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Voicemail user guide

Accessing the system

To access the Voicemail System dial 88 (From outside the School, dial 020-7955 6880). The system will greet you and ask you for your mailbox number. This will be the same as your extension number. The system will then ask you for you PIN number which is the same as your extension number if you have not previously accessed the system to change it.

After entering your PIN number the system will inform you of any outstanding new messages currently in your mailbox.

If you are a new user to the voicemail system after entering your mailbox number the system will greet you and inform you of your current PIN number and ask you to change it to a minimum three digit number. You will not be allowed to proceed until you do so. Voicemail will then give you a brief guide to the system and inform you of any outstanding messages.

The main menu

The main menu is played as soon as you access the system. It consists of the following options:

Press '1' TO SEND A MESSAGE Allows you to send a message to any other user who has a mailbox on the system.
Press '2' TO RETRIEVE MESSAGES Allows you to retrieve any messages in your mailbox. This option will only be played if you have messages.
Press '3' FOR GREETING OPTIONS Allows you to record and select customised greetings and names.
Press '4' FOR MAILBOX OPTIONS Allows you to change your mailbox settings ie your PIN number.

The greetings menu

The system plays the greetings menu if you select '3' from the main menu. It consists of the following options:

Press '1' TO RECORD YOUR REGULAR GREETING Allows you to record your own mailbox greeting which will be played to any caller leaving a message for you.

Sending a message

To send a message select option '1' from the main menu. The system will ask you to enter the mailbox number of the desired recipient. You will then be asked to record your message. After recording, the following options are available

Press '1' TO SEND Sends the message you have just recorded to the requested mailbox.
Press '2' TO REPLAY Replays the message you have just recorded in order to check the contents.
Press '3' TO APPEND Allows you to add additional comments to the end of your message
Press '4' TO RERECORD Allows you to rerecord the message you have just recorded.

Note that you must always finish by pressing '1' if you want the message to be sent to the requested mailbox. It is not sufficient to simply record the message and then hang up.

Retrieving your messages

To retrieve your messages select option '2' from the Main Menu. If you have old and new messages the system will first ask whether you wish to retrieve old, new or all messages. The selected messages will then be replayed in chronological order during which the following options are available:

Press '1' TO REWIND Rewinds the message being played by approx 3 seconds.
Press '3' TO FORWARD Fast forwards the message being played by approx 3 seconds.
Press '4' TO START Rewinds the message being played to the start.
Press '5' TO PAUSE Pauses the message being played until you press another digit.
Press '6' TO END Fast forwards the message being played to the end.
Press '7' TO SKIP BACK Cancels the message being played and skips to the start of the previous message in your the mailbox.
Press '9' TO SKIP ON Cancels the message being played and skips to the start of the next message in your mailbox.

Additionally, the following options are available after playing each individual message in your mailbox:

Press '1' TO REPEAT Replays the time, date and contents of the current message.
Press '2' TO ERASE Erases the current message and skips to the start of the next message in your mailbox.
Press '3' TO RESPOND Allows you to respond to the current message by pressing one of the following:

'1' Forward with comments

'2' Reply to sender

Press '4' TO RETAIN Retains the current message and skips to the start of the next message in your mailbox.

After all messages of the selected type have been played you will be returned to the Main Menu.

Recording your mailbox greeting

Your mailbox greeting is played to any other caller who leaves a message for you, rather like your own personal answering machine. To record your mailbox greeting select option '3' from the Main Menu then option '1' from the Greetings Menu. Your current greeting will be played after which you will have the option to record a new one if required. You must press any key when finished recording to confirm to voicemail that this is your desired greeting

Changing your pin number

Your pin number is used for access to the system and to ensure confidentially of your messages. Initially it will be configured to be the same as your extension number and should be changed as soon as possible.. To change your PIN number slect Option '4' from the main menu then option '1' from the Mailbox options menu. Your current PIN number will be played after which you will prompted to enter a new one if required.

Using the * key

The * key is located at the bottom left of your keypad and is used to cancel the current operation or prompt that you are listening to. It may be used at any time whilst you are accessing the system.

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