Voicemail User Guide
This section contains the instructions for using the voicemail system.
Please note that not all of the Options contained within this Guide will be available to you. For further information on the various options, please contact the Telecoms Office.
ACCESSING THE SYSTEM
To access the Voicemail System from University landlines dial 50101, from outside lines dial (0161) 275 0101
The system will greet you and ask you to dial your Mailbox number, which is your five-digit University extension number and will then ask you to dial your Security Code (if you have not set up your mailbox previously this will be the same as your extension number)
To speed up the login process, dial a * (star) after entering the mailbox number and Security Code.
If you encounter any problems with logging into your mailbox please contact the Telecoms Office for advice.
ACCESSING THE SYSTEM FOR THE FIRST TIME
When you access the voicemail system for the first time a series of voice prompts will take you through the set up procedure.
You will be asked to enter your mailbox number - this is your five-digit university extension number.
You will then be asked to enter a Security Code (the default setting is your mailbox number so key this in again)
The voicemail wizard will then instruct you to enter a new security code (between 4 to 8 digits) and record your name and personal greeting.
When you have done this press the * key to exit.
After setting up your mailbox and exiting the system, please ensure that you have a "call forward" set on your phone as it will not "click" over to voicemail unless this has been set. You can find the instructions for call forwarding your phone in the call forwarding section of the website
THE MAIN MENU
The Main Menu is played as soon as you access the system. It consists of the following options, some of which may not be available to University users:
PRESS '1' TO SEND MESSAGE
Allows you to send a message to any other user who has a mailbox on your system.
PRESS '2' TO RETRIEVE MESSAGES
Allows you to retrieve any messages in your mailbox. This option will only be played if you have messages.
PRESS '3' FOR GREETING OPTIONS
Allows you to record and select customised greetings and names.
PRESS '4' FOR MAILBOX OPTIONS
Allows you to change your mailbox settings (e.g. your Security Code).
PRESS '5' FOR PERSONAL GROUPS
Allows you to create and select groups of mailboxes to send messages to.
PRESS '6' TO TRANSFER ELSEWHERE
Allows you to break out of your mailbox into another, or transfer to another extension.
PRESS '7' FOR FOLLOW ME OPTIONS
Allows you to enable or disable the Follow Me facility, as well as alter where calls are delivered.
PRESS '8' FOR AVAILABILITY OPTIONS
Allows you to set whether or not you are available to take calls.
SENDING A MESSAGE
To send a message select option 1 from the Main Menu.
The system will ask you to enter the mailbox number of the desired recipient. You will then be asked to record your message. After recording, the following options are available:
PRESS '1' TO SEND
Sends the message you have just recorded to the requested mailbox.
PRESS '2' TO REPLAY
Replays the message you have just recorded in order to check the contents.
PRESS '3' TO APPEND
Allows you to add to the recorded message.
PRESS '4' TO RE-RECORD
Allows you to re-record the message prior to sending.
PRESS '9' FOR ADVANCED OPTIONS
Allows the message to be tagged in different ways including Urgent, Private, Receipt and for the Future.
Note that you must always finish by pressing '1' if you want the message to be sent to the requested mailbox. It is not sufficient to simply record the message and then hang up.
RETRIEVING YOUR MESSAGES
To retrieve your messages select option '2' from the Main Menu. If you have old and new messages the system will ask whether you wish to retrieve your old or new messages. The selected messages will then be replayed in chronological order during which the following options are available:
PRESS '1' TO REWIND
Rewinds the message being played by approx 3 seconds.
PRESS '3' TO FORWARD
Fast forwards the message being played by approx 3 seconds.
PRESS '4' TO START
Rewinds the message being played to the start.
PRESS '5' TO PAUSE
Pauses the message being played until you press another digit.
PRESS '6' TO END
Fast forwards the message being played to the end.
Additionally, the following options are available after playing each individual message in your mailbox:
PRESS '1' TO REPLAY
Replays the contents of the current mesage
PRESS '2' TO ERASE
Erases the current message and skips to the start of the next message in your mailbox.
PRESS '3' TO RESPOND
Allows you to respond to the current message either by pressing '1' for Forward with comments or '2' for Reply to sender
PRESS '4' TO RETAIN
Retains the current message and skips to the start of the next message in your mailbox.
PRESS '5' TO PLAY THE TIME STAMP
Replays the contents of the current message.
PRESS '6' TO CONNECT TO THE MESSAGE SENDER
Connects you to the person who sent the call, whether it is Internal or External.
THE GREETINGS MENU
The system plays the Greetings Menu if you select '3' from the Main Menu. It consists of the following options:
PRESS '1' TO RECORD REGULAR GREETING
Allows you to record your own mailbox greeting which will be played to any caller leaving a message for you.
PRESS '2' TO RECORD ALTERNATIVE GREETING
Allows you to record your alternative greeting e.g. 'I am currently on annual leave'.
PRESS '3' TO RECORD YOUR NAME
Allows you to record your name which will be played to other Voicemail users.
RECORDING YOUR MAILBOX GREETING
Your mailbox greeting is played to any external caller who leaves a message for you, rather like your own personal answering machine.
To record your mailbox greeting select option '3' from the Main Menu then option '1' from the Greetings Menu
Your current greeting will be played after which you will have the option to record a new one if required.
CHANGING YOUR SECURITY CODE
Your Security Code is used for access to the system and to ensure confidentially of your messages
Initially it will be configured to be the same as your extension number and so should be changed as soon as possible.
Please only use Security Codes of between 4 to 8 digits.
To change your Security Code select option '4' from the Main Menu then option '1' from the Mailbox Options Menu.
Your current Security Code will be played after which you will be prompted to enter a new one if required.
USING THE STAR (*) KEY
The star (*) key, located at the bottom left of your telephone keypad, is used to cancel the current operation or prompt that you are listening to.
It may be used at any time whilst you are accessing the system, for example to return to the Main Menu from the Greeting Options Menu, or simply to cancel playing of the current message.