Voice/Telephone

Voice Mail/EVM
Personalizing your mailbox

Creating and changing greetings
- Types of greetings - standard or multiple personal greetings
Passwords
Group distribution lists
Selecting a prompt level
Setting date and time playback
Outcalling - setting up your notification schedules

Creating and changing greetings

Your greeting is played to anyone who calls or transfers to your mailbox. Use the personal greeting menu to change your personal greeting, record an extended-absence greeting, or re-record your name.

Types of Greetings - standard or multiple personal greetings

The standard greeting is

Your call has been forwarded to an automated voice message system. (Your name) is not available. At the tone, please record your message."

There are two types of personal greetings:

A "no-answer" greeting you record plays when you do not answer your phone. In this greeting, inform callers that you are away from your phone.

A "busy" greeting you record plays when your line is busy. In this greeting, inform callers that you are on the phone.

If you do not record a busy greeting, the system plays your no-answer greeting when you are on the phone.

Note: You will only need to record a "busy" greeting once. It is suggested you update your "no-answer" greeting daily.

Recording a personal greeting

Select Personal Options by pressing 4

Select Greetings by pressing 3

Select Personal Greeting by pressing 1

Select Record a Personal Greeting by pressing 2

Select a greeting that plays when there is no answer, telling callers you are away from your phone. Press 1
Or
Select a greeting that plays when your line is busy, telling callers you are on the phone. Press 2

Record the greeting

When finished recording press #

Examples of personal greetings
Routine "no-answer" greeting with operator escape:

"This is (name) and you have reached my voice mail because I am unable to personally answer your call at this time. After the tone, please leave your name, phone number, and a detailed message and I will get back to you as soon as possible. Please press zero if you need immediate assistance."

Routine "no-answer" greeting without operator escape:

"This is (name) and you have reached my voice mail because I am unable to personally answer your call at this time. After the tone, please leave your name, phone number, and a detailed message and I will get back to you as soon as possible."

Routine "busy" greeting with operator escape:

"This is (name) and you have reached my voice mail because I'm on the phone. After the tone, please leave a message and I'll return your phone call as soon as I can. Please press zero if you need immediate assistance."

Away-from-office greeting with operator escape:

"This is (name) and you have reached my voice mail because I am unable to personally answer your call at this time. I will be away from the office until (date) but I regularly check my voice mail. After the tone, please leave your name, phone number, and a detailed message and I will get back to you as soon as possible. Please press zero if you need immediate assistance."

Away-from-office greeting without operator escape:

"This is (name) and you have reached my voice mail because I am unable to personally answer your call at this time. I will be away from the office until (date) but I regularly check my voice mail. After the tone, please leave your name, phone number, and a detailed message and I will get back to you as soon as possible."

Selecting the standard system greeting
The standard greeting is: "Your call has been forwarded to an automated voice messaging system. (Your name) is not available. At the tone, please record your message."

Select Personal Options by pressing 4

Select Greetings by pressing 3

Select Personal Greeting by pressing 1

Select the standard system greeting by pressing 1

Recording an extended absence greeting
Record an extended-absence greeting to advise callers that you are away from the office and may be checking your mailbox infrequently. Give your callers the option of calling someone whom you designate. Callers cannot skip your extended-absence greeting.

Extended absence greetings prevent all messages other than system messages and bulletin broadcasts from being deposited in your mailbox.

The system reminds you that your extended-absence greeting is on each time you enter your mailbox and prompts you to delete or retain it. Your personal greeting is reinstated when you delete the extended-absence greeting.

To record an extended absence greeting:

Select Personal Options by pressing 4

Select Greetings by pressing 3

Select Extended-Absence Greeting by pressing 2

Record the greeting

When finished recording press #

Recording your name
The system plays your name, as confirmation, whenever a sender enters your mailbox number as a destination and when you enter your mailbox. You recorded your name the first time you used the system.

