOTE: When someone is transferred to your mailbox via Express Messaging, the only greeting they hear is your phone number unless you've recorded a Personal Verification.
Custom Operator Assistance gives the caller the option of talking with a person you designate instead of leaving you a message. A custom operator can better assist your caller when you are busy or not available, by answering your calls in a personalized manner. The custom operator is determined by you and can be changed at your discretion.
The custom operator might be your assistant, coordinator, or receptionist—but only persons who are also
To set up your custom operator, follow these instructions:
From your
Press 80.
NOTE: You are connected to the Mailbox options menu.
"Mailbox options: To change the Operator Assistance Number; press 1. To Exit, press number sign (#)."
Press 1 to edit the Custom Operator number.
"Operator Assistance Number. The current number is: [zero or other number]. Enter the new Operator Assistance Number, followed by the number sign (#).
To Exit, press number sign (#)."
Enter the 10-digit phone number using your keypad. Press #.
You should change your greeting to include a phrase such as:
"Hi, this is (name, department). I'm either on my phone or away from my desk. Please leave your name and phone number, and I'll get back to you as soon as possible. Or, if you would like to speak to our receptionist, please press zero (0) now."
If you do not record a custom operator assistance number and a caller presses zero, the system will inform the caller that no assistance number has been set up and the call will disconnect.
You can change your Custom Operator Assistant number any time, but to remove a number completely (so there is no number designated), you must call ITCom Customer Service763-2000 to have your voice mailbox modified.
You can temporarily prevent callers from leaving messages in your mailbox. You can choose to transfer callers to an operator, or disconnect them. As a courtesy to your callers while message blocking is turned on, you should record a temporary greeting that provides details of your absence and tells callers what to do.
From your
Press 80 for mailbox options, then press 7 for message blocking.
Turn message blocking on or off:
To turn message blocking on at all times, press 1.
To turn message blocking off, press 2.
To block your messages only when a temporary greeting is in effect, press 3.
To allow callers to speak to the custom operator you assigned (see Custom Operator Assistance above), press 1. Or, to have callers disconnected after your greeting, press 2.
After you have called a
Indicate that you have finished recording a message by pressing #.
NOTE: You are still connected to
Press 81.
"Mailbox?"
You can now log in to your mailbox as usual. (See Logging In to Retrieve Messages. Follow the instructions for logging in from your own
NOTE: You can check messages in multiple mailboxes by using the same commands.
A distribution list is a list of frequently used mailbox numbers. You can create up to 99 personal distribution lists, each containing up to 200 entries.
NOTE: Only phone numbers that are part of the
Sometimes you may want to leave the same message for everyone in your department. For example, you may need to alert everyone that a meeting has been canceled. In order to do this, you need to create a distribution list.
From your
Press 855.
"Distribution list. Enter the distribution list number followed by number sign (#)."
Enter a number from 1-99 to identify the distribution list, followed by #.
"Distribution List (number)."
Press 5.
"Compose distribution list."
Enter 10-digit mailbox numbers you want to include in this distribution list, following each entry with #.
If you need to delete the previously entered address in the list:
Press 0 # (zero, number sign).
"Address (number) canceled."
When the list is complete, press #.
From your
Press 85.
"Distribution list. Enter the distribution list number followed by number sign (#)."
Enter the number of the distribution list you want to use followed by #.
"Distribution list (number)."
Press 2.
"Distribution list (number). (Names or phone numbers.) End of distribution list."
You will hear the contents of the personal distribution list you created.
When you would normally enter a sequence of mailbox numbers, enter the distribution list number(s), followed by #. (See Composing a Message.)
If you need to delete a previously entered distribution list number:
Press 855.
"Distribution list. Enter the distribution list numbers followed by number sign (#)."
Enter the number of the list to be canceled, then press #.
Enter 0 # (zero, number sign).
"Address (list number) canceled."
If changes need to be made to a list:
Press 855.
"Distribution list. Enter the distribution list numbers followed by number sign (#)."
Enter the number of the list to be changed, then press #.
Delete the old list by pressing 76.
Create a new list.
You can get help at any time while using
Press # to stop current activity.
Press 7*.
"You have started to enter a message command... (list of available commands )."
Enter the required command that you need to complete the current activity.
Press # to stop current activity.
Press 8*.
"You have started to enter a mailbox command... (list of available commands)."
Enter the required command for the function you want to use.
After beginning a message or mailbox command:
Press *.
(You will hear the information that will help you to continue the current activity.)
Now enter the required command(s) to complete the activity you began before accessing "Help."
If you have questions about using
NOTE: If you enter your password incorrectly three times in a row, your mailbox will be disabled. Contact ITCom Customer Service to get your mailbox re-enabled.
Please use the Online Service Center at http://www.itcom.itcs.umich.edu/ or call ITCom Customer Service.