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USING THE VOICEMAIL SYSTEM

Click on the appropriate link below for instructions on using Smith's new voicemail system.

To access your new voicemail account for the first time
To change your voicemail password
To log in to your voice mailbox after the initial login
To access your voicemailbox from another phone
To record your name prompt (personal verification)
To record your personal greeting(s)
To play messages
To forward a message to another extension
To compose and send a message to one or more mailboxes
To create a distribution list
To use express messaging
To forward your calls to voicemail
To assign a coverage point (optional)
To turn on message blocking (optional)
Voicemail usage guidelines

Click here
to open a 2-page printable PDF version of this document.

Click here to open our new Voicemail Commands chart.  This PDF file shows you which keys to press on your telephone keypad to perform various voicemail functions.

Note: PDF files require Adobe Reader to open. Click here to download a free copy.



To Access Your New Voicemail Account for the First Time
  1. Dial extension 2074.

  2. Enter your voice mailbox number (your 4-digit extension) and press the # key.

  3. For your initial password, enter: 111+ your 4-digit extension number

  4. Press the # key.

  5. You will hear the following message: “The temporary password assigned by your Administrator must be changed. To access your mailbox, please press 84 and change your password.”


  6. Changing your voicemail password:

    1. Press 84.

    2. Enter your old password. If you are changing your password for the first time, your old password is 111 + your 4-digit extension.

    3. Enter a new password and press the # key.

      Note: Passwords must be 6-8 digits long. The system will not allow you to use a string of repeated or consecutive digits in a password.

    4. Enter your new password again and press the # key.

  7. Follow the instructions below to record your name prompt and your personal greeting.
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To Log in to Your Voice Mailbox after the Initial Login


From your own phone
:
  1. Press the MESSAGE key or dial extension. 2074.
  2. Press the # key. (If you are calling from a phone other than your own, you will need to enter your extension number, then #.)
  3. Enter your password and press the # key.

From another phone:

  1. Dial 413-585-2074.
  2. Enter your mailbox number and press the # key.
  3. Enter your password and press the # key.

Note: Once you log in to your mailbox, the system will

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To Record Your Name Prompt (Personal Verification)
  1. Log into your mailbox.
  2. Press 82.
  3. Press 9 for personal verification.
  4. Press 5 and wait for the tone.
  5. Record your name.
  6. Press the # key to end.
  7. To hear your recording, press 2.
  8. To re-record, press 5 and the # key to end.
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To Record Your Personal Greeting(s)
  1. Log in to your mailbox.
  2. Press 82.
  3. Press 1 to record an External greeting. All callers will hear your external greeting unless you also record an internal greeting.
  4. Press 2 to record an Internal greeting, which will be heard by on-campus callers only.
  5. Press 3 to record a Temporary (vacation) greeting. See the note below for details.
  6. Press 5 to begin recording.
  7. Press the # key immediately when you have finished recording.
  8. To hear your greeting, press 2.
  9. If you wish to delete your greeting and re-record, press 76, press 5, re-record new greeting, and press the # key.
  10. Press 4 to exit.

Note: A temporary greeting can be used for situations where your normal work routine is interrupted for a period of time due to illness, vacation, or other extended absence.

Once you have recorded your temporary greeting, you can set an expiration date and time. If you do not set one, the temporary greeting will remain in effect until you delete it.

To set the expiry date:

  1. Press 9.
  2. Enter the month, date, and time, pressing # after each entry.
  3. For the current month or day, simply press #.
  4. Press ### to set “no expiry”.
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To Play Messages
:
  1. Log into your mailbox.
  2. Press 2 to play messages.
  3. Press 76 to delete messages or press the “Display Key” that indicates Delete. If you don’t delete a message it will be saved automatically.

Other play options:

Press this key: To perform this action:
1 Skip back 5 seconds.
2 Play.
3 Skip forward 5 seconds.
4 Play previous message.
6 Play next message.
21 Slow down message.
23 Speed up message.
# Pause message.
71 Reply to message.
72 Play message envelope.
73 To forward a message to another extension:

- Press 73.
- At prompt, enter ext. number and press #.
- Enter greeting and press #, or just press #.
- Press 79 to complete forwarding.

* Help Menu.


To play saved messages
:

Press 4 or 6 until you get to the message you would like to hear. If you know the message number, you can press 86 followed by the message number and the system will take you to that message.


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To Compose and Send a Message to One or More Mailboxes
  1. Log into your mailbox.
  2. Press 75.
  3. Enter the mailbox number of the person to whom you are sending the message, followed by the # key.
  4. Enter each mailbox number, followed by the # key.
  5. When the list is complete, press # again.
  6. Press 5 and record your message.
  7. Press the # key.
  8. Press 2 to review your message.
  9. Press 70 to tag your message (optional).

Tag options:

  • Press 1 for urgent delivery.
  • Press 2 for standard delivery.
  • Press 3 for economy delivery (network only).
  • Press 4 for private delivery.
  • Press 5 for acknowledgement.
  • Press 6 for timed delivery.
  • Press 79 to send your message.

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To Create a Distribution List

You can create up to 9 lists with up to 99 entries in each list.
  1. Log into your mailbox.
  2. Press 85.
  3. To play a summary of all your lists, press *)
  4. Enter a number from 1 to 9 to identify this list, then press #.
  5. Press 9 to record a name to help identify this list in the future. At prompt, press 5, record list name, then press #.
  6. Press 5 to create list.
  7. Enter each mailbox number followed by #.
  8. When the list is complete, press #.

To delete a number or name after you enter it, press 0 then #.

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To Use Express Messaging

To leave a message without ringing the extension:
  1. Dial extension 2084.
  2. Enter the mailbox number and press the # key.
  3. Leave your message and hang up.

To transfer a caller to voicemail:

  1. Press the TRANSFER key.
  2. Enter extension 2084.
  3. Enter mailbox number and # key.
  4. Press the CONNECT key.

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To Forward Your Calls to Voicemail:
  1. Do NOT lift your handset.
  2. Press the FORWARD key.
  3. Enter extension 2074.
  4. Press the DONE key.

To cancel call forwarding:

  1. Do NOT lift your handset.
  2. Press the CHECKFW key, then press CANCELFW.

To reinstate call forwarding to the same number: 

  1. Press the FORWARD key, then the DONE key.
  2. The last number entered will be saved.

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To Assign a Coverage Point:

if you assign a Coverage Point, in your external greeting you can tell callers they may press ZERO to reach someone in your absence.

  1. Log into your mailbox.
  2. Press 80.
  3. Press 1 to change your Custom Operator.
  4. Enter the 4-digit extension number of the phone you want callers to be transferred to if they press ZERO.
  5. Press #.

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To Turn on Message Blocking (optional)

Message-blocking allows you to block a caller from leaving a message. You can do this for all calls or just when your temporary greeting is enabled.
  1. Log into your mailbox.
  2. Press 80.
  3. Press 7 to change your status.
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Voicemail Usage Guidelines


Voice mailbox management is the responsibility of the user. The guidelines below should be followed and reviewed on a regular basis:

  1. Review current messages and discard in a timely manner.

  2. Encourage callers to leave detailed messages, not just their name and number.

  3. Take the time to update and review your personal greeting, reflecting your current location, meetings, sick time, vacation, etc.

  4. Change your password periodically for security and privacy.

  5. While listening to someone's personal mailbox greeting, you may press the "5" or “#” key to skip to the tone and leave your message.

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Copyright © 2014 Smith College Information Technology Services  |  Stoddard Hall 11  |  Northampton, MA 01063
413.585.4487  |  Questions or comments?  Send us email
 |  Last updated January 10, 2013

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