User Reference: New Voice Mail System

INDEX
Access Voice Mail from On-Campus Telephone
Access Voice Mail Remotely
Change Extended Out-of-Office Greeting
Change Name
Change Personal Greeting
Change Security Code
Exit Voice Mail
Forward Voice Mail Messages (with and without delivery options)
Listen to Messages
Message Review Options
Record and Send Messages (with and without delivery options)
Reply Directly to Voice Mail
Reply Directly to Caller's Extension
Sample Greetings
Transfer Directly to Voice Mailbox

Welcome!

This User Reference Guide provides detailed information about the advanced features available in the CallXpress Voice Mail System. Listen to the menu prompts, as many options presented are not identical to the previous voice mail system. The first time you access voice mail by pressing the VM button or *5 key from an on-campus phone, you will be prompted by the set-up assistant to enter/record certain information, i.e., your initial security code, a new security code, your name and your personal greeting. Please listen carefully to the prompts. Please navigate through our list of topics and sub-topics below, for which information is available.

Voicemail Access Number: (510) 885-7020

Mailbox Number: Your 5-Digit Extension

Initial Security Code: 00000 (New Security Code can be from 5 to 15 digits)

The * key allows you to go back to the previous menu. If you are at the MAIN SUBSCRIBER MENU, the * key will exit you from your voice mailbox.
If you get lost in your box, press * until you hear the system say, Thank you for calling.

ACCESS VOICE MAIL FROM YOUR ON-CAMPUS TELEPHONE
Press the Voice Mail Button (multi-line phones), or Press *5 (single line phones)
Enter security code
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ACCESS YOUR VOICE MAIL REMOTELY (from off-campus or an on-campus phone other than your own)

To access Voice Mail from another on-campus telephone, dial 5-7020
To access Voice Mail from off-campus, dial (510) 885-7020
You will be prompted, To enter your mailbox press #.
Enter your mailbox number (your telephone extension)
Enter your security code

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FEATURES

CHANGE YOUR SECURITY CODE
Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 4 to Change Your Security Code
Enter a new security code followed by the # key

To confirm re-enter your new security code followed by the # key
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CHANGE YOUR NAME
Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 5 to Record Your Name
Press 2 to Start Recording
Press 2 to Stop Recording
Press 5 to Save
Press 6 to Review
Press 4 to Discard and Re-record

Press * to Quit
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CHANGE YOUR PERSONAL GREETING (see sample greetings at end of document)

Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 3 for Personal Greeting Options
Press 2 to Record a Normal Greeting (this is your Personal Greeting)
Press 2 to Start Recording
Press 2 to Stop Recording
Press 4 to Discard and Re-record
Press 5 to Save
Press 6 to Review
Press * to Quit
[INDEX] [FAQS] [TELSVCS]

CHANGE YOUR EXTENDED OUT-OF-OFFICE GREETING
Press 4 for Phone Manager Functions
Press 1 for Personal Options
Press 3 to Record a Personal Greeting
Press 3 to Record Out-of-Office Greeting

Press 2 to Start Recording
Press 2 to Stop Recording
Press 4 to Discard and Re-record
Press 5 to Save
Press 6 to Review

Press * to Quit
[INDEX] [FAQS] [TELSVCS]

LISTEN TO YOUR MESSAGES
Press 1 to Listen to Messages
Press 1 to Listen to Unread Messages
Press 2 to Listen to All Messages (only your read messages--not your saved ones)
Press 5 to Listen to Saved Messages
Press * to Quit
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MESSAGE REVIEW OPTIONS

YOU MUST FINISH LISTENING TO THE MESSAGE, OR PRESS 3 3 TO ADVANCE TO THE END, TO PERFORM ANY ACTION

WHILE LISTENING
Press 1 to Backup 5 Seconds
Press 1 1 to Return to Start
Press 2 to Pause
Press 3 to Advance 5 Seconds
Press 3 3 to Advance to End
Press 4 to Decrease Speed
Press 4 4 to Slowest Speed
Press 6 to Increase Speed
Press 6 6 to Fastest Speed
Press # to Skip to Next Message
Press # # to Go to Saved Messages

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AFTER LISTENING
Press 4 to Review
Press 5 to Play Message Envelope Information (gives date and time)
Press 6 to Forward
Press 7 to Delete

