Voice Mail Manual

(revised 5/06)

Voice Mail combines telephone and computer technology to provide you with a solution for answering incoming calls when you are not able to. Your voice mailbox works much like a postal mailbox, where you can "drop off" and "pick up" your messages. In addition to "playing" (listening to) messages left by callers, you can also use the service to communicate with other campus Voice Mail users. Using a touch-tone telephone (campus or off campus), you can access your voice mailbox from most any location, at anytime.

Individuals with special needs

Voice Mail also works with telecommunication devices (TDD/TTY) for the hearing impaired; however, TDD/TTY Voice Mail service must be requested and requires special set-up at no additional cost.

Standard Voice Mail | Shared Voice Mail Services | Optional Features

Standard Voice Mail

 User Tutorial

The first time you enter the Voice Mail System, you will need to finish setting up your voice mailbox by completing the Tutorial in its entirety. You will establish three things during the Tutorial: your voice mailbox's passcode, primary personal greeting, and name.

Begin by dialing 2-4141 from your campus telephone. Voice Mail requires that you enter a temporary passcode the first time you dial into the system. The system will then prompt you to record your own unique passcode, which is required to gain access to your voice mailbox.

NOTE: If you would like to go through the Tutorial, again, dial 8 from the Main Menu for User Options and 8, again, to access the Tutorial.

You will hear the following prompts when using the Tutorial:

 Create your passcode:

  • Press 8 to enter User Options
  • Press 7 to enter your passcode
  • Enter a 4-10 digit code of your choice
  • Press # to end

NOTE: You cannot use trivial passcodes like six "0's" or sequential numbers such as "1, 2, 3, 4, 5, 6."

NOTE: The system will repeat your passcode for verification. Please make note of your passcode; you are the only person who knows it. You will be asked to enter your passcode the next time you dial into your mailbox. More information about your passcode is on page 19.

 Create your primary personal greeting:

  • Press 8 to enter User Options
  • Press 4 to record your greeting
  • Press # to end recording
  • Press 7 to review your greeting
  • Press 3 to discard and re-record
  • Press 9 to save your greeting

 Create name:

  • Press 8 to enter User Options
  • Press 6 to record your name
  • Press # to end recording
  • Press 7 to review your name
  • Press 3 to discard and re-record
  • Press 9 to save your name

 Calling Voice Mail

 From your campus telephone:

  • Dial 2-4141
  • Listen for response, "Hello (your name), enter your passcode" (4-10 digits in length)

OR

If your phone indicates you have received new, un-played messages in your mailbox:

  • Dial *83 or press the Message Waiting (MWT) button on an electronic set
  • Listen for response, "Hello (your name), enter your passcode" (4-10 digits in length

NOTE: If your phone's Message Waiting Indicator is NOT on, you will need to dial 2-4141 to access the Voice Mail System. Additionally, *83 will not work from electronic sets that have the Automatic Call Distribution (ACD) feature.

NOTE: Phones that have a Message Waiting button (MWT) or light will become "lit" or "flash" to indicate there is a new message in your voice mailbox. Stutter dial tone is the Message Waiting Indicator for phones that do not have a Message Waiting button or light.

 From another campus telephone that has Voice Mail:

  • Dial 2-4141
  • Listen for response, "Hello, (user's name)...
  • Press the * (star) key when prompted to enter a passcode
  • You will transfer to the main message level and
    hear... "Welcome to the voice messaging system of The Ohio State University..."
  • Enter your mailbox number (5-digit campus extension) immediately followed by a * (star)
  • Listen for response, "Hello (your name), enter your passcode" (4-10 digits in length)

 From an off-campus telephone, or a campus telephone that does not have Voice Mail:

  • Dial the correct off campus access number based on where you are calling from: ;
    • Local Columbus area........... (614) 292-4141
    • Local Mansfield area............ (419) 747-8585
    • Local Marion area................ (740) 725-6161
    • Local Newark area............... (740) 364-7714
    • Local Wooster area.............. (330) 287-7575
    • All other off campus areas.... (614) 292-4141
    • or Dial 2-4141 from a campus phone
  • Listen for response, "Welcome to the voice messaging system of The Ohio State University..."
  • Enter your mailbox number (5-digit campus extension), immediately followed by * (star)
  • Listen for response, "Hello (your name), enter your passcode" (4-10 digits in length)

NOTE: Individuals with Shared Voice Mail should click here to refer to the instructions provided.

