Voice Mail User's Guide
The University of Iowa
Information Technology Services
Voice Processing
(319)335-2949
With Voice Mail, your calls will always be answered, and your messages will
be accurate and available to you anywhere, anytime, from any touch-tone phone.
You can also send messages and replies to other users easily.
Voice Mail is easy to use. The commands are mnemonic (P for Play, for
example). If you are not sure what key to press, just wait; the system will
prompt you. If you have questions, call the TNS Repair Desk at 335-2949.
User Tutorial
The first time you enter your Mailbox, the User Tutorial will be
activated automatically. It will talk you through your first voice mail session,
including setting up a personalized greeting and passcode.
The User Tutorial will require you to enter a temporary passcode.
Your temporary passcode is: ___________________.
You will then be prompted to enter your own 6-10 digit, permanent passcode. Be
sure to complete the tutorial from beginning to end.
Note: After completing the tutorial refer to "Forwarding to Voice
Mail" to program Voice Mail to answer your calls.
Entering Your Mailbox
From your campus phone:
Dial 5-1000.
Enter your passcode when prompted.
From another campus phone with Voice Mail:
Dial 5-1000.
Press
 .
Enter your Mailbox number.
Press
again.
Enter your passcode when prompted.
From an off-campus phone or a phone without Voice Mail:
Dial (33)5-1000.
Enter your Mailbox number.
Press
.
Enter your passcode when prompted.
Main Menu
You will always be offered the option of listening to your messages first. If
you do not play messages but stay on the line, the other Main Menu options will
be offered.
Main Menu Options:
 - To Play
the message
 - To Make
the message
 - To
change User options
 - To
eXit the system
Playing a Message
Enter your Mailbox.
Press
to play the first message.
Listen to the message. Options:
- To Play
the current message again
 - To
record an Answer to the message
 - To Give
the message to another user. Enter the Mailbox number of the user. Record
additional comments.
 - To Keep
the message
 - To Discard
the message
After recording your answer or comments, press:
- To Review
your recording
- To Discard
and record over
- To Append
your recording
- To
activate Message Addressing Options (see below).
- To
send your message and eXit
After you answer a message or give it to another user, press:
- To Keep
the original message
- To Discard
the original message
Silent Prompts
Options available anytime a message is playing:
- To
move backward 5 seconds
 - To
move forward 5 seconds
 - To
pause 30 seconds (press any key to resume)
- To
move to the Top of the next message
Making a Message
Enter your Mailbox.
Press
to Make a message.
Enter the Mailbox number of the person to whom the message will be sent.
To make a message for a distribution list (see User Options right), enter the
2-digit distribution list number (01-09). Continue to add Mailbox or
distribution list numbers. Then press:
- To
cancel entry if entered incorrectly
- To
end your list and record your message
After making your message, press:
- To Review
your recording
- To Discard
and record over
- To Append
your recording
- To
activate Message Addressing Options (see right).
- To
send your message and eXit
Message Addressing Options
Message Addressing Options can be accessed after you have recorded a message for
another user (this includes an answer to a message that was sent to you or
comments that you make when giving a message from your Mailbox to another user).
After you record your message, press (MNO) 6 to access Message Addressing
options. Options include:
- To
mark Confidential
- To
request a Receipt
- To
make message Urgent
- To
activate Future delivery
- To
eXit message options
Future Delivery
You can make a message and specify delivery up to 15 days in the future. The
system will prompt you for the month, day, and time of delivery.
To get out of Future Delivery at any time, press
.
User Options
Enter your Mailbox.
Press
to access additional User Options including:
- To
change your Greeting
- To
change your Name
- To
change your Passcode
- To
change a Distribution List
- To
change Call Schedule Options
- To
activate the Tutorial
- To
eXit the main Menu
Distribution Lists
With Distribution Lists, you can send one message to multiple users. When you
are creating or modifying a Distribution List, the Voice Mail system will ask
you to select a distribution list number and record a name for the list.
Distribution list numbers are always two digits, and you can have up to nine
lists (in which case your first list would be 01; your last, 09).
Call Schedule Options
-
To schedule Paging
- To
audit Future delevery
- To
eXit to the Main Menu
Helpful Tips
If you accidentally discard a message, you can retrieve it by pressing
.
To Bypass a personal greeting, press
.
To skip to the top of the next message, press
.
If you reach your own greeting, press
to log in to your Mailbox.
Press
to end the recording.
Transferring Callers to Voice Mail
When transferring to a voice Mailbox, it is important to do a blind transfer
(hang-up immediately after entering the last digit). If you do not, the caller
will miss the first part of the greeting.
Transferring to an extension that is forwarded to Voice Mail: Press
(Transfer, Flash, or Tap)
Enter extension number.
Hang up. Call will follow forwarding to Mailbox.
Transferring to an extension that is not forwarded to Voice Mail but does
have a Mailbox: Press
(Transfer, Flash, or Tap)
Enter 5-1000.
When the system answers "Welcome to the Message Center," enter Mailbox
number (5-digit extension).
Hang up.
Note: If you are transferring to 5-1000 from a phone with Voice Mail, you may
have to enter
before reaching the "Welcome" prompt.
Forwarding to Voice Mail
Having Voice Mail answer your calls is a function of call forwarding. You
forward your phone to the Voice Mail extension (5-1000) the same way you would
to any other extension.
To answer when busy or no answer, press
and
or the CFBNA key, and enter 5-1000. Press
and
to cancel.
To answer immediately, press
and
or the CFA key and enter 5-1000. Press
and
to cancel.
and
will override
and
.
Note: all previous call forwarding must be cancelled before
you can program Voice Mail to answer calls.
Voice
Mail Quick Guide || Voice
Mail Support Guide
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