UACES Facebook C.E.S.P. 11-4: Audix Mail: Voice Mail Guidelines for State Office Staff

 

System Management - Telecommunications

C.E.S.P. 11-4: Audix Mail: Voice Mail Guidelines for State Office Staff

Date Revised: 6-12-2007
Supersedes: 4-21-2001

Summary: Operation Guide and Quick Reference

Voice mail is a tool that should be used to enhance our service to clientele and to the organization. The configuration and management of voice mail directly impact the benefit to them.

  • Specialists with voice mail should program the Operator Assistance number (see Mailbox Options
  • below) to be the number of the departmental secretary assigned to that specialist.
  • Specialists with voice mail should record a greeting (see Greeting below) that will instruct the caller to press 0 (zero) to receive personal assistance from your secretary.
  • Secretaries with voice mail should not forward their phones to their voice mailboxes during working hours. Instead, they may forward the phone to voice mail at the end of each working day and remove the forward at the beginning of the next working day.
  • When away from the office for more than one day, the voice mail greeting should be changed to indicate you are away from the office and the expected date of return.
  • Each person with voice mail should program their personal verification name (see Personal Verification below)

The following provides the basic instructions for managing your Audix voice mail. These instructions are also available by dialing your voice mailbox and listening to the prompts.

A. Setting up your voice mailbox

  1. Press Voice Mail or Dial 2260

  2. Dial EXTENSION AND #

  3. Press (For password)

  4. You will hear "As you use Audix, your name will be used in system announcements."  Press 1 and at the tone record your name, after recording, Press 1 again, Press # to approve.

  5. The voicemail system tells you your password is too short, you need to create your password, enter a password (4-15 digits) and to confirm the change, re-enter your password and # (You will hear Changed, then No New Messages.) Activity Menu Plays.

  6. To record Greeting:

  • Press 3 to administer greeting

  • Press 1 to create greeting

  • Press 1 for greeting number



  • Record at the Tone
  • (Press 2, 3 to playback or 2, 1 to re-record
  • Press # to approve (When finished recording)
  • Press 1 to use this greeting on all calls.
    (IMPORTANT: Listen for the phrase "Greeting 1 active for all calls"
  • Press * * 9, then HANG UP

 

SAMPLE GREETING 

"You've reached the desk of ________(your name); I am either on my phone or away from my desk. At the tone please leave your name and number, and I will return your call as soon as I can. 

NOTE: Dialing the wrong password 3 successive times locks your mailbox.

LOGIN

On Site: Press Voice Mail or dial 2260

  • Dial EXTENSION NUMBER then #
  • If at your desk, only press #
  • Enter PASSWORD and # sign

ACTIVITY MENU

  1. Record and Send Messages
  2. Get Messages
  3. Administer Personal Greeting
  4. Check Outgoing Messages
  5. Administer Name, Password, Mailing Lists, Personal Directory
  6. Scan Messages

QUICK TIP: *4 from any menu will get you to HELP MENU

GET OR RETRIEVE MESSAGES

  • Press to Get Messages

  • Listen to Header- Date/Time/Length of Message/Internal or External caller

  • Press 0 to listen to message

  • WHEN MESSAGE IS FINISHED

  • Press to Respond or 1, 2 to Forward

  • Press # to save message

  • Press *3 (*D) to delete message

SCAN MESSAGE QUICKLY - Press 7

  • Press 1 - hear Headers and Messages or

  • Press 2 - hear Headers Only or

  • Press 3 - hear Messages Only (*There will be NO voice prompts & 3 seconds between messages:

  • Press 1 - to Respond or Forward

  • Press # to Save & Play later or

  • Press *3 (*D) to delete message

PLAYBACK CONTROLS

To control playback of messages:

  • Press 2 - Rewind to Header

  • Press 3 - Play/Pause

  • Press 4 - Louder

  • Press 5 - Backup 4 seconds

  • Press 6 - Advance 4 seconds

  • Press 7 - Softer

  • Press 8 - Slower

  • Press 9 - Faster

  • Press 0 - Play Message

  • Press - Skip & Save

PERSONAL GREETING

Press 3 for Personal Greeting

OPTIONS;

  • Press 0 to Listen to existing greetings.

  • Press 1 to Create/Change/Delete greetings

  • Press 2 to Scan greetings

  • Press 3 to Activate a greeting

RECORD ONE GREETING FOR ALL CALLS:

  1. Press 1 to Create

  2. Enter greeting number (1 thru 9)

  3. Record Greeting at tone

  4. Press 1 when finished

  5. Press 2,3 to Playback or 2,1 to rerecord

  6. Press # to Approve

  7. Press *3 to Delete & Rerecord

  8. Once approved, Press 1 to activate for all calls

TO SELECT MULTIPLE GREETINGS

Press 4 - Administer Call Types:

Internal vs. External & Out of Hours or Busy/Don't Answer & Out of Hours
  • Enter 1 - Inside or Outside or
  • Enter 2 - Busy/No Answer
  • Enter 3 - Out of Hours
  • Enter 1 - To record greeting
  • Enter Greeting Number 1

SEND MESSAGES

  • Press 1 to Send Messages

  • Press 1 to Record Messages

  • Press 1 to End recording (Press 2, 3 to Playback)

  • Press # to Approve or *3 to Rerecord

  • Enter Ext. No of person message is for and #

  • Press # to Send or

  • Press 0 to hear other options

  • Press 2 to make Priority (Placing this message at the top)