The VoIP voice mail system stores messages in your personal voice mailbox from callers who are unable to speak with you, and provides an indication that voice mail has arrived. The handset indicator on the Cisco IP Phone telephone lights when new or unsaved voice messages are stored in your mailbox.

You can access the voice mail system on your phone by picking up the handset and dialing *09 or pressing the Messages button, if available.

System settings determine the number (and length) of voice mail messages that are stored in your voice mailbox. If supported by your system, callers can press “0” while they are “in” your mailbox to transfer to your main number or operator.

The voice mail system also provides both personal and group distribution lists which let you send a voice mail to a defined group of people as easily as sending a voice mail to a single user. Combining the ability to compose a voice mail message before sending it with a distribution list, you can easily create and send a voice mail message to multiple users or lists.

NOTE: The voice mail system can only save a maximum of 200 messages. If you have 200 old messages and you receive a new voice mail message, it will not be stored. You must delete some old voice mail messages to receive any more.

Menus and Commands

NOTE: Occassionally a return receipt may be returned without the recipient hearing the message if your message is the first new message and the recipient hangs up or skips to the next message before listening to the message.

Accessing Your Voice Mail

• Your home phone
• Any touchtone phone outside your home.
• The email program on your PC (password required)

…from your phone

1. Dial *09 to access your voice mail.
2. Enter your password (if required).
3. If you have new voice mail, the messages are identified and played. Otherwise, you will be prompted with choices to play your inbox messages, play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.
4. Press the corresponding digit on your phone to select the desired voice mail function.

…from any outside touchtone phone

1. Call your telephone number. NOTE: You must be able to dial your number directly from outside the system to use this method.
2. Wait for your phone to forward to your voice mail mailbox.
3. Press the * key.
4. You will be prompted to enter your password.
5. Enter your numeric password, followed by the # key.
   NOTE: If you have new, or previously heard but not saved or deleted, voice mail, the message is identified and played. Otherwise, you are prompted with choices to play your saved messages, change your password, playback your greetings, record new greetings, or exit the voice mail system.To select the desired option, press the corresponding digit on your phone.
   NOTE: Pressing the * key from the main voice mail menu will send you to the main auto-attendant menu. You may then dial extension numbers to reach internal parties or access any other feature available from the auto attendant.

…from the email program on your PC

1. Open your email reader.
2. Open the email message containing the voice mail.
3. Open the attachment in the email message. If this is the first time you have opened a voice mail in your email applicaton, you will be asked to associate the file type to the media player you wish to use to listen to the voice mail file type.
4. Your default media player will open. If you get an error message, the voice mail has not been recorded in a compatible file format and cannot be played.
5. Select “open the file” on the dialog box that appears to play the message
   NOTE: The voice mail message plays concurrently with any audio (such as music CDs or streaming music) coming from your speakers. Stop or mute other features before playing the voice mail message to increase the clarity of the message. DO NOT mute the other applications by clicking on the speaker in the Windows System Tray since this will mute the speakers for all sources, including the voice mail you are trying to play. Also remember to check the volume level on your speakers before playing any voice mail messages.
6. Close the media player when you are finished listing to voice mails.

Using Controls While Playing Messages

Rewind/Fast Forward

• Press 2 to skip back in 5 second increments.
• Press 4 to skip forward in 5 second increments.
• Repeat the process to further rewind or fast forward.
• Repeat the process to further rewind or fast forward.

Rewind to the Beginning of a Message

• Press 22.

Fast Forward to the End of a Message

• Press 44

Pause Play of a Message

• Press *.

Composing Messages before Sending

The compose feature of the voice mail system allows you to record a message and review or change it before sending it to any number of users or distribution groups. You first enter the extensions and distribution group numbers of the recipients and then record and send your message.

