FAQ's about Voicemail
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- What is Voicemail?
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Voicemail is a centralized system of managing telephone messages for a large group of people. In its simplest form it mimics the functions of an answering machine, uses a standard telephone handset for the user interface, and uses a centralized, computerized system rather than equipment at the individual telephone. Voicemail systems are much more sophisticated than answering machines in that they can:
- answer many phones at the same time
- store incoming voice messages in personalized mailboxes associated with the user's phone number
- enable users to forward received messages to another voice mailbox
- send messages to one or more other user voice mailboxes
- add a voice introduction to a forwarded message
- store voice messages for future delivery
- make calls to a telephone to notify the user a message has arrived in his/her mailbox
- transfer callers to another phone number for personal assistance
- How can I change my recorded greeting?
Dial 49000
Enter your Security Code
Press 3 (NB You will not hear this option)
Press 1 for Personal Options
Press 3 to record a Personal Greeting
Press 2 to select the Standard Greeting
The current recording will be played for you
Press 2 to make a new recording
Press 2 to start recording & Press 2 to stop recording
Press 6 to listen to your greeting
Press 5 to save it.
Press the star key four times to exit the system- My Voicemail does not seem to pick up my messages?
Your Voicemail needs to be activated before it will pick up messages.
To activate your Voicemail you need to set a "forward" on your phone.
Star (*) 2 49000 - forwards your calls after three to four rings. This allows you to pick up the call if you are in your office or at your desk. If the call is not picked up within this time the call will divert. This is the usual setting for Voicemail subscribers. To cancel press (#) 2
- What if I forget or do not know the security code?
You will need to email to telephone-help@ unimelb.edu.au with a request to re-set the code to 0000. Don't forget to include your extension number.
- How do I know what time the message has been left?
To establish the Date and Time a message was left on your Voicemail you can press "0" and "0" at any time. You will be given the Date and the Time the message was received by the system, you will also hear the origin of the call, external, internal or after hours. If the caller is a Voicemail Subscriber you will also hear them speak their Name and Extension number. This may help you identify those callers who do not leave this information within their message.
- Can I fast forward through my message?
Options "3" and "9" allow you to move around within the message in five second increments so that you can fast forward or rewind. This is handy if you miss the last numbers of a phone number or a person's name.
- Can I save my messages?
Option "5" allows you to save a message. Messages are stored on the system for seven (7) days only. This pertains to all messages both New and Saved. When you save a message you are reminded the next time you access your Voicemail that you have a saved message. You may listen to it again and resave it if you wish, however, it will still only remain on the system for seven days from the date it was originally received. If you are going away on Annual Leave for longer than seven days it is normally recommended that you change your greeting to reflect your return date and give another extension number for your callers should they need to speak to someone.
- Can I skip through my messages?
Option "7" allows you to skip through your messages one by one. This is handy if you have many messages and are looking for a particular one.
- How does the option to Reply work?
If you are given "8" as an option, it means that your call is an internal call from a Voicemail Subscriber. It simply means that there are a couple of ways to reply to your message.
Press "9" to transfer immediately to your callers extension. You do not need to know their extension number to do this. It means that you do not have to waste time searching for the person's extension number. You can simply use the Voicemail system to transfer you back to the original caller.
Press "2" to bypass the person altogether. This option will connect you to the callers Voicemail so that you can simply record a reply on that person's Voicemail.
- What can I do if I cannot understand someone ' s message?
If you Press "1" the message will pause and allow you to to do any of the following:
Press 4 to increase the speed of the voice
Press 6 to increase the volume of the voice
Press 7 to reduce the speed of the voice
Press 9 to reduce the volume of the voice
(The "Press 7 to reduce the speed of the voice" is particularly handy if the person is speaking very quickly.)- Can I forward my message to another person?
If you Press "2" the system will allow you to send a copy of the message to another Voicemail Subscriber Mailbox.
When you press "2" the system will prompt you for the Mailbox number of the person you wish to onforward a copy of the message to. Enter the person's five digit extension number. You will also be able to record any additional comments you wish to make to send along with the original message. Simply follow the prompts.
- How will I know if I have Voicemail messages?
Most University handsets are equipped with a Message Wait Light. This is a small red light that will give you a visual prompt that you have messages waiting on your Voicemail. If you have an Interquartz 300 handset and the message wait light does not work then it may be that you will need to upgrade your handset. If you are using one of the old Brown & Beige phones you will not have this accessory and may wish to upgrade your handset. They are available from the Telephone Systems Office by Internal Order only. Click here for handset pricing.
- What is a Mailbox number?
The Mailbox number is a five-digit extension number.
- Can I access my messages from other telephones?
You can access your Voicemail from any tone telephone.
If you are off campus, simply dial 8344 9000 and enter your Mailbox number and security code when prompted.
If you are at another extension on campus, simply dial 49000. Press the star (*) key and the hash (#) key as soon as you hear the prompt begin speaking, and then enter your Mailbox number and security code when prompted.
- How do I correctly exit from Voicemail?
When you have finished accessing your Voicemail there is a method of "logging out" that will ensure correct disconnection of the Voicemail number and your extension number. The star key (*) is pressed four (4) times. Use this method to log off from your Voicemail at all times.
- What diversions/forwarding can I use on my Voicemail?
If you have Voicemail and you use any of the University's forwarding options to another University extension with Voicemail : your call, if it remains unanswered, will not divert to the other extension's Voicemail. The call will always return to your Voicemail. i.e. the message will be left on your VoiceMail. This is important to note if you are going on Annual leave. It is advisable to change your greeting to reflect your return dates just in case callers are diverted back to your Voicemail greeting.
If you are using the Busy forwarding it is important to record a greeting under the Busy option on your Voicemail.
If you have Voicemail and you use any of the University's forwarding to another University extension without Voicemail : and the call remains unanswered, your caller will receive a recorded message of "Invalid Mailbox number" and be disconnected . If you have Voicemail you should only divert to the pilot number of 49000 or an extension with VoiceMail.
If an extension without Voicemail uses any of the University's forwarding options to your extension with Voicemail: and the call remains unanswered, their caller will receive a recorded message of "Invalid Mailbox number" and be disconnected . If you have Voicemail you should ensure that other University extensions do not forward their calls to you.
- Is there any printed material you can send me?
There is a Quick Reference Guide available that will show you the many options available on the Voicemail system. Please contact x48000 or servicedesk and will forward a copy to you via internal mail .
- I am a new user, how can I setup my voicemail?
Please see new user setup page