To re-record your name:

Select Personal Options by pressing 4

Select Greetings by pressing 3

Select Record Your Name 3

Record your name

When finished recording press #

Creating and changing passwords

Official DoIT Voice Mail Password Policy. You selected a personal password when you initialized your mailbox. You may change your password at any time.

Changing or creating a personal password

Passwords must be between 4 and 15 digits (at least 6 is recommended). Create a password that is easy to remember but difficult for others to guess. For example, do not use your telephone number, because it is easy to guess.

NOTE: The voice mail system also has a feature called Trivial Password Check, which means it does not allow a password such as 12345678, which would be easy to guess.

Changing or creating a password

Select Personal Options by pressing 4

Select Administrative Options by pressing 2

Select General Options by pressing 1

Enter the type of password:

Select Personal password by pressing 1

Select Home password by pressing 2

Select Guest password by pressing 3 or 4

Secretary password by pressing 5

Enter a password containing up to 15 digits

When finished entering password press #

Hearing your current password

To hear the current password, press 0 immediately after you identify the type of password to change.

Advanced password features

You can give guest or home passwords to others so they can hear messages you sent to them and send messages to you. Instruct your guest how to use the system, as follows:

Call the system telephone number

Press # during or after the greeting

Enter your mailbox number

Enter the password that you assigned to the guest or home mailbox

Review messages from you and send you messages before disconnecting

Replying to home or guest messages

Reply to messages from persons using guest or home passwords as you would any other message--that is, press 8 after reviewing the message.

Creating and managing group distribution lists

If you send messages to the same group of people regularly, create group distribution lists. Group distribution lists save time by enabling you to send messages to all members of the list at once. You can create multiple group distribution lists.

Each subscriber can create up to 15 lists with 25 voice mailboxes on each list. The distribution list number can be one of the 25, allowing for an even larger number of recipients.

If a mailbox is on more than one of the lists, the subscriber will only receive one copy of the message.

When replying to a message sent via list, the reply only goes to the original sender, not all subscribers on the list.

Creating group distribution lists

Select Personal Options by pressing 4

Select Administrative Options by pressing 2

Select Voice Mail Options by pressing 1

Select Group Lists by pressing by pressing 2

Select Create a List by pressing 1

Enter a two-digit number for the list: 11-25

Record the list name--for example, "Regional Sales Managers"

Enter the mailbox number or spell the name of each person on the list; Guest 1 is mailbox 91, Guest 2 is mailbox 92, and Home is mailbox 93

When finished, exit and save the list by pressing *

Editing a group distribution list

To add or delete a mailbox from a list:

Select Personal Options by pressing 4

Select Administrative Options by pressing 2

Select Voice Mail Options by pressing 1

Select Group Lists by pressing 2

Select Edit List by pressing 2

Enter the list number

Enter the mailbox number or spell the name you want to add or delete. If the number appeared on the list previously, the system deletes it. If the number did not appear on the list, the system adds it.

Review all names on the list (optional) by pressing 1

Exit and save the list by pressing *

Deleting a group distribution list

Select Personal Options by pressing 4

Select Administrative Options by pressing 2

Select Voice Mail Options by pressing 1

Select Group Lists by pressing 2

Select Delete List by pressing 3

Enter the distribution list number

Delete the list by pressing 2

Reviewing or renaming a list

To play the names of all your lists and optionally rename a list:

Select Personal Option by pressing 4

Select Administrative Options by pressing 2

Select Voice Mail Options by pressing 1

Select Group Lists by pressing 2

Select Names of Lists by pressing 4

Select Review Names by pressing 1
Or

Select Rename List by pressing 2

Selecting a prompt level

The Octel system provides three options for the level of prompting:
Standard prompts, the default for new subscribers, guide you through basic review and send functions. You can select all other functions by pressing the appropriate keys, although you are not prompted to do so.

Extended prompts give more detailed instructions and cover all features.

Rapid prompts cover all features very briefly. They allow you to use the system more quickly after you are familiar with its capabilities.