Compose and Send a Message

1. Access the voice mail system.
2. Press 6 to select compose a message.
3. Enter the phone numbers or group numbers of those persons you want to receive the message followed by the # key.
4. When you are finished, press # again to complete your mailing list.
5. Record your message after the tone and press # when finished.
6. You are prompted to perform one of the following:
   • Press 1 to send
   • Press 2 to change
   • Press 3 to review (your message is played back to you)
   • Press # to set message options
7. Press a number to act on your message.
   • If you pressed 1, your message is sent and voice mail disconnects.
   • If you pressed 2, your are returned to the prompt to record your message. Record again and follow the prompts.
   • If you pressed 3, your message is played back to you and you are then prompted to perform an action from the previous list.
   • If you pressed #, go to step 8.
8. Press a number to set any message delivery options.
   • Press 1 to mark the message as return receipt requested (you want to be notified when the recipient access the message)
   • Press 4 to mark the message as private
   • Press 6 to mark the message as urgent
   • Press # to send the message without any options

Marking a Message as Urgent

1. Record a message.
2. Press #.
3. Press 6 to mark as urgent and send.
   NOTE: If your system administrator has turned on message notification, messages marked as urgent will automatically notify of the recipient that they have an urgent voice message.

Changing Your Password

1. Access the voice mail system.
2. Press 16 to access the Mailbox Options menu.
3. Press 2 to change your password.
4. Enter your new password by pressing numbers on the keypad followed by #.
5. Enter your new password again. A prompt will tell you if you have successfully changed your password.
   NOTE: If you have messages in your voice mail box, but you want to skip them and change your password, press * to get the main menu, then follow the above steps. Otherwise listen to your messages and then follow the above steps.

Skipping the Mail Menu to Hear Messages

Zeroing Out to a Custom Operator

TIP: When you record your greetings, be sure to tell callers than they can press zero (0) to be transferred to your designated alternate phone number.

NOTE: This feature is not supported for stand-alone mailboxes.

1. Access the voice mail system.
2. Press 16 to access the Mailbox Options menu.
3. Press 5 to hear or change your custom operator selection.
4. You should hear an announcement that your custom operator is a phone number you previously programmed or the default selection.
   NOTE: If a custom operator is not available, you will hear a message to that effect.
5. Do one of the following:
   • Press 1 to change your custom operator number, see step 6.
   • Press 2 to restore the default custom operator, see step 7.
   • Press * to return to the voice mail main menu, see step 8.
6. If you pressed 1, enter your custom operator number, press # and listen to the confirmation announcement.
7. If you pressed 2, listen to the announcement that your default custom operator has been restored.
8. If you pressed *, listen to the voice mail main menu.

   NOTE: Entered numbers must match a valid dial plan (i.e., extensions must match your 4-, 5- or 6-digit plan, or a valid outside number, including all necessary access and area code numbers), cannot be the same extension as your mail box, and you must be able to dial the number entered from your phone. You will receive an error message if you enter an invalid number or are not allowed to enter a long distance number as your custom operator.

   TIP: If you cannot make long distance calls from your phone and attempt to enter a long distance number as the custom operator without the access codes, the system will accept the digits, but when the caller presses zero (0), the call will be disconnected.

Replaying a Message

Saving a Message

NOTE: When you save a voice mail message, the message is moved to the saved messages, and is unavailable until you exit and re-enter voice mail.

Skipping to the Next Message

Deleting a Message

NOTE: When you delete a voice mail message, the message is deleted, but the caller ID and message received information (date, time, etc.) remains in the inbox listing until you exit voice mail.

Forwarding a Message to Another Mailbox

1. Press 13.

   NOTE: You hear a prompt to enter the number of the person(s) to whom you want to forward the message.

2. Enter the phone number and then either:
   • press # to enter another number or,
   • press ## if this is the only (or last) person to receive the forwarded message.
3. You get a prompt to leave an introduction to the forwarded message:
   1. Record your introductory message.

      NOTE: To forward the voice mail immediately without an introductory message, press # immediately after the prompt.

