Voicemail Functions

Voicemail Basics
Listen to Voicemail
Manage Voicemail Greetings
Voicemail Distribution Lists
Alternate Extensions
Visual Voicemail
Additional Resources
 

Voicemail Basics

Adjust Playback Volume
Adjust Playback Speed
Reply to a Message
Forward a Message
Save or Delete Messages
Retrieve Saved Messages
Restore Deleted Messages

 

Adjust Playback Volume

While a message plays:

  • Press 5 once - increases the volume
     
  • Press 5 again - decreases the volume
     
  • Press 5 again - returns the volume to normal

 

Adjust Playback Speed

While a message plays:

  • Press 4 once - slow playback
     
  • Press 4 again - slower playback
     
  • Press 6 once - fast playback
     
  • Press 6 Again faster playback

 

Reply to Message

  1. Press 4 after listening to a message
     
  2. Record a reply message
     
  3. Press # when message recording is complete
     
  4. Press # to send your reply

 

Forward a Message to Another Campus Extension

  1. Press 5 after listening to a message you want to forward
     
  2. Record a message to the forwardee and press #
     
  3. Press ## to enter the person’s 5-digit extension followed by the #
     
  4. Press # to confirm the person you are forwarding the message to
     
  5. Press # to send message
     

You may also log in to the VoIP Voicemail Web Portal and forward the message from there. Via the Web, the voicemail can be forwarded to an email address as well.
 

Save or Delete a Message

While listening to a message or after it has played:

  • Save the Message: Press 2
     
  • Delete the Message: Press 3

 

Retrieve Saved Message

  1. Press the Messages button on your phone
     
  2. Enter your Voicemail PIN followed by #
     
  3. Press 3 to retrieve saved messages
     
  4. Press 1 to hear saved messages

 

Restore Deleted Message

Messages can be restored within the first 21 days of deletion

  1. Press the Messages button on your phone
     
  2. Enter your Voicemail PIN followed by #
     
  3. Press 3 to review old messages
     
  4. Press 2 to delete messages in the Deleted Items folder
     
  5. Press 1 to review the messages
    To skip to next message, Press ##
     
  6. Press # during the playback of the message you wish to restore
     
  7. Press 2 to restore saved message or press 6 to restore as new message


More information on voicemail functions is available in the VoIP Voicemail Quick Reference Guide and the Additional Phone & Voicemail Features Quick Reference Guide
 

Listen to Voicemail

Voicemail at Your Desk
Voicemail from Another Desk
Voicemail Off Campus
Voicemail on the Web
Voicemail in Email
 

Listen to Voicemail on Your Campus Phone

  1. Press the Messages button
     
  2. Enter your Voicemail PIN when prompted
     
  3. Listen to the voice prompts for listening options

 

Listen to Voicemail from Another Campus Phone

  1. Dial your campus extension
     
  2. Press * when your voicemail greeting begins
     
  3. Enter your 5-digit extension when prompted followed by #
     
  4. Enter your Voicemail PIN followed by #
     
  5. Listen to the voice prompts for listening options

 

Listen to Voicemail from Off Campus

  1. Dial your campus phone number
     
  2. Press * when your voicemail greeting begins
     
  3. Enter your 5-digit extension when prompted followed by #
     
  4. Enter your Voicemail PIN followed by #
     
  5. Listen to the voice prompts for listening options

 

Listen to Voicemail on the Web

You will need QuickTime installed on your computer to play messages on the Web. If you do not have QuickTime, you can Download Quicktime from Apple's website.

If you are off campus, you will need to be on the VPN to access this site.

  1. Log in to the VoIP Voicemail Web Portal
    A list of current voicemail messages appears
     
  2. Select a voicemail message from the list shown
    Additional menu actions appear to the right on the hightlighted voicemail message
     
  3. Press Play at the far right to listen to the message through your computer speakers
    Use the Reply, Forward and Delete actions to manage your messages

 

Listen to Voicemail from Your Email

Voicemail can be configured to be delivered to your Exchange email inbox using Cisco Unified Messaging. The message will arrive in your inbox as a .wav file, which is playable from most computers and mobile devices by default. 

This feature must be requested and configured for your account. The OIT Help Desk handles these requests.  Please visit the VoIP Feature Request support page to request this feature to be added to your account.

More information is available in the VoIP Voicemail Quick Reference Guide and the Additional Phone & Voicemail Features Quick Reference Guide.