 Playing Messages

  • Dial into your voice mailbox
  • From the Menu of Voice Mail, Dial 7 to play messages
  • After playing the message, or at anytime during playback, you can:
    • Dial 7 to play the current message again
    • Dial 2 to answer the sender (only messages sent from other campus Voice Mail users can be answered.)
    • Dial 4 to give the message to another campus Voice Mail user
    • Dial 5 to keep the current message
    • Dial 3 to discard the message

NOTE: A standard business voice mailbox will hold a maximum of 35 messages. Each message can be up to two minutes in length.

NOTE: Received messages marked "confidential"
cannot be given (4) to another Voice Mail user.

NOTE: Kept (5) messages are stored for up to 10 days only. Kept messages older than 10 days are
automatically discarded by the Voice Mail System.

These additional Play Options can be used at anytime during message playback:

  • Dial 1 to pause (up to 30 seconds at a time) while playing a message; Dial * (star) to resume playing message
  • Dial * (star) to move back in increments of five (5) seconds
  • Dial # to move forward in increments of five (5) seconds
  • Dial 8* to rewind to the beginning of the previous message
  • Dial 8# to advance to the beginning of the next message
  • Dial 84 to replay time stamp (before original message has been played)

 Answering Messages

  • Dial into your voice mailbox
  • Dial 7 to first play the message
  • Dial 2 at the end of your message to answer, then begin recording your answer after the beep tone
  • Press # to end recording
  • After recording is complete, you may:
    • Dial 7 to review recording
    • Dial 3 to discard and re-record
    • Dial 2 to append and continue recording
    • Dial 6 to access Message Addressing Options
    • Dial 9 to send recording and exit to the Main Menu
    • After you hear, "Answer Sent" you may:
      • Dial 5 to keep the original message
      • Dial 3 to discard it

NOTE: You cannot answer (2) a message that originated from a caller who is not on the campus Voice Mail System.

 Giving Messages

  • Dial into your voice mailbox
  • Dial 7 to first play the message
  • Dial 4 at the end of the message to give (forward) it to another campus Voice Mail user
  • Dial the mailbox number(s) (5-digit campus extension) of the person(s) or distribution list that you are giving the message to
  • Dial # to record your "additional comments"(No more than three "additional comments" can be attached to a given message.)
  • Dial # to end recording
  • After recording is complete, you may:
    • Dial 7 to review recording
    • Dial 3 to discard and re-record
    • Dial 2 to append and continue recording
    • Dial 6 to access Message Addressing Options, or
    • Dial 9 to send recording and exit to the Main Menu
    • After you hear, "Your comments and a copy of the original message have been sent" you may:
      • Dial 5 to keep the original message, or
      • Dial 3 to discard it

NOTE: The maximum number of mailboxes you can give (4) a message to is 15.

NOTE: Received messages marked "confidential"
cannot be given (4) to another Voice Mail user.

NOTE: To give (4) a message to someone with a Shared Mailbox, you must enter 7 + the 5-digit phone number + that person's unique mailbox assignment such as 1, 2, 3 and so on. See page 26 for more details.

 Making Messages

  • Dial into your voice mailbox
  • From the Main Menu of Voice Mail, dial 6 to make (record) a new message for another Voice Mail user(s)
  • Dial the mailbox number(s) (5-digit campus extension) of the person(s) or distribution list that you are making a message for (Dial * (star) to delete a mailbox number)
  • Dial # after your last mailbox number and begin recording after the beep tone
  • During recording, you can:
    • Dial 1 to pause while recording (up to 30 seconds at a time)
    • Dial * (star) to resume recording
  • Dial # to end recording
  • After recording is complete, you may:
    • Dial 7 to review your message
    • Dial 3 to discard your message and re-record
    • Dial 2 to append and continue recording
    • Dial 6 to access Message Addressing Options
    • Dial 9 to send your message and exit to the Main Menu
    • After sending your message, you may:
      • Dial * (star) and the mailbox number (5-digit campus extension) to send the message to an additional Voice Mail user

NOTE: The maximum number of mailboxes you can make (6) a message for is 15.

NOTE: To make (6) a message for someone with a Shared Mailbox, you must enter 7 + the 5-digit phone number + that person's unique mailbox assignment such as 1, 2, 3 and so on.

 Message Addressing Options

Message Addressing Options allow you to further customize the delivery of each message you answer, make, or give to another Voice Mail user. These "special delivery" options must be activated prior to sending (9) your message.

