Telecommunications

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Voicemail System

Faculty, staff, and on-campus residence students are provided campus voice mail service at no charge.  For help setting up your voice mail service, please click here for the Handbook or call Telecommunications at x4357, where staff is available to help you with password resets and general information on the features of the voice mail service.

For on-campus residence hall student, voice mail boxes are created before you reach campus -- each student is eligible for an individual voicemail mailbox which must be initialized before callers can leave a message.  To access the voice mail system tutorial and the Quick Reference Guide, click here.  If you need additional help in setting a password and a personal greeting to initialize your mailbox, please call x4357.

Unified Messaging

Telecommunications is working towards integrating voice mail messages with the campus email system and Outlook so that your voice messages can be accessible from on- or off-campus telephones and will also appear in your email Inbox.

We will keep you posted on our progress.

 

VOICEMAIL HANDBOOK

Welcome to SUNY New Paltz’s voicemail system for faculty, staff, and students.  You can use voicemail to answer the phone with a greeting recorded in your own voice, receive messages, and forward your calls.

You can easily use voicemail just by listening to the prompts.  At every point, the choices and keys are recited to you.  But you don't even have to listen to the prompts.  As you become familiar with using voicemail, and know just what you want to do, you can key ahead and interrupt the prompts.

You can operate all the functions of voicemail from any phone that generates tones, at work, from home, or when you are traveling.  If you don't have a phone that generates tones, you can operate voicemail from any telephone in the world by using a small tone generator pressed to the mouthpiece of an old-style telephone. 

Getting Started

Dial the voicemail phone number (on-campus x3800, off-campus 257-3800).

The system will ask you to enter your extension followed by the # key.  It will then tell you that your system manager has assigned you a temporary password. Enter your extension number again followed by the # key. Follow the instructions to change your password. Your password must be between four and eight digits; we recommend at least six digits.  If you forget your password, we must assign you a new temporary password.

Main Menu

The main menu is the prompt you hear as soon as you sign on to voicemail. The options on the main menu are:

  1. To receive your messages, press 1

 

  1. To send a message, press 2
  1. To change your greeting header, press 3

 

  1. For personal options, press 4
  1. For call handing and outgoing mail, press 5

 

  1. To exit, press 7

 
Recording Your Name and Message

Record Your Audio Name

Next record your name, which will be attached to any messages you leave for other subscribers.  Some people just record their name, for example "Elizabeth Bennett"; others record their name followed by their extension number, for example "George Wickham on extension 1234".

Record Your Personal Greeting

Next record a personal greeting.  Until you have recorded a greeting, anybody who calls you when voicemail is answering your phone will hear a system greeting.  When you first sign on, you will be asked to record greeting 1.  Later you can add up to four further greetings from which you can select one to be played after your personal greeting.

Now voicemail is ready to greet your callers, in your voice, when you are unable to answer the phone.

Recording a Greeting Header Daily

If you want to include up-to-date information in your greeting, you can use the greeting header for the part of the greeting that changes daily.  You might want to include the date so that callers know that it's not an old greeting, or you might want to inform callers of your plans for the day, so that callers know when to expect a response.  It is up to you whether you include up-to-date information, recorded daily.

Working with Greetings

You can record and store up to five greetings. You then select one of these to be played after the greeting header. In addition, you can record a busy greeting and an announcement-only greeting. Press 4 from the main menu to select or work with greetings, then press 2 to work with greetings:

Press the appropriate key for the greeting you want to record and then press 4 to record.

Announcement Only and Busy Greetings

If you are going to be away from the office for a few days, you can record and select an announcement only greeting. People will not be able to leave you any messages, so your mailbox will not become full. You can also record a busy greeting that is played to people who call when your phone is in use.

Select the Greeting

To select the greeting, press * 4 1. To select the greeting you have just recorded, press the appropriate key. Callers will now hear the greeting header followed by the selected greeting.

Make Your Greeting Sound Professional

Voicemail can easily transform your communications, making it easier for people to work with you, provided the greeting they hear is concise, accurate, and effective. Your greeting should:

     Be brief
     Sound pleasant and natural.
     Project a positive and responsive image of your organization.
     Tell the caller how to get in touch with another person; in an emergency, this can be very important.

If you write down your greeting and then read it, you'll find the result is much more professional than if you try to make it up as you go along.

Transfer to Another Number
Retrieving Your Messages

If you have a newer Ericsson digital telephone, we have modified the lowest button on the second row to be the message waiting light. On the older digital telephones, the third button from the top will be the message waiting light. If you have messages, the message waiting light will be flashing and your display will show "Message Waiting." Just press the message-waiting button; the phone will automatically dial voicemail. The system will ask you to enter your extension followed by the # key and then your password followed by the # key.

On an analog telephone, you will hear a stutter dial tone when you lift the handset. You will also hear a stutter dial tone on a digital set. This does not affect your ability to place a call from either type of telephone.

