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How to Use Voice Messaging

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Additional Resources

How to Use Web Based Voice Messaging

How to Set Up and Change Notification (Email, Text Msg, Phone, Pager)

About VCU AVST Voice Messaging 

The voice messaging system at VCU is supplied by Applied Voice & Speech Technologies (AVST).

The Quick Reference Guide summarizes user instructions.

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Setting Up Your Mailbox

From your Personal Campus Phone

The first time you log into your mailbox you will be required to enable it.  The

StepsActions
1.

Press your "message" key or call 6-3665 (voicemail access number). 

2. Enter the temporary security code: 142536
3.

Follow the prompts to create a new security code, record your name and personal greeting.  When you hear "Congratulations" you have completed the setup.

You can either listen to the remainder of the user tutorial or hang up to exit.

NOTE:  Changing the security code, recording your name and personal greeting MUST be done to complete the setup. If you hang up prior to completing these steps you will be prompted to complete the setup the next time you access your mailbox. 

From Any Other Campus Phone

StepsActions
1.

Dial the voicemail access number 6-3665.

You may be prompted for a security code, press [*] to bypass this message.

2. Press [#] followed by your 5 digit mailbox number.
3. Enter the temporary security code: 142536
4.

Follow the prompts to create a new security code, record your name and personal greeting.  When you hear "Congratulations" you have completed the setup.

You can either listen to the remainder of the user tutorial or hang up to exit.

NOTE:  Changing the security code, recording your name and personal greeting MUST be done to complete the setup. If you hang up prior to completing these steps you will be prompted to complete the setup the next time you access your mailbox. 

From Off Campus

StepsActions
1.

Dial the local voicemail access number (628-3665) or the toll free access number (877-628-3665).

You may be prompted for a security code, press [*] to bypass this message.

2. Press [#] followed by your 5 digit mailbox number.
3. Enter the temporary security code: 142536
4.

Follow the prompts to create a new security code, record your name and personal greeting.  When you hear "Congratulations" you have completed the setup.

You can either listen to the remainder of the user tutorial or hang up to exit.

NOTE:  Changing the security code, recording your name and personal greeting MUST be done to complete the setup. If you hang up prior to completing these steps you will be prompted to complete the setup the next time you access your mailbox. 

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Checking Your Messages 

From Your Personal Campus Phone

StepsActions
1.

Press your messaging button or dial 6-3665 

2. Enter your security code.
3. The system will announce the number of messages you have received.

From Any Other Campus Phone

StepsActions
1. Dial your 5 digit campus extension. 
2.  When you hear your personal greeting press [*] [#].
3. Enter your mailbox number.
4. Enter your security code (the temporary security code for all new mailboxes is 142536).
5. The system will announce the number of messages you have received.

From Off Campus - Call your campus telephone number and follow the steps above.

From Outside the Local Calling Area

StepsActions
1. Dial  877-628-3665 (toll free). 
2. When the system answers press [#].
3. Enter your mailbox number.
4. Enter your security code (the temporary security code for all new mailboxes is 142536).
5. The system will announce the number of messages you have received.

 

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Reviewing Messages

The voicemail system gives you several options for handling the messages in your mailbox. From the Main Menu, you may:

While Listening to a Message

Keypad EntryCommand
[1] Back up 5 seconds
[1][1] Return to start of message
[2] Pause/continue message playback
[3] Advance 5 seconds
[3][3] Skip to the end of the message
[4] Decrease playback speed
[5] Play envelope information (date/time)
[6] Increase playback speed
[#][#] Go to saved messages

After Listening to a Message

Keypad EntryCommand
[6] Forward message to another subscriber
[7] Delete the message
[8] Reply to the sender of the message
[8][8] Transfer to the sender's extension
[8][4] Transfer to the sender's outside number
[9] Save the message
[2][1] Send the message to default fax number
[2][2] Send the message to a spec. fax number
 

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Sending Messages

To send a message to a voicemail subscriber, a distribution list*, or a guest mailbox from the Main Menu:

StepsActions
1. After entering your security code press [2] for record and send a message
2. Record your message
3.

