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Voicemail settings

User configurable settings

These options can be configured by users with a voicemail account by dialing in to their voicemail and using the telephone keypad to make menu selections. Some of the more common options are documented below. For detailed documentation on the menu selections see the Avaya Modular Messaging Quick Reference Guide (PDF) or pick up a brochure from the NTS office in 109 East Stadium.

Managing Greetings

When you first set up your mailbox it will have a generic greeting of “Please leave a voice message for <your name>.” However you may record a personal greeting to replace the default system greeting. In addition, there is also an extended absence greeting which you can activate when you are going to be away from your phone for a long time, such as when you are on vacation. Lastly, you may record up to nine optional greetings which can be individually activated for all calls or for specific calls based on the following conditions:

  • Whether the call is coming from another campus extension or an off-campus telephone
  • Whether the call is being answered during business hours or not
  • Whether you are busy on the phone or you just didn't answer the call

To manage your greetings, press [3] from the main activity menu after you sign in to your voicemail account. From here you can do the following things:

  • [0] to listen to a specific greeting
  • [1] to record a greeting
  • [2] to quickly scan all greetings and the rules that govern their playback
  • [3] to delete a greeting
  • [5] to activate a greeting

Example: To record a vacation message (extended absence). From the main activity menu press [3][1][2]. Now record your message and press [#] when done. After saving the message, the system will return you to the personal greeting menu. To activate the vacation message immediately press [5][2]. To activate later, sign in and press [3][5][2].

While the extended absence message is active, the system will remind you every time you call in to check your voicemail and give you the opportunity to disable it by pressing [2].

For more details and options about personal greetings please see the “Creating multiple personal greetings page of the documentation brochure. You can pick one up from our office or online.

Voicemail distribution lists

You can record and send out voicemail messages to a single user or to an entire list of users at the same time. To create and manage voicemail distribution lists through your telephone, press [5][1] from the main activity menu. To create a list, press [1]. You will be prompted for a list ID. Enter one or more numbers followed by [#]. You will now be prompted to speak a list name followed by [1] and [#] to approve the recording. Now enter a list of extensions to add to the list. Follow each extension with [#]. When you have added all of the extensions, press [#]again to finish.

Now you can record messages by pressing [1] from the main activity menu. After you have recorded the message and pressed [#] to approve it, you can press [*][5] to send it to a distribution list.

For more details about how to administer distribution lists please see the “Recording and sending messages page of the detailed documentation brochure. You can pick one up from our office or online.

Notification

The voicemail system can be configured to notify you by phone, pager or e-mail when a new voice message is waiting for you. To set up notification you will need to contact our office. Once it is set up you can enable and disable it in the telephone menu. To do so, press [6][3][9] from the main activity menu. To turn it off, press [6][3][6]

Changing your recorded name

Your recorded name is used to identify your voicemail box in the default greeting as well as in distribution lists and the subscriber directory. If you have not recorded your name, the system will attempt to pronounce it using text-to-speech technology which may mispronounce it so we recommend everyone record their name. You should be prompted to record your name the first time you sign in to the voicemail system. If you ever need to change it you can do so by pressing [5][5] from the main activity menu. Speak your name as you want other people to hear it and then press [#]

Setting a personal operator

You can set a personal operator in your voicemail options. This allows people to be transferred to a coworker or a main office if they press [0] while your greeting is playing. To set a personal operator, press [5][6][1] from the main activity menu. Then enter the extension of the person whom you wish to designate as your personal operator, followed by [#]

Accessing your voicemail from a speed dial button

You can program one of your telephone's speed dial buttons to automatically call the voicemail system and sign you in. To do so, refer to our telephone manuals to learn how to program your phone. The number to program in is as follows: 22300 [pause] # <your voicemail password> #

Notifications of new voicemail messages via pager, cell phone, or e-mail:

Voicemail users will normally use the message waiting light on their phone to become aware of new voicemail messages. However, this may be inadequate for some users that are not physically around their phone much. When a voicemail box has notifications set up and turned on and a caller calls into the voicemail box, they will be given the option to send a notification with their voicemail. This gives the end user some control over indicating how important their voicemail is and how urgent their needs are. If the user does not opt to have a notification sent with their voicemail, then obviously no notification will be sent.

If you have a pager through NTS or a pager that has a local access number in Manhattan or Salina, you can set up notifications to go to your pager.

If you have a cell phone, you can set up notifications so that an e-mail is sent to your cell phone. Each cell phone provider has a special e-mail address so that when e-mail is received the provider sends a text message to the cell phone. Your phone will need to have text messaging enabled, which is usually enabled by default for most providers. And charges may apply depending on the service plan on the cell phone with the cell phone provider.

If you prefer to receive notifications by e-mail, this can be set up too. It does not have to be your K-State e-mail address.

To configure your notification options, sign in to the web client at http://webclient.telecom.ksu.edu/webmsg/ and click on "Options" in the top navigation bar, followed by "Web Subscriber Options in the left navigation menu. Now select "Notification" and finally the "Notify me" option. Now you can set up one or multiple notification rules for your mailbox.

Once you have set up your notification rules, they must be enabled. This can be done on the phone by dialing into your voice mailbox and pressing [6][3][9]. To disable the feature, press [6][3][6].