VoiceWorks
16
User’s guide
A-4 • Frequently used user/guest voice mail procedures
Leaving messages for other users
When you call another user’s extension
If you call another station that is busy or does not answer, you will be transferred to the user’s
voice mailbox. You can skip the personal greeting by pressing 1 and go directly to the record
tone (or “beep”). Press 1 again or hang up when you’re finished.
Leaving a message directly in another user’s mailbox
To go directly to another user’s mailbox without ringing that extension:
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1.
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Dial the extension of the voice mail system.
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2.
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After the automated attendant answers, dial the # key and then enter the user’s
mailbox/extension number.
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3.
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The users personal greeting will begin playing; you may press 1 to skip the greeting.
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4.
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Begin speaking after the tone. Press 1 again or hang up when you’re finished.
Moving a message to another user
You can move a copy of a message left in your mailbox to another user's mailbox.
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1.
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Either during or just after message playback, press 6.
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2.
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You will be prompted to do one of the following:
• Press 1 to record an optional introduction to be played before the copied message plays;
or
• Press 6 again to move the message without an introduction.
If you press 6, ignore step 3.
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3.
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When you’re finished recording the introduction, either press 1 again or hang up.
The original message will remain in your mailbox and will play again after the copy is moved.
You may press 7 to delete, or 9 to save the message. (The moved copy will remain in the other
user's mailbox, regardless, until that user deletes it.)
Changing your personal greeting
Your mailbox can store up to three different personal greetings simultaneously. You can use
each to tell callers a different reason why you are not at the phone at that time (see the
examples, below). By having three different greetings, you have less need to re-record a
greeting every time your accessability changes.
Examples
Greeting 1: Hi, this is [name] at [company]. I’m away from my desk or on the phone right
now; so please either dial zero to reach our operator, or leave me your name,
number and message at the tone and I’ll get back to you as soon as I can.
Greeting 2: Hi, this is [name] at [company]. I’m outside of the office. You may dial 122 for my
assistant. If you prefer, you may leave me a voice message at the tone — I’ll be
checking in regularly — or, if it’s important, dial 2 now to leave me an urgent
message that will page me automatically.
Greeting 3: Hi, this is [name] at [company]. It’s after normal business hours here, so please
leave a message at the tone and I'll respond on the next business day.