Press either:

  • [#] to stop and send, or
  • [1] to stop and review (after review/resume recording press [#] to send)
4.  Enter the 5 digit mailbox or distribution list number*
5.

Make one of the following choices

  • To add additional recipients press [#]
  • Press [0] for routing options and follow the system prompts
  • To send the message press [*]

*Distribution lists must be allowed by the System Administrator.  To request a distribution list contact us at 828-2227 (press option 2)

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Changing Your Greetings

Change Your Standard Greeting

This allows you to record an everyday greeting, such as “Hello. You’ve reached First Name, Last Name in the Department. Please leave a message after the tone and I will return your call.”

While listening to your greeting, callers can press # to bypass your message. Your greeting will stop and the caller will hear a beep indicating they may begin recording their message. You can include this information in your greeting so they can skip through your recording every time they call.

StepsActions
1. After logging into your mailbox, press [4] from the Main Menu to access User Options
2.

Press either,

  • [4] for quick access to record (does not allow you to replay your greeting) or,
  • [1][3][2] to record your greeting with additional replay controls

 

Out-of-Office Greeting

This allows you to record a temporary greeting. Common uses are for temporary absences, i. e. out-of-office for vacations, meetings, and other temporary circumstances. This greeting does not allow callers to bypass this greeting by pressing #.

An out-of-office greeting does not replace your personal greeting. When you check your messages, the system will ask if you wish to retain your out-of-office greeting. You can choose to retain or delete it. Until you choose to delete it, you will be asked each time you check your messages if you wish to retain or delete it.

StepsActions
1. After logging into your mailbox, press [4] from the Main Menu to access User Options
2.

Press either,

  • [6] for quick access to record (does not allow you to replay your greeting) or,
  • [1][3][3] to record your greeting with additional replay controls

Recorded Name Greeting

When you set up your mailbox, the system asks you to record your name. This is played to identify voice mail messages that you send to other voicemail subscribers (e.g. “this message was sent on [date], by “Recorded Name”).

StepsActions
1. After logging into your mailbox, press [4] from the Main Menu to access User Options
2.

Press [1][5] the system will play the name recorded for the mailbox. Follow the prompts to change the recorded name

Exiting the System

After changing or recording your greeting, the system will return you to the User Options menu.

  • Press [*] to exit to the Main Menu or
  • Press [*][*] to exit your mailbox.

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Creating a Distribution List via The Telephone User Interface (TUI)

NOTE:  The web interface is the recommended method for establishing distribution lists.  Go to How to Create a Distribution List for more information

To create or create or modify a distribution list you must first be a sponsor of one or more list(s).  To request sponsorship you must submit a LANDESK ticket or contact our Client Support Group at 8-2227 (press option 2).  

Once sponsorship has been granted you can follow the steps below.

StepsActions
1.

Log onto your mailbox 

NOTE:  For group lists log onto the sponsor mailbox.

2. Press [4] at the main menu for Phone Manager Options
3. Press [2] for Messaging Options
4.  Press [3] to change a list you sponsor 
5.

Enter the number of the personal distribution list you want to modify  -OR-

Press [#] to hear a directory of the lists you sponsor.

6.

Press [1] to add new members to the list .

Tip:  Press [4] to record a name for the list.  You will still need the 5 digit list number to record and send messages.

7.

Enter the 5 digit number of the mailbox to add (do not press #).  They system will confirm the addition.

Tip:  If you make a mistake you can press [*] to back up one step. 

8.

When you have finished entering mailbox numbers you can hang up.

9.

To record and send a message to the list follow the directions for Sending Messages.

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Transferring a Caller to a Voice Mail Box

StepsActions
1. Press [Transfer].  This will place the caller on hold and provide dialtone.
2. Dial 8-7777.  
3. Enter the recipients 5 digit mailbox number (the same as their extension number)
4. Press [Transfer] again.

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