Voicemail is a good way to leave a message when the person you wish to speak to is on the phone or out of the office.

1. How voicemail works
2. Set up
3. Access
4. Listen to messages
5. Customise account
6. Record and send messages
7. Divert calls

How voicemail works

There is no charge for UWA voicemail system.

Voicemail allows a caller to record a message in the voice mailbox, if the call is not answered.

You are encouraged to activate your voice mailbox and record a personal greeting. Otherwise, if a call is not answered, the call just rings out or the caller gets an impersonal greeting.

You can listen to your voicemail messages from your extension or from another extension or even from off campus. Messages can be saved, deleted or forwarded to another extension.

You can also customise your voice mailbox to use other features.

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Set up

When you first get a phone extension you should customise your voicemail facility by:

• changing your PIN (the default is 0000): 3 - 1 - 4
• recording your name: 3 - 1 - 5
• recording a personal greeting: 3 - 1 - 3.

(Refer Customise account).

To cancel an action and exit to a higher level on the menu hierarchy at any time, press the * key (asterisk).

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Access

If you do not already have your voicemail set up, contact the switchboard on extension 99.

On campus

• Dial extension 7999. Alternatively, press the flashing message waiting light. Note: if message waiting light is pressed when not flashing, system will not respond. You must revert to dialling 7999.
• When asked to enter your security code", enter your PIN (default for new extensions is 0000).
• You will now have access to your voicemail. Follow the voice prompts for instructions.

Another extension  

• Dial extension 7999 and immediately press *.
• You will be asked to enter your mailbox number; enter your telephone extension number.
• When asked to enter your security code, enter your voicemail PIN.
• You will now have access to your voicemail. Follow the voice prompts for instructions.

From home or off-campus 

• Dial (08) 6488 7999. International callers will need to use +61 8 6488 7999.
• When asked to enter your mailbox number, enter your 4-digit extension number.
• When asked to enter your security code, enter the PIN for your voicemail box.

You will now have access to your voicemail. Follow the voice prompts for instructions.

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Listen to messages

Access voice mail box and press:

• 1 to listen to new messages, or
• 5 to listen to saved messages.

While listening to messages the following options are valid, so press:

• 1 to Pause/Resume the message you are listening to. While paused, you can press:
  • 4 to increase the speed
  • 6 to increase the volume
  • 7 to reduce the speed
  • 9 to reduce the volume
• 2 to forward the message on to other voicemail boxes (you may specify more than one). Follow the voice instructions
• 3 to back up five seconds and repeat a portion of the message
• 4 to discard the message. You may be asked to confirm that you wish to discard
• 5 to save the message for future review (Note the system only retains saved messages for a maximum of two weeks)
• 6 to review and listen to the message from the beginning
• 7 to skip to the next message without performing any action on the current message.
• 8 to reply and press
  • 2 to record a reply voicemail message
  • 9 to transfer to the sender of the message
• 9 to advance five seconds through the message. Press 9 again to advance through in five-second increments
• 0 to obtain information on the sender of the message by pressing
  • 0 again
• # to get help and a listing of the menu options
• * to cancel/exit.

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Customise account

Access your voicemail, then press 3 to customise your voicemail account and:

• 1 to set personal options, or
• 2 to set messaging options, or
• 3 to set automated attendant options.

Personal options

• 1 to change message notification.

You can set your voicemail box to ring any phone you stipulate whenever you have messages. For example, if you are going to be out of the office, but are expecting an important message, the voicemail system will ring you at the nominated number(s), where you can listen to your messages.

• 2 to change daily message reminder.

If you do not have a message waiting light, you have the option of setting a daily message reminder. The voicemail system will ring you every day at a number and time specified by you, to play your messages over the phone.

• 3 to record your personal greeting.

The less formal the greeting the better, as it encourages the caller to leave a message.

Here are some examples:

Personal greeting

Hello, you have reached (insert name).  I'm not available to take your call at the moment, but please leave your name, number and a brief message after the tone, and I'll ring you back.

Hello, this is (isnert name), from the department of ....  I'm out of the office at the moment, so please leave your name, number and a brief message after the tone, and I'll return your call.

Hi, you've called (insert name), I'm not here at the moment, but don't waste your call, leave your name, number and a brief message after the tone, and I'll get back to you.

As long as you mention your name and ask the caller to leave their details after the tone, you shouldn't have any problems.

Busy greeting

When speaking on the phone to someone and a third party calls, instead of the third party hearing a busy tone, they can receive a greeting from you saying you are on the phone, leave a message after the tone and you will ring them back.

Note: Before the below instructions can be started, the switchboard on x99 will need to be called so the feature can be set-up.

• Dial 7999.
• Enter your security code.
• Press 3 - phone manager.
• Press 1 - personal options.
• Press 3 - record a personal greeting.
• Press 1 - busy greeting.
• Follow the prompts.

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Examples of the busy greeting are similar to the personal greeting:

 

Hi, you have reached (insert name). I'm on the phone at the moment, so leave your name and number after the tone and I'll ring you back.

Hi, you have reached (insert name). I'm on the phone at the moment, so call me back in a couple of minutes, or leave your name, number and a brief message, and I'll get back to you.

To change your PIN

Follow the prompts. (If you lose or forget your security code, ring the switchboard on extension 99. They will reset the code, then the above instructions can be followed.)

• 5 to record your name
• 6 to record an announcement for a sponsored mailbox.

This section is where you would record extended absence greetings, divert to external numbers and the like. To use this feature you will need to ring the switchboard on extension 99 so that this option can be set up. Once the switchboard has set up the option, you will be sent/faxed instructions on how to use it.

• 7 change language selection.

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Messaging options

• 2 to record a name for a sponsored mailbox
• 3 to change a personal distribution list.

A distribution list contains names and numbers that are given to the switchboard from a person or department to be labelled with a general mailbox number. If there is an important message that needs to be told to a group of people, the distribution list number will save a lot of time.

To use the list number:

• dial 7999
• enter security code
• press 2 - record and send a message.

When the system asks to enter the mailbox number of the person to whom your message should be sent:

• enter distribution list number obtained by the switchboard
• follow prompts to record message.

The message will be sent to everyone listed in that group.

If you want to add or delete a person from the list, you can do this over the phone:

• dial 7999
• press 3 - phone manager
• press 2 - messaging options
• press 3 - change a personal distribution list
• follow prompts.

• 4 to change automatic message forwarding.

If you would like someone to deal with your messages while you are away without them accessing your mailbox, you can use the automatic message forwarding option. This means whenever someone leaves a message on your mailbox while you're away, a copy of that message will be sent to the person you have specified to handle.

• 5 to change message presentation

You can change the order in which you receive your messages, that is: first in, first heard; last in first heard or you can hear urgent messages first or normal first and so on.

Automated attendant options

• 3 to change extension-specific processing.

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Record and send messages

Access your voicemail box and press 2 to record and send messages and, when prompted, enter the voicemail box number to which you wish to send a message.

While recording your message the following options are valid. Press:

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Divert calls

If you have a digital phone (usually beige in colour) or a screen display phone (varied colours), you can have a divert key programmed into it, if it is not already done.

This key is a programmed button you press to divert all calls directly to voicemail. For example, if you wanted to catch up on some work, or have a meeting in your office and do not want any interruptions or disturbances by phone, the divert key will divert any callers who ring your phone to voicemail. Your phone will not ring at all.

If you are unsure if you have a divert key or you have any queries, phone the switchboard on extension 99, and they will help you.

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