If you hear a beep before your greeting when you dial your own number, you have new messages.

Fast Sign-On

The Ericsson switch passes the calling number to voicemail, so you do not need to enter your extension number when calling from your own extension, or when you press *7 while listening to your own greeting. Just press # when the sign-on prompt asks for your extension number.

To Receive Your Messages

 Press 1 to hear your messages. First, you will hear a summary of how many new and saved messages you have waiting. A new message is one you have not listened to completely; a saved message is one you have listened to but not deleted. It is best to delete each message after you have listened to it. Otherwise, your mailbox will become full, and callers will not be able to leave you messages.

Move to the Next Message

Press # to play the next message. If you have not deleted the current message it will be transferred to your queue of saved messages.

Delete a Message

Press 3. The message no longer exists, either in your mailbox or in the sender's mailbox. If there are additional messages, the system will play the next one. Once a message has been deleted, it cannot be retrieved.

Move Quickly Through Your Messages

To move quickly through your messages, deleting as you go and skipping the header information, press the key sequence 3 1 after listening to each message.

Sending Messages

Quick Message

You can send a message to someone without actually calling his or her number. Sign on to voicemail and press 2, or call the quick message number - 3004.

To Send a Message without Listening to a Subscriber's Greeting

You can listen to the whole greeting and wait for the beep before leaving a message. Or you can start recording a message immediately by pressing #. When you've finished your message, just hang up and the message will be left in the subscriber's mailbox.

Pause

You can pause during recording or listening by pressing 8. Press 8 again to resume.

Got confused while sending a message? Miskeyed the recipient's extension number? Fumbled over your words when recording?  Don't despair! Don't hang up! Press # and listen to the options available before sending. You can change the addressee, listen to the message, record it again or, if the worst comes to the worst, cancel the whole thing!

When you've Finished Recording

When you have finished recording the message, just hang up or press #.

If you press #, you are prompted to listen to your message, sent it, re-record it, or delete it.

Keying the Addressee's Name Instead of a Number

When you are sending a message, you can press # to key the last name of the recipient instead of the extension number.

Distribution Lists

You can use a distribution list to send the same message to a number of people. This is a list of the recipients' internal numbers and is identified by a two-digit number in the range of 10-99 that you can key in.

To create, review, or change a distribution list, press 4 from the main menu and follow the prompts. When you want to use the distribution list, just key the number of the distribution list in place of the extension number as the address of the message.

Message Attributes

If you wish, all messages have priority, privacy, acknowledgment, and delivery date attributes, which you can change by pressing 8 after you have recorded and addressed a message.

  1. Priority can be normal, urgent or emergency

 

  1. Privacy can specify that the message cannot be forwarded
  1. An acknowledgement can be automatically sent when the recipient listens to the message

 

  1. The delivery date can be delayed

Responding to Messages

Reply by Recording a Message

Press 4 to record a reply and send it back to the caller, but only if the sender is an internal voicemail subscriber. You cannot reply to an external caller.

Reply by Calling the Sender of the Message

Press 6 to transfer to the sender of the message. If the sender's phone is answered, you are connected, and Voice mail drops out of the conversation. You are not transferred back to Voice mail at the end of the conversation. This will result in saved messages piling up in your mailbox. Do try to delete them next time you sign on!

Listen to the Message Header

Press 8 to play the message header followed by the message itself. This is particularly useful if, having just listened to a message, you now want to know the time it was sent.

Disconnect

Just hang up or press *9.

Advanced Options

The Control Menu

The * button is the key to the control menu. What you're doing when you press *7, *1, *2, or *3 is selecting that item from the control menu. If, after pressing *, you pause and listen to the prompt, you'll hear all the control menu options:

The control menu is always available, even when you're listening to someone else's greeting.

The Stop Key

The # key always stops whatever you are doing and moves you to the next activity. If you're entering a sequence of keys, such as an extension number or a password, it tells Voice mail that you have finished. If you're listening to or recording a greeting or message, pressing # stops the playback or recording, and tells you what you can do next.

Press 6 to transfer to another extension.

Assistant Number

An assistant number is the number of another person who might be a useful contact for your callers. To set the assistant number, press 5 on the main menu, then press 2 and follow the prompts.

Dealing with Outgoing Mail

To listen to your outgoing messages which have been sent but not received, press 5 from the main menu, followed by 4, followed by 1. To listen to the header information, press 8. To delete the message if no longer required, press 3.

Shared Telephones

If you share your extension with another person, your voice mailbox number is different. You will have a five-digit number – the extension followed by a 1 or 2. When someone calls your extension, they will hear "press 1 for Elizabeth Bennet. Press 2 for George Wickham." We have set your voice mail box alphabetically, i.e., Elizabeth Bennet will be 12341 and George Wickham will be 12342.

Questions? Call x4357