Voice Mail

Introduction

Voice-mail messaging is available to members of Kenyon's staff, administrators, and faculty. This service allows users to receive personal messages when they are away from their phones or while their phones are in use.

Voice-mail messages are accessible from any phone on campus by calling the Message Center Number, 7000. Messages are also accessible remotely from any touch-tone phone.

When a call is received in your absence, it will transfer to voice mail after the fourth ring. Follow instructions in section Logging Into Your Mailbox to receive your recorded messages.

Logging into your mailbox

Dial the Message Center Number, 7000 (from off campus dial 740-427-7000).

When prompted for your mailbox number, enter your four-digit pbx number and press #.

Enter your password #### plus the (#) sign. Employee passwords are set when first hired). Contact the Telecommunications Coordinator at pbx 5703 to receive a temporary password to your voice mailbox. To protect your privacy you are required to change your password from the temporary one you were first assigned. See instructions below for Changing Your Password.
A complete list of mailbox options is available by pressing 8* when logged into your mailbox. The following instructions refer to the most commonly accessed options.

Changing your password

You can change your password as often as desired. However, you cannot use a password that has been used previously. (Employee passwords are set when first hired. All student passwords are re-set each fall. For fall semester 2010-11, initial student passwords will be set to 2010).

While logged into the voice-mail system, press 84.
You will be prompted to enter your old (current) password, then press #.
You will be prompted to enter your new password, then #. (Your password may be from four to sixteen numbers or alphabetic characters.
When prompted, enter the new password again, then press #.
Your password is now changed and should be used from now on when logging into your voice mail box.

Playing Messages

If you have a non-digital phone, you may have a "message waiting" indicator light which flashes to indicate new messages, or you may hear a special "stutter"dial tone when you pick up the handset. If you have a digital phone (with a column or two of buttons), there is also an indicator light that lights up.

Dial "7000" (on digital phones, simply press the Message button) to login to voice mail. After logging in, listen to the mailbox summary. It will tell you how many new messages you have. New messages play first, followed by all previously played messages, in chronological order. Listen to the first message announcement. At the beginning of the message, you will hear the sender's name or extension number, date, and time of message.

Following are the various options that can be used with each message being played:

To play the message, press 2.
To skip back 5 seconds through the message, press 1.
To skip forward 5 seconds, press 3.
To pause, press #; to continue, press 2
To go to the next message, press 6
To go to the previous message, press 4.
To go to a specific message, press 86, then press the message number.
To delete a message, press 76 while the message is being played.
To restore a deleted message (in the current session), press 76 again.
To replay the message envelope, press 72.

Recording External, Internal, & Temporary Greetings

With this system you have the option of recording both an external and internal greeting. Callers from off campus hear your external greeting; callers on campus hear your internal greeting. If you wish to have only one greeting then record only an external greeting.

While logged into the voice mail system, press 82 to access the Greetings menu.
Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.
To hear the current greeting, press 2.
If you want to delete the greeting and record a new one, press (76) when playing the message to delete it.
Press 5 to record a new greeting. Wait for the tone before you start to speak.
Press # to end the recording. When you have finished recording, you can re-play the greeting (2) to test. If you need to revise it, you must first delete it (76) while listening to the message, and then re-record it (5). If you delete your internal greeting, all callers will still hear your external greeting.
To exit the Greetings menu, press 4.

Recording Your Name (personal verification)

Personal verification is a recording you make of your own name and other information, such as your title or extension umber. This information is attached to the front of voice-mail messages you leave for others and tells that person who called and to what extension return calls should be made.

While logged into the voice-mail system, press 82 to access the Greetings menu. Press 9 to access the Personal Verification greeting.
Press 2 to hear the current Personal Verification greeting. Press 76 to delete it if you wish to record another greeting.
Press 5 to record a new greeting. Wait for the tone, then record your name, your title and/or extension number. (Use the extension number to which return calls should be made).
Press # to end the recording. Your new Personal Verification greeting is now in effect.

Assigning a Custom Operator

You can offer your callers the alternatives of either leaving a message or speaking to one of your assistants or colleagues. In your greeting, you can tell callers to press zero (0) after the tone if they wish to speak to someone in your absence.

While logged into the voice-mail system, press 80 for mailbox options.
Press 1 to change the operator.
Enter the 4-digit number you wish your callers to be transferred to, then press the #.

Replying to messages

You can record a reply to a voice-mail message in your mailbox (if the message was sent from a campus telephone).

Immediately after listening to the message, press 71 to reply to the sender.
Press 5 to record your reply. Wait for the tone, then begin speaking.
When you have finished recording, press #.
To send the message, press 79.

Forwarding messages

You can forward a message to another person's mailbox. An introduction to the original message can also be added.

After hearing the message, press 73 to forward.
Enter the mailbox number to which you want to forward the message, then press #. Repeat these steps for any other mailboxes to which you wish to forward the message.
Press # again after entering all numbers to send the message to the voice mail boxes you just entered.
Optional: To record an introduction, press 5, wait for the tone, then speak. Press # to end your recording.
To send the message, press 79.

Sending Express Messages

Express messaging is a method of leaving a message in another person's mailbox without first calling their telephone.

Pick up handset and dial the Express Message Center, 7001.
Enter the mailbox number of the person for whom you are leaving the message, then press #.
Wait for the tone, then record your message. Hang up when you are finished.

Transferring Callers to a Person's Voice Mailbox

If you have a caller on the line and want to transfer them directly into another person's mailbox, follow these instructions (using a digital phone):

Tell the caller you are transferring them into the recipient's voice mailbox.
Press the Transfer button.
When you hear the dialtone, dial the Express Message Center, 7001.
Dial the recipient's phone number, followed by the # sign.
When the recipient's greeting begins to play, press Transfer again.

Logging Off

Press 83 at any time to exit the voice-mail system, and hang up.

More Information

Telecommunications Coodinator: 740/427-5703
HelpLine: 740/427-5700