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Voicemail

OSU Voice Mail User Guide

Getting Started

Recording Greetings

Listening to Messages

Recording and Sending Messages

Customizing Your Mailbox

Requesting a Return Receipt

Tips for Using 4-MAIL

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Getting Started

4-MAIL automatically guides new users through the process of setting up their mailboxes. It is important that you set up your mailbox before using the voice mail system.

Step 1. Access Your Mailbox

Call the voice mail system using the internal 4-MAIL (4-6245) or external (744-6245) telephone number.
Enter your voice mailbox number which is your five digit telephone extension number
Enter your Security Code/PIN. The first time you access your mailbox, your Security Code/PIN will be set to ‘00000’/

The setup tutorial is configured for your mailbox; the first time you access you will be automatically walked through changing your security code/PIN and recording your name and greeting.

Step 2. Change Your Security Code/PIN

Access your voice mailbox as described above.
Press 3 to access PhoneManager.
Press 1 to access the Personal Options menu in PhoneManager.
Press 4 to change your security code/PIN.
* The new system requires a minimum of a five-digit PIN.
When prompted, enter a new numeric security code/PIN followed by the # key. Your security code/PIN can be any length from 5 to 15 digits. Try to avoid using simple combinations such as your mailbox number or “12345”.
Confirm the new security code/PIN by entering it again followed by the # key. 4-MAIL tells you that your security code/PIN has been changed.

Step 3. Record Your Name to Identify Your Voice Mailbox

After changing your security code/PIN, press 5 at the Personal Options menu to record your first and last name. When recording your name, don’t include an introduction such as “Hello, this is…” because 4-MAIL already provides an introduction.
Press 2 to begin recording, then speak your name. Press 2 again to stop recording.
After recording your name, you can press 6 to review your name or press 4 to delete your name and start over.
When you are satisfied with the recording, press 5 to save it.

Step 4. Record a Greeting for Your Voice Mailbox

Once you have recorded your name, press 3 at the Personal Options menu to record a personal greeting.
Press 2 to record a standard greeting to be used for normal conditions. You may want to return later to record a greeting to be used when your line is busy.
Press 2 to begin recording, then speak the greeting you want your callers to hear. Press 2 again to stop recording.
You may find it helpful to write down what your greeting will say before recording. A sample greeting can be found in the Tips for Using 4-Mail section.
After recording your greeting, you can press 6 to review your greeting or press 4 to delete your greeting and start over.
When you are satisfied with the recording, press 5 to save it.
Press * to leave PhoneManager.

You are now ready to use 4-MAIL. You can exit the system at this time by hanging up or pressing “*”. You may also use the quick reference card located at http://it.okstate.edu/services/voicemail.php to begin exploring the many features inside 4-MAIL.

Recording Greetings

The new voice mail system allows for four greetings: A personal greeting (played when your extension is unanswered), system greeting (played when your personal greeting has been deleted), a busy greeting (played when your extension is busy), and an out-of-office greeting (played when you have enabled this feature).

Recording a Personal Greeting

See “Getting Started”.

Recording a Busy Greeting

Press 3 for Phone Manager
Press 1 for Personal Options
Press 3 to Record Personal Greeting
Press 1 to Record a Busy Greeting
To start recording press 2
To stop recording press 2 again
To save the recording press 5
To review the message press 6
To discard the message and rerecord press 4

Recording a Busy Greeting

Press 3 for Phone Manager
Press 1 for Personal Options
Press 3 to Record Personal Greeting
Press 3 to Record an Out-of-Office Greeting
To start recording press 2
To stop recording press 2 again
To save the recording press 5
To review the message press 6
To discard the message and rerecord press 4

Listening to Messages

Each time you access your mailbox, 4-MAIL tells you how many new and saved messages you have. You have a number of options to choose from when listening to messages.

Listen to New Messages press 1

Listen to Saved Messages - press 5

Access Selected Messages - press 6

Retrieve Deleted Messages - press 7

Pause/Continue while listening to a message by pressing 1. While paused you can:

Increase speed by pressing 4 or decrease speed by pressing 7, one or more times.

Increase volume by pressing 6 or decrease volume by pressing 9, one or more times.

Set a bookmark by pressing 5. Setting a bookmark will allow you to access a specific portion of a message quickly. Only one bookmark per message can be set.

Resume listening from bookmark by pressing 8 from any point in the message.

Continue listening by pressing 1.

Forward - press 2 and follow the prompts to forward the message to one or more subscribers.

Back up 5 seconds - press 3 to repeat a portion of the message.

Delete/Recover - press 4 to delete current message. You can retrieve any deleted messages before exiting your mailbox. Once you exit, however; 4-MAIL deletes these messages.

Save - press 5 to save the message for future reference. Employee messages are saved for 15 days. Student messages are saved for 5 days.

Review - press 6 to listen to the message again from the beginning.

Skip - press 7 to skip to the next message without taking any action on the current message.

Reply - press 8 while listening to the message, then:

Record a reply to the sender by pressing 2 or to another subscriber by pressing 1.

Transfer to the sender by pressing 3 (if the sender is inside the OSU Stillwater campus) or pressing 4 (if the sender is outside of the OSU Stillwater campus).

Advance 5 seconds - press 9 to advance through the message in 5 second increments.

Help - press # at any time to review all of the menu options.

Cancel/Exit - press * to cancel this function. Press it several times to exit.

Recording and Sending Messages

You can quickly record and send a message to one or more subscribers with a few simple steps. A number of options let you control your recording session and your message’s delivery.

Record and send - press 2

Pause/Continue - press 2 to pause while recording a message. Press 2 again to resume recording.