  • Dial 6 to select Message Addressing Options
    • Dial 2 to mark confidential (message cannot be forwarded by others receiving it)
    • Dial 7 to request a delivery receipt
    • Dial 8 to mark urgent (these messages are played first in, first out)
    • Dial 3 to request future delivery (up to 90 days ahead)

NOTE: You can audit (change) a message that you scheduled for future delivery.

  • Dial 9 to exit Message Addressing Options

 User Options

The User Options Menu allows you to change your mailbox greetings (Primary Personal and
Conditional), name, and passcode. Under this Menu, you can also complete the Tutorial, create or change a distribution list, and activate or change Call Schedule Options.

 Greetings

When callers dial your telephone number and it forwards to your voice mailbox, they will hear your own recorded greeting.

Voice Mail provides you with two different greeting options to choose from: a Primary Personal Greeting and Conditional Greetings.

While you may record or change both types of greetings, it is important to note that only one greeting type may be "enabled" (activated) at a time. For example, callers will not hear your recorded Conditional Greetings if you have your Primary Personal Greeting enabled.

 Primary Personal Greeting

This greeting is your default greeting and is first recorded and activated when completing the User Tutorial. The Primary Personal Greeting lets you record one message that will play when a caller forwards to your mailbox. All callers sent to your mailbox on any type of forwarded condition (busy, don't answer, all calls) will hear the same message when this greeting is activated.

To create or change your Primary Personal Greeting:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 4 to change your greeting
  • Dial 7 to change your Primary Personal Greeting
    • Dial 5 to listen to your greeting
    • Dial 7 to record your greeting
    • Dial # to end recording
    • After recording, you may:
      • Dial 7 to review your greeting
      • Dial 3 to discard greeting and re-record
      • Dial 2 to append greeting and continue recording
      • Dial 9 to save greeting

NOTE: After recording your greeting, you may also need to enable (3) it.

 Conditional Greetings

This option allows you to record a different greeting for each of three call forwarding situations:

  • All Calls - All calls are programmed to automatically forward into your voice mailbox.
  • Busy - Callers forward to your mailbox when your phone number is busy.
  • Don't Answer - Callers forward to your mailbox when your phone is not answered.

NOTE: You must record all three Conditional Greetings when choosing this option. You also need to have one or more of the optional call forwarding features available (e.g. CFB, CFD, CFI or CFU) on your phone. Contact our office for more details.

To create or change your Conditional Greetings:

  • Dial into your voice mailbox
  • Dial 8 for User Options
  • Dial 4 to change your greeting
  • Dial 2 to change your Conditional Greetings
    • Dial 2 to record your busy greeting
    • Dial 3 to record your all calls greeting
    • Dial 6 to record your don't answer greeting
    • After recording, you may:
      • Dial 7 to review your greetings
      • Dial 3 to discard and re-record greetings
      • Dial 2 to append and continue recording greetings
      • Dial 9 to save greetings

NOTE: After recording your greetings, you may also need to enable (3) them.

 Enabling A Different Greeting

Your Primary Personal Greeting is your default greeting and is automatically enabled when you complete the User Tutorial.

If you alternate between using your Conditional Greetings and your Primary Personal Greeting, you will need to enable (activate) the greeting you want callers to hear, in addition to recording it.

To enable a greeting:

  • Dial into your voice mailbox
  • Dial 8 for User Options
  • Dial 4 to change your greetings
  • Dial 3 to enable a different greeting (e.g., enable your Conditional Greetings if your Primary Greeting was enabled and vice versa)
  • Dial 9 to exit to the previous menu

NOTE: Your Conditional Greetings and Primary Personal Greeting cannot be enabled (3) at the same time.

 "Zero" Condition Greeting Option

This feature gives callers the option of "pressing 0" to transfer to another campus telephone number, instead of leaving a message in your mailbox. While this is a standard feature, the Zero (0) Condition will not work unless you send our office an order request to program and activate it.

NOTE: If you have this option activated, you should inform callers in your recorded greeting that they may press 0 to speak to someone else, and then inform them of where they are transferring to (e.g. the receptionist).

 Name

When you enter your mailbox, you will first hear your recorded name before being asked to enter your passcode

To change your Name:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 6 to change your name
  • Dial 5 to listen to your name
  • Dial 7 to record your name
  • Press # to end recording
  • After recording, you may:
    • Dial 7 to review your name
    • Dial 3 to discard and re-record name
    • Dial 2 to append and continue recording name
    • Dial 9 to save your name

 Passcode

Your passcode may be four to 10 digits in length. It is recommended you select a code you will easily remember. For security, you are the only person who will know your passcode.