Selecting prompt level

Select Personal Options by pressing 4
Select Administrative Options by pressing 2
Select Voice Mail Options by pressing 1
Select Prompt Levels by pressing 3

Enter the level

Select Standard prompts by pressing 1
Select extended prompts by pressing 2
Select Rapid prompts by pressing 3

NOTE: You can select most options before the prompt is complete. The system does not allow you to interrupt certain prompts, such as name confirmation and error messages.

Setting date and time playback

The system can play the date and time a message was received before playing the message.

Turning date and time playback on/off:

Select Personal Options by pressing 4
Select Administrative Options by pressing 2
Select Options by pressing by pressing 1
Select Date and Time Playback by pressing 4
Turn date and time playback on by pressing 1
or
Turn date and time playback off by pressing 2

Outcalling – Setting up your notification schedules

The Octel system can call you at a designated telephone number (local calls only) to notify you when new messages arrive in your mailbox. You can tell the system to notify you when a message is received or after a specified time period. You may also establish separate notification schedule for urgent and non-urgent messages.

Outcall notification is helpful if you are out of the office frequently and want to be notified of new messages on a pager or cellular telephone or if you want to be notified of messages after hours or on weekends.

You may set up one or two schedules. For example you might use one schedule for daytime notification to pager or cellular telephone from 9AM to 5PM and another schedule for time at home from 7 to 10:30PM. You may also set a temporary schedule, which overrides your other schedules.

Select Personal Options by pressing 4
Select Notification Schedule by pressing 4
Select the schedule you are creating or updating

Select the first schedule by pressing 1
Select the second schedule by pressing 2
Select the temporary schedule by pressing 3**

Select 1 to update or 2 to continue the schedule
Enter the range of times you will accept notification calls during weekdays:

Beginning time—for example, 7:00 is 700 and 10:15 is 1015
Ending time
Select 1 for AM or 2 for PM

Enter the range of times you will accept notification calls during weekends:

Beginning time
Ending time
Select 1 for AM or 2 for PM

Enter the type of messages for which the notification applies:

Select all messages by pressing 1
Select urgent messages by pressing 2
Select messages from members of a specific group list by pressing 3

Enter the notification interval:

Select 1 hour by pressing 1
Select 2 hours by pressing 2
Select 4 hours by pressing 3
Select 1 day by pressing 4
Select immediately by pressing 5
Select never by pressing 6

Accept the schedule by pressing 1
Review the schedule by pressing 2

** Setting up a temporary schedule

Your temporary schedule overrides the other two schedules for the number of days you specify. The other schedules are reinstated when the temporary schedule expires.

Set up a temporary schedule as you would an ordinary schedule. There is one additional prompt: After you enter 3 to indicate that the schedule is temporary, the system asks for the number of days the schedule should apply.

Voice/Telephone

Related

Tools

Voice Mail/EVM

Voice/Telephone

Voice Mail/EVM
Personalizing your mailbox

Creating and changing greetings

Types of Greetings - standard or multiple personal greetings

Creating and changing passwords

Changing or creating a personal password

Hearing your current password

Advanced password features

Replying to home or guest messages

Creating and managing group distribution lists

Creating group distribution lists

Editing a group distribution list

Deleting a group distribution list

Reviewing or renaming a list

Selecting a prompt level

Setting date and time playback

Outcalling – Setting up your notification schedules

Voice/Telephone

Related

Tools

Voice Mail/EVM

Voice/Telephone

Voice Mail/EVM Personalizing your mailbox

Creating and changing greetings

Types of Greetings - standard or multiple personal greetings

Creating and changing passwords

Changing or creating a personal password

Hearing your current password

Advanced password features

Replying to home or guest messages

Creating and managing group distribution lists

Creating group distribution lists

Editing a group distribution list

Deleting a group distribution list

Reviewing or renaming a list

Selecting a prompt level

Setting date and time playback

Outcalling – Setting up your notification schedules

Voice Mail/EVM
Personalizing your mailbox