Legacy Cloud: How to use the Voicemail Menu

Accessing Voicemail

From Your Own Phone

  • Press the Messages button (On a Polycom phone, navigate through the messages Menu)
  • Enter your voicemail password. The default password is _____ (You will find a temporary password in your Client Package -- always change the password).
  • If you have new messages, the messages will be identified and played.
  • After hearing any new messages, you will be presented with the Voicemail Main Menu.  The Main Menu options are listed below.

From Another Phone

  • From an internal phone, dial X55 (X= Internal Dial Digit.  If you do not know your Internal dial digit, please see your administrator).
  • Enter the voicemail mailbox number
  • Enter the password
  • After hearing any new messages, you will be presented with the Voicemail Main Menu.  The Main Menu options are listed below.

From an External Phone

  • From an external phone, dial the company main number and select the option for your ext.
  • OR
  • Dial your direct number
  • When the voicemail greetings comes on, enter *
  • When prompted, enter your voicemail password plus #
  • If you have new messages, the messages will be identified and played. After hearing any new messages, you will be presented with the Voicemail Main Menu. (By pressing the * key in the Voicemail Main Menu you will exit the voicemail system and given the option of dialing an extension). The Main Menu options are listed below.

 

Voicemail Main Menu

 

KEY

FEATURE

1

Play Inbox Messages

2

Play Saved Messages

3

Change Password

4

Play Greetings

5

Record Greetings

6

Access Personal Distribution Groups

7

Compose a New Message

8

Manage Custom Operator Number

*

Exit to Voicemail System

 

Message Playback Options

While listening to your voicemail messages, the following options are available.

 

ACTION

BEFORE MESSAGE

DURING MESSAGE

AFTER MESSAGE

Skip Envelope

NA

#

NA

Skip Message

8

NA

8

Reply to Message

2

2

2

Call Originator

3

3

3

Delete

4

4

4

Save

5

5

5

Forward Message

6

6

6

Replay Message

NA

77

7

Rewind 5 Seconds

NA

7

NA

Pause/Resume Playback

NA

8

NA

Skip Ahead 5 Seconds

NA

9

NA

Skip to the End

NA

99

NA

Skip to Previous Menu

*

*

*

 

Replying to a Message

  • While listening to a message, press 2 to reply
  • After the tone, record a message and press #
  • Select an action:
  1. To Send the message, press 1. The message will be sent and you will be returned to the previous menu
  2. To Change the message, press 2. The message will be deleted and you will be prompted to record the message again.
  3. To Review the message, press 3. The message will be played back and you will be prompted to select another action.
  4. To Mark the message Urgent and Send, press 9. The message will be marked urgent and sent. You will be disconnected from the voicemail system. When retrieving messages, urgent messages will be played first.  If configured by the recipient, the recipient may be paged when they receive an urgent message.
  5. Press * to cancel

  

Dialing the Originator

  • While listening to a message, you can call the person back by pressing 3.
  • This capability will not work if the voicemail system was not able to record the Caller ID information when the original voicemail was received or if your phone is configured with call restrictions which prevent you from calling the originator’s number.

 

Forwarding a Message

  • While listening to messages, you can forward a message to another recipient. To forward the current message, press 6.
  • Enter an extension number or Distribution Group Number + #. Repeat this step until you’ve entered all the desired destinations.
  • Press # when finished entering destinations
  • You will be prompted to record an introduction
  • After the tone, record your introductory message and press # when finished.
  • Select an action:
  1. To Forward the message, press 1. The message will be sent.
  2. To Change the introductory message, press 2. The message will be deleted and you will be prompted to record the message again.
  3. To Review the introductory message, press 3. The message will be played back and you will be prompted to select another action.
  4. To Mark the message Urgent and Send, press 9. When retrieving messages, urgent messages will be played first.  If configured by the recipient, the recipient may be paged when they receive an urgent message.