   2. Press # to accept the message.
4. Choose one of the following options to finish forwarding:
   • Press 1 to forward the message.
   • Press 2 to change the introductory message.
   • Press 3 to review the introductory message.
   • Press 9 to mark urgent and forward.
   • Press * to cancel the forward.
   NOTE: Press * at anytime to cancel the forward. If you press *, you must reenter the extension(s) and any desired introduction.

Replying to a Message

1. Press 17 to reply to the message.
   You hear a prompt to record your reply.
2. Record your reply message.
3. Press # to accept your message.
   Your voice mail system gives you the following options:
   • Press 1 to send reply.
   • Press 2 to change reply.
   • Press 3 to review reply.
   • Press 9 to mark urgent and reply.
   • Press * to cancel the reply and re-record.
   You hear the message options again.

Dialing Back a Caller

Sending a Message Directly to Another Number

You can send a voice mail message directly to another number without dialing the other number and having to wait for the call to roll to the voice mail system. To go directly to someone’s voice mailbox:

1. Dial 577 (or the code provided by your system administrator) on the keypad. You hear a voice prompt to enter the extension number of the person you want to send a message to.
2. Dial the extension number. You hear a greeting and voice prompt to enter a message.
3. Record your message and hang up.
   NOTE: You can press * on your phone at any time during the greeting to skip to the end of it.

Personal Greetings

• when your phone rings and you don’t answer it (the “No Answer” greeting)
• when you have activated the Do Not Disturb feature (if this feature is provided on your telephone)
• when you are talking on the phone (the “Busy” greeting)

Additional features include the ability to:

• Record your name so that when you leave messages for other users, they will hear your name instead of your extension.
• Replace your personal greetings with the default greetings.

Recording Personalized Mailbox Greetings

1. Access the voice mail system.
2. Press 4 from the main voice mail menu and choose the greeting you want to record by pressing the corresponding digit key.
   • Press 1 to record the No Answer greeting.
   • Press 2 to record the Do Not Disturb greeting.
   • Press 3 to record the Busy greeting.
   • Press 4 to replace your personal greetings with the default greetings.
   • Press 5 to play your personal greetings.
   • Press # to return to the main menu.

1. Access the voice mail system.
2. Press 16 for Mailbox Options.
3. Press 8 to record your name.

Listening to Your Greetings

1. Access the voice mail system.
2. Press 4 on the main voice mail menu to reach the Greetings menu.
3. Press 5 from the greetings menu and choose the greeting you want to play by pressing the corresponding digit key.
   • Press 1 to play the No Answer greeting.
   • Press 2 to play the Do Not Disturb greeting.
   • Press 3 to play the Busy greeting.
   • Press 4 to play your name.
   • Press * to return to the main menu.

Receiving Pager Notification

The VoIP system provides the ability for you to be alerted on your mobile phone or pager that you have received a voice message. You must set this service up with your system administrator.

• Basic numeric pages accept only keypad phone digits (1-0, * and #).
• Cell phones support voice streaming.
• Some cell phone models can receive text-only e-mails.
• E-mail pagers can accept text-only e-mail messages.

• Each time you receive any voice message.
• Only when you receive a message marked as urgent.

What You Receive on Your Pager/Cell Phone

Numeric - You receive the numbers you entered in the Pager Info box; when you set up the pager option with the system administrator. The number could be a code that means something to you.

Voice - when you answer the page, voice mail plays a welcome announcement followed by a request for the account password. Enter the password and listen to the normal voice mail menu options. If the voice message is marked as "Urgent", the first voice message you receive is the urgent message.

E-Mail -The message you receive, reads as follows:

Subject: Voice Mail from calling party

Body: the text entered by the system administrator (i.e. Please call me! I need to talk to you.)

NOTE: If the system administrator left the body text empty, you get as the body: calling party called you on “date” at “time”.

Managing Distribution Groups

Up to 20 voice messaging distribution groups can be created that will allow you to send voice messages to multiple people at one time.

