Voicemail User Guide
Accessing the System
To access the Voicemail System dial 88 (From outside the School, dial 020-7955 6880). The system will greet you and ask you for your mailbox number. This will be the same as your extension number. The system will then ask you for you PIN number which is the same as your extension number if you have not previously accessed the system to change it.
After entering your PIN number the system will inform you of any outstanding new messages currently in your mailbox.
If you are a new user to the voicemail system after entering your mailbox number the system will greet you and inform you of your current PIN number and ask you to change it to a minimum three digit number. You will not be allowed to proceed until you do so. Voicemail will then give you a brief guide to the system and inform you of any outstanding messages.
The Main Menu
The Main Menu is played as soon as you access the system. It consists of the following options:-
| Press '1' TO SEND A MESSAGE | Allows you to send a message to any other user who has a mailbox on the system. |
| Press '2' TO RETRIEVE MESSAGES | Allows you to retrieve any messages in your mailbox. This option will only be played if you have messages. |
| Press '3' FOR GREETING OPTIONS | Allows you to record and select customised greetings and names. |
| Press '4' FOR MAILBOX OPTIONS | Allows you to change your mailbox settings i.e your PIN number. |
The Greetings Menu
The system plays the Greetings Menu if you select '3' from the Main Menu. It consists of the following options:-
| Press '1' TO RECORD YOUR REGULAR GREETING | Allows you to record your own mailbox greeting which will be played to any caller leaving a message for you. |
Sending a Message
To send a message select option '1' from the Main Menu. The system will ask you to enter the mailbox number of the desired recipient. You will then be asked to record you message. After recording, the following options are available
| Press '1' TO SEND | Sends the message you have just recorded to the requested mailbox. |
| Press '2' TO REPLAY | Replays the message you have just recorded in order to check the contents. |
| Press '3' TO APPEND | Allows you to add additional comments to the end of your message |
| Press '4' TO RERECORD | Allows you to rerecord the message you have just recorded. |
Note that you must always finish by pressing '1' if you want the message to be sent to the requested mailbox. It is not sufficient to simply record the message and then hang up.
Retrieving Your Messages
To retrieve your messages select option '2' from the Main Menu. If you have old and new messages the system will first ask whether you wish to retrieve old, new or all messages. The selected messages will then be replayed in chronological order during which the following options are available:
| Press '1' TO REWIND | Rewinds the message being played by approx 3 seconds. |
| Press '3' TO FORWARD | Fast forwards the message being played by approx 3 seconds. |
| Press '4' TO START | Rewinds the message being played to the start. |
| Press '5' TO PAUSE | Pauses the message being played until you press another digit. |
| Press '6' TO END | Fast forwards the message being played to the end. |
| Press '7' TO SKIP BACK | Cancels the message being played and skips to the start of the previous message in your the mailbox. |
| Press '9' TO SKIP ON | Cancels the message being played and skips to the start of the next message in your mailbox. |
Additionally, the following options are available after playing each individual message in your mailbox:
| Press '1' TO REPEAT | Replays the time, date and contents of the current message. |
| Press '2' TO ERASE | Erases the current message and skips to the start of the next message in your mailbox. |
| Press '3' TO RESPOND | Allows you to respond to the
current message by pressing one of the following: '1' Forward with comments '2' Reply to sender |
| Press '4' TO RETAIN | Retains the current message and skips to the start of the next message in your mailbox. |
After all messages of the selected type have been played you will be returned to the Main Menu.
Recording Your Mailbox Greeting
Your mailbox greeting is played to any other caller who leaves a message for you, rather like your own personal answering machine. To record your mailbox greeting select option '3' from the Main Menu then option '1' from the Greetings Menu. Your current greeting will be played after which you will have the option to record a new one if required. You must press any key when finished recording to confirm to voicemail that this is your desired greeting
Changing Your Pin Number
Your pin number is used for access to the system and to ensure confidentially of your messages. Initially it will be configured to be the same as your extension number and should be changed as soon as possible.. To change your PIN number slect Option '4' from the main menu then option '1' from the Mailbox options menu. Your current PIN number will be played after which you will prompted to enter a new one if required.
Using The * Key
The * key is located at the bottom left of your keypad and is used to cancel the current operation or prompt that you are listening to. It may be used at any time whilst you are accessing the system.