 

Composing a New Message

  • Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *.
  • From the Main Menu, press 7 to compose a new message
  • Enter an extension number or Distribution Group Number + #. Repeat this step until you’ve entered all the desired destinations.
  • Press # when finished entering destinations
  • After the tone, record your message. Press the # key when finished.
  • Select an action:
  1. To Send the message, press 1. The message will be sent and disconnect from the voicemail system.
  2. To Change the message, press 2. The message will be deleted and you will be prompted to record the message again.
  3. To Review the message, press 3. The message will be played back and you will be prompted to select another action.
  4. To set Message Options, press 4.

 

  • To mark the message Urgent, press 1.
  • To mark the message Private, press 2.
  • To request a Return Receipt, press 3.
  • To clear all these options, press 9.
  • To return to the previous menu, press *.

 

 

Changing Your Voicemail Password

  • Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *
  • From the Main Menu, press 3 to change your password
  • Enter your new password + #
  • Enter your new password again + # to confirm
  • Please note that, for security reasons, your password will automatically expire after every 30 days and you will need to reset it

 

Recording Your Personal Greetings

  • Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *.
  • From the Main Menu, press 5 to record your greetings
  • Select the greeting you’d like to record:
  1. To record a No Answer greeting, press 1
  2. To record a Do Not Disturb greeting, press 2
  3. To record a Busy greeting, press 3
  4. To record your Name, press 4
  5. To return to the main menu, press *
  • After the tone, record your greeting. Press # when finished.
  • If you don’t record a personal greeting, a generic greeting will be played.

Hearing Your Personal Greetings

  • Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *.
  • From the Main Menu, press 4 to hear your recorded greetings
  • Select the greeting you would like to hear:
  1. To hear your No Answer greeting, press 1
  2. To hear your  Do Not Disturb greeting, press 2
  3. To hear your  Busy greeting, press 3
  4. To hear your Name, press 4
  5. To return to the main menu, press *

 

Distribution Groups

Distribution Groups are used when you want to send messages to a group of users.

  • Personal Distribution Groups are managed by the end user and are available only to that user. A user may have a maximum of 20 Personal Distribution Groups (i.e., groups 80-99).

Managing Personal Distribution Lists

  • Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *.
  • From the Main Menu, press 6 to manage Personal Distribution Groups.
  • To hear a list all groups, press 1.  Each group and its members will be announced.  To skip to the next group, press #.
  • To edit an existing group, press 2.
  1. Enter the 2-digit group number (i.e., 80-99) that you’d like to edit followed by #
  2. Select the type of modifications you’d like to make:

 

  • To List all members, press 1.  Each member will be announced.  To skip to the next member, press #.
  • To Add a member, press 2.  Enter the extension number for the member followed by #.  Press # to confirm or * to cancel.
  • To Delete a member, press 3. Enter the extension number for the member followed by #.  Press # to confirm or * to cancel.
  • To Hear the Group Name, press 4.
  • To Record the Group Name, press 5.  After the tone, record the name for the group and press #.
  • To Return to the Previous Menu, press *.

 

  • To Create a group, press 3
  1. Enter the 2-digit group number (i.e., 80-99) followed by the # key
  2. After the tone, record the name for the group followed by the # key.
  3. Press # to confirm the recording or * to cancel and re-record.
  4. Enter each member’s extension followed by #.  When finished entering members, press #.
  • To Delete a group, press 4
  1. Enter the 2-digit group number to delete followed by #.
  2. Press # to confirm or * to cancel

 

Operator Assistance Number

Callers can escape from your voice mailbox be pressing 0 while hearing your mailbox greeting.  You can configure where callers are transferred when they escape from your voice mailbox.  Your default Operator Assistance Number is usually your company’s main telephone number.

To Configure Your Operator Assistance Number

  • ·Access your voice mailbox
  • If you have new messages, the messages will be identified and played. To skip to the Main Menu, press *.
  • From the Main Menu, press 8 to manage your Custom Operator Assistance Number
  • The system will announce your current Operator Assistance Number
  • To configure your operator assistance number, press 1.
  • Enter your operator assistance number followed by #
  • The system will announce your new operator assistance number and return you to the Main Menu.
  • To Restore your Default Operator Assistance Number, press 2.  The system will announce that you’ve been retuned to the default custom operator number and return you to the Main Menu

 

To return to the Main Menu, press *

 

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