To change your passcode:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 7 to change your passcode
  • The system will prompt you to enter a 4-10 digit code
  • Press # to end
  • The system will then repeat the passcode you
    entered for your confirmation

NOTE: You cannot use easy-to-guess passcodes like six "0's" or sequential numbers such as "1, 2, 3, 4, 5, 6."

NOTE: It is important to remember your passcode and to keep it secure.

NOTE: If you forget your passcode, you will need to send either an e-mail or a written request to our office to have your passcode reset. Remember to include your telephone number in your request.

 Distribution Lists

A distribution list allows you to send a single
message to many people without having to dial each mailbox number. Distribution lists are individually programmed by each user and are unique to each mailbox. They are used just like other mailbox numbers when making or giving a message. A maximum of 10 distribution lists are available for each standard voice mailbox.

When creating distribution lists, you will assign a unique, two-digit code (01-10) to represent each predefined list or group of Voice Mail users.

NOTE: Each distribution list can include up to 15 members, and each member must have Voice Mail.

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 5 to create or modify a distribution list (You will be prompted to enter a two-digit code between 01-10 for the list)
  • Dial 6 to record a name for the list
  • Dial # to end recording
  • Dial 9 to save recording
  • After creating the distribution list, you may:
    • Dial 2 to add each new member
    • Dial 3 to drop a member
    • Dial 6 to record a different list name
    • Dial 7 to play the list
    • Dial 9 to save and exit to Main Menu

NOTE: Shared Mailbox numbers can be part of a Distribution List.

 Call Schedule Options

Two Call Schedule Options are available as standard Voice Mail features: Audit Future Delivery of a message and Schedule Paging. 

Audit Future Delivery
If you sent a message and requested future delivery, you may audit (change) that message before the future delivery date.

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 2 to access Call Schedule Options
  • Dial 3 to audit future delivery of a message
  • After listening to the scheduled future delivery date and time, you may:
    • Dial 2 to audit your message
    • Dial 3 to discard it
    • Dial 5 to keep it
    • Dial 7 to play the recipients
    • Dial 8 to hear the time again
    • Dial 9 to exit Call Schedule Options
    • Dial 9 again to exit to the Main Menu

 Schedule Paging

Your messages are normally held for you in your voice mailbox until you retrieve them. By accessing schedule paging through Call Schedule Options, you are able to define a schedule so that when a message arrives in your mailbox Voice Mail will notify your pager. Additionally, you can also disable and enable the optional paging feature you have.

NOTE: While schedule paging is a standard feature, Voice Mail Paging is optional and will not work unless you send our office an order request to program and activate it.

To Review your Schedule Paging:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 2 for Call Schedule Options
  • Dial 7 to Schedule Paging
    • Dial 7 to review Schedule (The system will tell you the current pager number, start time, stop time and if paging is enabled or disabled)
    • Dial 9 to exit Call Schedule Options

To Change your Schedule Paging:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 2 for Call Schedule Options
  • Dial 7 to Schedule Paging
  • Dial 8 to change the time

After the system states the current Start Time, you can:

  • Dial 2 to change the start time
    • Dial a 1-4 digit number for the time (e.g., 8-0-0 = 8:00)
    • Dial 2 for AM or 7 for PM
    • Dial 2 to re-enter start time
    • Dial 9 to save start time and exit

After the system states the current Stop Time, you can:

  • Dial 2 to change the stop time
    • Dial a 1-4 digit number for the time (e.g., 8-0-0 = 8:00)
    • Dial 2 for AM or 7 for PM
    • Dial 2 to re-enter stop time
    • Dial 9 to save stop time and exit

NOTE: The Start and Stop Time parameters are the only features you can change. You will need to contact our office to change other paging parameters.

To Disable or Enable your Schedule Paging:

  • Dial into your voice mailbox
  • Dial 8 to access User Options
  • Dial 2 for Call Schedule Options
  • Dial 7 to Schedule Paging
    • Dial 3 to disable or enable paging (The system will confirm whether paging is disabled or enabled)
    • Dial 9 to exit

NOTE: By default, your paging is enabled. When disabling paging, you must remember to turn paging back on (enable it) when needed.