Press 8 to Reply Directly to Voicemail

Press 2 to Start Recording

Press # to Stop Recording

    Press # to Send Message
Press 9 to Save
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RECORD AND SEND MESSAGE WITH OR WITHOUT DELIVERY OPTIONS

RECORD AND SEND A MESSAGE WITHOUT DELIVERY OPTIONS
Press 2
Record your message at the tone

Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording
Enter destination mailbox number
Press # to Send
Press * if No More Recipients
[INDEX] [FAQS] [TELSVCS]

RECORD AND SEND A MESSAGE WITH DELIVERY OPTIONS
Press 2
Record your message at the tone

Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record

Press # to Stop Recording
Enter Destination Mailbox Number
Press 0 for Delivery/Routing Options
Press 2 for Urgent Delivery
Press 3 to Request Receipt Notification (email telephonehelp@csueastbay.edu to activate)
Press 4 to Specify Future Delivery
Enter a 6-digit date (MMDDYY)
Enter a 4-digit time of day (HHMM) followed by the # key
Press 1 for AM
Press 9 for PM
Press * Cancel
Press # to Send
Press * if No More Recipients
[INDEX] [FAQS] [TELSVCS]

FORWARD A MESSAGE WITH OR WITHOUT DELIVERY OPTIONS

FORWARD A MESSAGE WITHOUT DELIVERY OPTIONS
Press 6 to Forward
Record your message at the tone
Press 2 to Pause Recording
Press 5 to Start Recording After Pausing
Press * to Discard and Re-record
Press # to Stop Recording and Send Message
Enter the destination mailbox number
Press # to Send
Press * if No More Recipients
[INDEX] [FAQS] [TELSVCS]

FORWARD A MESSAGE WITH DELIVERY OPTIONS
Press 6 to Forward
Record your message at the tone

Press 2 to Pause Recording

Press 5 to Start Recording After Pausing

Press * to Discard and Re-record

Press # to Stop Recording and Send Message
Enter Destination Mailbox Number
Press 0 to Review Your Delivery/Routing Options
Press 2 for Urgent Delivery
Press 3 to Request Receipt Notification (must activate to receive a confirmation)
Press 4 to Specify Future Delivery
Enter a 6-digit date (MMDDYY)
Enter a 4-digit time of day (HHMM) followed by the # key
Press 1 for AM
Press 9 for PM
Press * to Cancel
Press # to Send
Press * if No More Recipients
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REPLY DIRECTLY TO VOICE MAIL

Press 8 to Reply Directly to Voicemail
Press 2 to Start Recording

Press # to Stop Recording

Press # to Send the Message
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REPLY DIRECTLY TO CALLER'S EXTENSION

Press 8 8 to Reply Directly to Caller's Extension

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TRANSFER DIRECTLY TO VOICE MAILBOX
Press Transfer
Dial 5-7020 (you will hear attendant – DO NOT press #)
Dial extension where the call needs to be transferred

Hang up

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EXIT VOICE MAIL - Exit your box properly by pressing the * key until you hear, Thank you for calling. There are two reasons for this:

For some phones if you exit your box by pressing your switch hook (hang up button) and immediately make another call, you may be in transfer mode. When you hang up from that call, you will be transferring your mailbox to that person. If that person is still on the line, they will be able to listen to your messages, or change your password and greetings. Many users have experienced voicemail messages where they hear the voicemail system saying, To delete this message press 3... This was because of someone not exiting their box properly, making another call, hearing that voicemail answered and hanging up. They transferred their voicemail box to someone else's voicemail box and their box recorded the menu of the callers box.

Messages can appear to be delayed messages when they are not. If a new message enters your box as you are setting the handset down, the system will begin to notify you that a new message has arrived because it does not know you are done. This may cause your voicemail light to remain off because voicemail thinks it told you about your message. The next time you log in and hear the date/timestamp on your message, you are going to think, "I checked my messages since then. Voicemail is not giving me my messages in a timely manner." And you will call Telephone Services.
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SAMPLE GREETINGS

Sample 1: Thank you for calling. You have reached the voicemail box for _________. Please leave a detailed message and I'll return your call as soon as possible.

Sample 2: You have reached the voicemail box for __________. Please leave a detailed message and I'll return your call as soon as possible. When finished leaving your message, you may press # for additional options or hang up. Thank you for calling. In the future, you may press # to bypass this greeting and leave a message.
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***If you need more help, contact telephonehelp@csueastbay.edu***