• List all distribution groups
• Create a group
• Edit a group
• Delete a group
• Return to the main menu

Creating a New Group

1. Access the voice mail system.
2. Press 16 for Mailbox Options.
3. Press 6 for distribution groups.
4. Press 3 to create a group.
5. Enter the number of the group to be created and record the name of the group.
   • The group number must be from the allowed range and cannot already exist as a group.
   • If the voicemail account is corporate, then allowed range is 10-79.
   • If the voicemail account is personal, then the allowed range is 80-99.
6. Press # to confirm or * to cancel.
7. Enter the extension number of one of the members of the group.
8. Press # key.
9. Repeat steps the previous two steps until all members are added.
10. Press the # key again.

    TIP: A group can be created without any members in it. Members can be added later by using the edit menu to add members. To create a group with no members, follow the previous steps with one exception. When prompted to enter members, just press the # key.

    NOTE: To create group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

Editing or Modifying a Group

1. Access the voice mail system.
2. Press 16 for Mailbox Options.
3. Press 6 for distribution groups.
4. Press 2 to edit a group.
5. Enter the number of the group to be edited.
6. Press a number to select an option from the edit menu:
   • List all members - press 1
   • Add a member - press 2
   • Delete a member - press 3
   • Play the group name - press 4
   • Change the name - press 5
   • Go back to the previous menu - press *.
   NOTE: If the group does not exist, the user will hear “The group number xx does not exist, Please try again.”

   NOTE: To edit group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

List All Members

1. The total number of members in the group is announced.
2. The extension of each member is announced.
3. Press # to skip to the next entry in the list before the number being announced is finished.

Adding a Member to the Group

1. After the prompt, enter the extension number of the member you wish to add.
2. Press the # sign.
• The extension number you entered is played back to you for confirmation.
3. Press the # key to add the user or * key to cancel.
• If you press # and the member does not exist, you will hear “The member has been successfully added to this group.”
• If you press # and the member already exists, you will hear “The member already exists in this group, please try again.”
• If you press *, you will be asked to reenter the extension number to add.

Deleting a Member

1. After the prompt, enter the extension number of the member you wish to delete.
2. Press the # sign.
• The extension number you entered is played back to you for confirmation.
3. Press the # key to delete the user or * key to cancel.
• If you press # and the member exists, you will hear “The member has been successfully deleted from this group.”
• If you press # and the member does not exist, you will hear “The member does not exist in this group, please try again.”
• If you press *, you will be asked to reenter the extension number to delete.

Playing the Group Name

After accessing the voice mail system, if you pressed 4 to play the name of the distribution group, the voice mail system plays the previously recorded name of this group. If there is no recording for this group, you will hear “Unknown.”

Changing the Group Name

1. The voicemail system plays the prompt: “Please record the name for this group after the tone, when your recording is complete press the # key.”
2. Record the new name for the group.
3. Press the # sign.

   NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

Deleting a Group

1. Access the voice mail system.
2. Press 16 for Mailbox Options.
3. Press 6 for distribution groups.
4. Press 4 to delete a group.
5. Enter the number of the group to be deleted.
6. Press # to confirm this is the correct group or * to reject the group. If you entered the wrong group number and pressed *, you will be prompted for the number of the group to delete. Enter a different group number or press * again to return to the distribution group menu.
7. Press # to finish the delete or press * to cancel the delete process and return to the distribution group menu.

   NOTE: To delete group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

Listening to a List of Distribution Groups

1. Access the voice mail system.
2. Press 16 for Mailbox Options.
3. Press 6 for distribution groups.
4. Press 1 to list all your groups.
5. Listen to the playback of your groups as follows
   • the number of groups
   • the group number
   • the group name
     • If there is no recording for the group name, you will hear “Unknown”.
     • The corporate group 10 will always be named as “Everyone”.
   • the total number of members in the group.

NOTE: To list all group (corporate or company) distribution lists, you must be in the mailbox for your company's main number.

Exiting the Voice Mail System