Back up 5 seconds - press 3 when reviewing your message to back up through the message in 5-second increments.

Delete - press 4 to delete the message you are recording and start over.

Send - press 5 when you’re satisfied with your message. To send the message to more than one person, follow the voice instructions after pressing 5.

Review - press 6 to listen to the message before sending it.

Advance 5 seconds - press 9 when reviewing your message to advance in 5-second increments.

Access message routing options press 0 to:

Specify future delivery of the message by pressing 1.

Set urgent status by pressing 2.

Restrict message forwarding by pressing 3.

Request return receipt notification by pressing 5.

Leave a callback number where you can be reached by pressing 8.

Help - press # at any time to review all of the menu options.

Cancel/Exit - press * to cancel this function. Press it several times to exit.

Customizing Your Mailbox

4-MAIL provides a number of features that let you customize the way your mailbox works. You can use these PhoneManager features at any time to modify your mailbox so it meets your changing needs.

Daily message reminder. 4-MAIL can call you at the same time and same phone number each day to deliver your messages. Simply specify the time of day you want to be notified and the telephone number to call.
Message presentation. Customize how 4-MAIL presents messages so you listen to the messages you want to hear first. 4-MAIL can present messages based on type, urgent status, or when they were delivered.
Automatic message forwarding. This feature lets you automatically forward messages to a specific mailbox. Feature options let you set forwarding for urgent messages only and for messages from a specific mailbox. You can set both hours of the day and days of the week when messages will be forwarded.
REMOVE Out –of- office greeting
Out-of-office greeting. If you will be out of the office for a day or more, record an out-of-office greeting to let your callers know that you are out. You might also let them know when you will return and whether or not you will be checking messages. When you return, simply turn off your out-of-office greeting when you log on and your normal greeting will automatically resume.
Set up an attendant/personal operator. You can designate an attendant/personal operator and provide the caller the option of speaking with your attendant/personal operator rather than leaving a voice mail message. To set up an personal operator you will need to login to your O-Key account and use the Voicemail button on the left menu bar. You will be asked to provide the five digit extension of your attendant/personal operator. Be sure the personal greeting you record on your phone indicates callers have the option to be transferred to your personal operator by dialing 0.

Requesting a Return Receipt

Access the system by dialing the internal or external number
Enter your security code/PIN
To record and send a message press 2
Enter a mailbox number or press # for the voice mail directory to select mailbox by name
To start recording press 2
To stop recording press 2 again
To set routing options press 0
To request a receipt press 5

Tips for Using 4-MAIL

The following tips may help you get more out of 4-MAIL and its features.

Listening to Messages

Change message volume to hear messages better. While listening to a message you can pause (press 1), then press 6 to increase volume or 9 to lower volume, one or more times until the desired volume is reached. Press 1 again to resume message playback.
Move through voice messages at the speed you want. When you have a long voice message or a caller that speaks too fast, use the 4-MAIL speed controls. Press 1 while listening to the message, then press 4 to increase speed or 7 to reduce speed, one or more times until you reach a comfortable playback speed. Press 1 to resume message playback.
If you mistakenly delete a message, retrieve it before exiting your mailbox. Press * one keypress at a time until you hear the main menu to your subscriber mailbox. Press 7 to retrieve deleted messages and follow the commands to locate the message you want to keep. Deleted messages are not kept once you exit your mailbox, so be sure to retrieve any messages that you want to keep before exiting or hanging up.

Using Shortcut Keys and Buttons

Type ahead key sequences for quick access. Once you become familiar with the functions you use most often, you can quickly access them by entering the key sequences without waiting for the voice instructions.
Press # for help at any time. After you press #, 4-MAIL replays all of the options available to you for the feature you are currently using.
Press * to cancel the current feature. When you press *, 4-MAIL stops what it’s currently doing and plays the previous voice menu options.
Press * several times to exit 4-MAIL before hanging up. Doing this helps 4-MAIL disconnect from the line, freeing the line more quickly for the next person. If you have deleted messages that you’d like to retrieve, be sure to retrieve them before exiting. Deleted messages are not kept once you exit your mailbox.

REMOVE Recording Messages section

Forwarding Messages

Add introductory comments when forwarding a message to another voice mail user, such as “I am forwarding a message from so-and-so….” This frames the forwarded message, providing a context for the recipient. Without an introduction the receiver may misinterpret the message. Also, if no introduction is included, the receiver may try to respond to the original sender, only to inadvertently respond to you instead.

Recording Personal Greetings

Be sure to record your name and personal greeting. Callers will know that they have reached the correct mailbox when they hear your voice. You may want to start with one of the sample greetings shown below. The busy greeting is typically recorded once and never changed. Only use the out-of-office greeting if you are gone; that greeting remains in effect until you disable it.

. I’m sorry to have missed your call. Please leave a detailed message and I’ll return your call.”

Sample busy greeting: “You have reached . I’m on the phone right now. Please leave a detailed message and I’ll return your call.”

Sample out-of-office greeting: “You have reached . I’m currently traveling on business and will be returning on . I will be checking messages daily. Please leave a detailed message and I’ll return your call.”

Consider recording your standard greeting each day. Doing this conveys to your callers that you closely manage your mailbox and access your voice mail daily.

on . I’m in the office but was unable to take your call Please leave a detailed message and I’ll return your call.”

Try to record greetings and voice messages when your office is quiet. Hold the telephone about 3 – 5 inches from your mouth. Breathe before you begin recording and speak in a normal speaking voice. Test your greetings and recorded name to hear how you come across. Re-record until you are satisfied, and then save your best recordings. If your greetings or messages are long and complex, consider using a written script or outline.