Voice Mail Manual - Shared Voice Mail

Standard Voice Mail | Shared Voice Mail Services
Optional Features | TDD Voice Mail Instructions

 Shared Voice Mail

This Voice Mail option provides individuals who share a telephone number with their own, private, voice mailbox. You can have up to nine Shared Voice Mailboxes on one telephone number.

When a caller reaches a Shared Voice Mailbox, they will first reach the Main Mailbox and hear the main greeting. This greeting should inform the caller that you have a shared mailbox and to "press 1" for the first person, "press 2" for the next person, and so on. Upon making a selection, the Voice Mail system will transfer the caller to your Personal Voice Mailbox. The caller will then hear your own primary personal greeting.

NOTE: Callers who do not press a key or who call a Shared Mailbox from a rotary or pulse dial phone, will automatically be routed to the last mailbox to leave a message.

When you or others sharing your telephone
receive a new Voice Mail message, your telephone's
Message Waiting Indicator will be "activated". The Message Waiting Indicator will remain "activated" until you and the others have played all new
messages received.

NOTE: Phones that have a Message Waiting button (MWT) 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.

 Setting Up Shared Voice Mail

There are three parts to complete in setting up a shared mailbox. The first step is to determine each person's mailbox assignment. For example, two individuals (persons A and B) share a phone and have Shared Voice Mail. Person A selects mailbox "1", and person B takes mailbox "2". These numbers, "1" and "2", will become part of each individual's personal mailbox number. The next step is to set up the Main Mailbox. The last step is to set up your own Personal Mailbox.

 Setting up the Main Mailbox from your office telephone:

  • Dial 2-4141
  • Enter the temporary passcode. (Voice Mail requires you to enter a temporary passcode the first time you dial in to the system.)
  • The system then prompts you to record a new
    Main Mailbox passcode
    (4-10 digits in length)
    and complete the rest of the User Tutorial in its
    entirety. This means you also need to record a
    name and the primary personal greeting for the
    Main Mailbox. The User Tutorial must be
    completed before being able to access the Main
    Mailbox.

NOTE: Only one person sharing Voice Mail needs to set up the Main Mailbox. All persons with Shared Voice Mail should agree on the name, greeting, and passcode for the main mailbox.

 Setting up your Personal Mailbox from your office telephone:

  • Dial 2-4141
  • Listen for "Welcome to the voice messaging
    system of The Ohio State University...
    " (If you do not hear this message, press the * key and follow the system prompts.)
  • Enter your Personal Mailbox number (e.g. 7XXXXXY), followed by a *

NOTE: Your Personal Mailbox number consists of three parts: 7 + XXXXX (your 5-digit campus
extension) + Y (your unique mailbox assignment, such as 1, 2, 3, etc.).

  • Enter the temporary passcode (Voice Mail requires you to enter a temporary
    passcode the first time you dial into the system).
  • The system then prompts you to record a new
    passcode for your Personal Mailbox (4-10
    digits in length) and to complete the rest of
    the User Tutorial. This means you also need
    to record a name and a primary personal
    greeting for your Personal Mailbox. The User
    Tutorial must be completed in its entirety
    before you can access your Personal Mailbox.

 Calling Your Personal Mailbox

From your campus telephone or another campus telephone with Voice Mail:

  • Dial 2-4141
  • When you hear "Hello (main mailbox name)...", press *. You will transfer to the main message level and hear, "Welcome to the voice messaging system of The Ohio State University...
  • Enter your Personal Mailbox number (e.g. 7XXXXXY--See page 26), followed by a *
  • Listen for response, "Hello (personal mailbox name), enter your passcode (4-10 digits)"

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 Personal Mailbox number (e.g. 7XXXXXY--See page 26), followed by a *
  • Listen for response, "Hello (personal mailbox name), enter your passcode (4-10 digits)"

 Using Your Personal Mailbox

Once your Shared Voice Mail is set up, your Personal Voice Mailbox will have the same, basic functionality of a Standard Voice Mailbox. You can play, make, and give messages, as well as change your name, greeting, and passcode. In addition, you may use any of the optional Voice Mail features listed on pages 30-35 that you have ordered.

The main difference to note is how you call into Voice Mail and your Personal Mailbox to access these functions.

Once you have reached your Personal Mailbox:

  • Dial 7 to play a message
  • Dial 2 to answer a message after it has been played
  • Dial 4 to give a message
  • Dial 6 to make a message

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

 Changing User Options

Once you have reached your Personal Mailbox:
"¢ Dial 8 to access User Options (More details
about User Options are on pages 14-23.)
"¢ Dial 4 to change your Primary Personal
Greeting (See page 15)
"¢ Dial 6 to change your name (See page 18)
"¢ Dial 7 to change your passcode (See
page 19)
"¢ Dial 5 to create or modify a distribution
list (See page 20)
"¢ Dial 2 to access Call Schedule Options
(See pages 21-23)

Once you have reached your Personal Mailbox:

  • Dial 8 to access User Options
  • Dial 4 to change your Primary Personal Greeting
  • Dial 6 to change your name
  • Dial 7 to change your passcode.
  • Dial 5 to create or modify a distribution list
  • Dial 2 to access Call Schedule Options