 

Manage Voicemail Greetings

Modify Greetings on a Phone
Modify Greetings on the Web
Modify Recorded Name for Voicemail


Modify Greetings on a VoIP Phone

  1. Press the Messages button on your phone
     
  2. Enter Voicemail PIN followed by #
     
  3. Press 4
     
  4. Press 1
     
  5. Press 1
     
  6. After the current greeting plays:
    • Press 1 to rerecord it
       
    • Press 2 to enable or disable your alternate greeting
       
    • Press 3 to record a different greeting, choose the greeting, then rerecord it

 

Modify Greetings on the Web

A microphone is necessary for your computer to be able to record greetings through the VoIP Voicemail Web Portal. Alternatively, you can choose the Use Phone option to use your desk phone as the microphone while logged into the Web portal.

  1. Log in to the VoIP Voicemail Web Portal
     
  2. Click Settings near the top of your voice mail inbox
     
  3. From the Greetings menu at the top, select View Greetings
    A list of greetings appears. Any greetings with a checkmark in the Enabled column are the ones you currently use for your voicemail
     
  4. Click the name of the greeting you wish to modify
     
  5. Determine the appropriate course of action for each section:
    The Status of the greeting defines whether it is enabled or not, and for how long. Only Enabled greetings are active
     
  6. Under the Callers Hear section, you can use a greeting you record on your computer using the player shown, the system default greeting, or no greeting at all
     
  7. Click Save when you have finished configuring the greeting

 

Modify the Recorded Name for Voicemail

  1. Press the Messages button on your phone
     
  2. Enter your Voicemail PIN followed by #
     
  3. Press 4
     
  4. Press 3
     
  5. Press 2
     
  6. Record your new name at the tone followed by #
     

More information for configuring voicemail greetings is available in the VoIP Voicemail Quick Reference Guide and the Additional Phone & Voicemail Features Quick Reference Guide

 

Voicemail Distribution Lists

Create a Voicemail Distribution List
Add or Remove Members of a Voicemail Distribution List
Send a Message to a Voicemail Distribution List
 

Create a Voicemail Distribution List

VoIP Voicemail Distribution Lists can only contain campus VoIP extensions. External numbers will not work on a distribution list.

  1. Log in to the VoIP Voicemail Web Portal
     
  2. Click Settings from the menu bar
     
  3. From the Private Lists menu, select New Private List to create a list
     
  4. Type a name for the list in the Name field (e.g., My Dept)
     
  5. Click Add Members
     
  6. Using the User tab, search for the individuals to add to the list
    Searching the first few letters of the name is recommended
     
  7. Check the box next to the person you want to add to the list, and then click Add Member
     
  8. Once you finish adding members, click Save at the top or bottom of the page

 

Add or Remove Members of a Distribution List

  1. Log in to the VoIP Voicemail Web Portal
     
  2. Click Settings from the menu bar
     
  3. From the Private Lists menu, select View Private List
     
  4. Click the name of the Private List you wish to modify
     

Add a Member:

  1. Click Add Members
     
  2. Using the User tab, search for the individuals to add to the list
    Searching the first few letters of a name is recommended
     
  3. Check the box next to the person you want to add to the list, and then click Add Member
     

Remove a Member:

  1. Click the checkbox by the name of the person you wish to remove, then click Delete Selected
     
  2. Click Save at the top or bottom of the page to save your changes

 

Send a Message to a Voicemail Distribution List

A microphone is necessary for your computer to be able to send messages through the VoIP Voicemail Web Portal. Alternatively, you can choose the Use Phone option to use your desk phone as the microphone while logged into the Web portal.

  1. Log in to the VoIP Voicemail Web Portal
     
  2. In your voicemail inbox, click New Message
     
  3. In the To: field, type the name of the voice mail distribution list and select the correct list from the suggestions
    You can give the message a subject, but it is not required
     
  4. Click Start Recording to begin recording the message
     
  5. When you are done creating the message, click Stop Recording
     
  6. Click Send to send the message 

 

Visual Voicemail

The Visual Voicemail application provides the following voice messaging capabilities:

  • Securely access a visual display of voice messages on your display screen, listed with sender name, date and message duration
  • Display urgent, unheard and heard icons for each voice message on the voice message list
  • Pause, rewind and forward a voice message from your phone display
  • Reply to a sender either by calling back or by sending a voicemail using softkeys on your phone display
  • Record and send voice messages from your phone display with urgent or normal priority markings


Please visit the Visual Voicemail support page for configuration information. 

 

Alternate Extensions

Alternate Extensions allow for multiple extensions to share one voicemail box. This feature works well for campus faculty or staff who have more than one office extension on campus. To have alternate extensions configured, please contact the OIT Help Desk at (574) 631-8111 or send email to oithelp@nd.edu.

 

Additional Resources

VoIP Frequently Asked Questions
VoIP Documentation & Training
VoIP Feature Request
VoIP System Features
VoIP Voicemail Web Portal Quick Start Guide
Additional Phone & Voicemail Features Quick Reference Guide 
VoIP Phone Web Portal
VoIP Voicemail Web Portal

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