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Voicemail

General guidelines

  • Change your personal greeting frequently to correspond with work patterns or absences (eg, meetings or holidays), ensuring that your greeting reflects the reason for your absence. This way, callers will know you're not ignoring them.
  • Check your voicemail and reply to enquiries each day.
  • Don't use the divert option to avoid answering your phone.
  • Listen to your greeting you've recorded it, and check that your greeting identifies you and is clear and concise. Are you giving the caller a professional image of the University?
  • Offer another way of contacting you, or someone else, if the matter is urgent. If you offer an different number to call, please make sure the person receiving the calls is available and that they can help the caller with their enquiries.
  • Delete messages you no longer need from your mailbox.

How to

Set up voicemail

To set up a mailbox for the first time please contact IT Servicedesk before following the instructions below.

As a new user you will need to change the security code (any length from 6 to 15 digits), record your name and record a personal greeting. If you write these down it will make it easier when you come to set them up.

  1. From your extension dial 6666.
  2. Enter the default security code which is 000000.
  3. Listen to the automated instructions.
  4. Enter a new security code followed by the # key.
  5. Record your name (Press 2 to start recording press 2 again to stop recording).
  6. Record your personal greeting (Press 2 to start recording press 2 again to stop recording).

You have now successfully set up your Voicemail.

Access messages

You can tell if someone has left a message by the following: on an analogue telephone when you lift the receiver you will hear a broken dial tone; on a digital telephone (one with a display) the MEW (message waiting) light will be flashing.

Listen to new messages:

  1. Dial 6666.
  2. Enter your security code.
  3. Press 1 to listen to new messages.

If at any time whilst listening to a message you wish to pause it, just press 1 then 1 again to continue listening. If you press 0 then 0 again at any time whilst listening to a message it will give you the date and time stamp and user information of the message.

Once you have listened to the message you will be given several options:

  • Delete the message (press 4).
  • Save the message (press 5).
  • Replay the message (press 6).

Listen to saved messages:

Follow the instructions for 'Listening to new messages' above, but instead of pressing 1, press 5 to listen to the saved message.

Access messages from another extension

  1. Dial 6666.
  2. Press * then the key.
  3. Enter your mailbox number (this is your extension number).
  4. Enter your security code.

Access messages off campus or from a mobile phone

  1. Dial (01274) 236666.
  2. Press the key.
  3. Enter your mailbox number (this is your extension number).
  4. Enter your security code.

Change your greeting

  1. Dial 6666.
  2. Enter your security code.
  3. Press 3 to access the Phone Manager.
  4. Press 1 for personal options.
  5. Press 3 to record a personal greeting.
  6. Press 2 to access your standard greeting. Your existing greeting to will be played to you. Follow the prompts to record a new greeting.
  7. Press 2 to start recording your message.
  8. Press 2 again to stop recording.
  9. Press 6 to review your recording.
  10. Press 4 to delete your recording.
  11. Press 5 to save your recording.

Change your security code

  1. Dial 6666.
  2. Enter your security code.
  3. Press 3 to access the Phone Manager.
  4. Press 1 for personal options.
  5. Press 4 to change your security code.
  6. Enter a new security code followed by the # key.

Please note that if you forget your security code you will need to contact IT Servicedesk, who will be able to reset the code for you.