Faculty Help - Access Voicemail

Instructions for accessing and setting up your voicemail

Note: This guide is for the older voicemail system.  Users on the newer Unified Messaging system should use the Unified Messaging Guides and Help page.

Quick Reference

  • Voicemail Quick Reference Guide

Accessing voicemail

All faculty and staff can have voicemail if they choose or if their supervisor deems it necessary. To access your voicemail, follow these instructions:

  • Dial 320.308.5577 from any phone (or 85577 from your desk phone)
  • Enter your mailbox number (8+XXXX), then press #. (XXXX refers to the last four digits of your phone number.)

Setting up voicemail

You must have a current voicemail account to activate your voicemail box.

First log on.

  1. Dial 85577 or press MESSAGE key if you have one on your phone
    (Hear: System Greeting)
  2. Enter: 8 + XXXX + # (XXXX refers to the last four digits of your phone number.)
  3. Enter: 320 + 308 + XXXX + # (This is now your temporary password.)

You will now change the temporary password to a new password.

Password change (password must be 8-16 digits)

  • Press 84
  • Enter temporary password (same as used in step 3 above)
    (320 + 308 + XXXX + # )
  • Enter new password + #
  • Enter new password + #
    (Confirms change.)

Your voicemail has now been activated. Use the steps below to record your name and/or a personal greeting. Refer to the Voicemail Quick Reference Card or the instructions on this page for other voicemail options.

Personal verification (spoken name)

  • Press 829
  • Press 5 to record your name (wait for tone)
  • Press # to stop recording

Personal greeting for external and internal callers

  • Press 821 for external greeting, 822 for internal greeting
  • Press 5 to record (wait for tone)
  • Press # to stop recording
  • Press 2 to check greeting

Note: To delete and rerecord the personal verification or greeting, press 76.

Subsequent log on

Office phone

  1. Dial 85577 or press MESSAGE key
  2. Enter # or your mailbox 8+XXXX+#
  3. Enter Password #

Off-site phone

  1. Dial 320-308-5577
  2. Enter Mailbox Number # (8+XXXX+#)
  3. Enter Password #

Reviewing message(s)


Play the message

press 2

Pause (stop)

press #

Skip back (5 seconds)

press 1

Skip ahead (5 seconds)

press 3

Play faster (3x max)

press 23

Play slower (2x below norm)

press 21

Decrease volume (2x below norm)

press 24

Increase volume (3x max)

press 26

Options after a message


Repeat message playback

press 2

Delete/restore the message

press 76

Next message

press 6

Previous message

press 4

Call sender

press 9

Skip greeting

press #

Additional options

press *

Mailbox parameters
(there are 7 different mailbox classes of service)


Maximum message length (in minutes)

2.5

Number of days a message can be saved

14

Maximum mailbox time allotment (in minutes)

generally 10

Express messaging

The Express Messaging feature of the Call Pilot system allows you to deposit a message directly into a coworker's mailbox.

To deposit a message:

  • Call the Express Messaging number: 85578 320.308.5578
  • At the prompt enter the desired mailbox number, then press #
  • Wait for response and tone - or - press 5 to start recording
  • Record message
  • Hang up (or press # to end recording and edit your message)

To transfer a caller directly into a mailbox:

  • With the caller on the line press Transfer
  • Dial the Express Messaging number 85578
  • At the prompt enter mailbox number #
  • Quickly press Connect (or Transfer)

Creating a temporary greeting

The temporary greeting overrides your regular greeting as soon as it is created. Thus, you need not rerecord your regular greeting to advise of schedule changes. (You must open your Mailbox.)

Temporary personal greeting (heard by all callers)

  • Press 823 for temporary greeting
  • Press 5 to record (wait for tone)
  • Press # to stop recording
  • Press 2 to check greeting

(Can delete manually with command 76 or can automatically expire by setting the “Expiry Date/Time”)

Voicemail instructions beyond the basics


Voicemail: 320.308.5577

Express messaging: 320.308.5578

Press...

1

Skip Backward

5

Record

72

Play Envelope

80

Mailbox Options

2

Play

6

Next Message

73

Forward

81

Log In

21

Slower (2-)

7*

Message Help

74

Reply All

82

Greetings

23

Faster (3+)

9

Call Sender

75

Compose

829

Personal Verification

24

Volume Down (2-)

*

Help Service

76

Delete

83

Log Off

26

Volume Up (3+)

0

Attendant/Thru Dial

77

Print

84

Password Change

3

Skip Forward

#

Enter/Stop

79

Send

85

Distribution List

4

Previous Message

71

Reply

8*

Mailbox Help

86

Go To...

Making distribution lists (lists of frequently called mailboxes)
To establish:

  • Press 85 (Distribution List command)
  • Enter the list number being established (1-9) followed by #
  • Press 5 to record the mailbox entries
  • Enter mailbox numbers separated by # and end with an extra #
  • To delete the last entry, press 0 #
  • Press 2 to review entries in the list

To review list(s):

  • Press 85 (Distribution List command)
  • Enter the list number to be reviewed (1-9) followed by #
  • Press 2 to hear the entries
  • Press 5 to add numbers (follow prompts)
  • Press 6 to find a specific number in the list (follow prompts)

Creating and sending a message
To create and send:

  • Press 75 (compose command)
  • Enter mailbox, distribution list number(s)
    (For multiple addresses: Place # between numeric entries and end the list with an extra #)
  • To cancel the last entry, press 0 #
  • Press 5 to record message
  • Press # to end recording
  • Edit, as necessary, using basic commands (2=play; 5=re-record)
  • Press 79 to send message to listed recipients

Replying to a message (internal sender only)
To sender only :

  • Press 71 (accesses sender's mailbox)
  • Press 5 to record reply
  • Press # to end recording
  • Press 79 to send reply

To sender and all recipients:

  • Press 74 (accesses all mailboxes)
  • Press 5 to record reply
  • Press # to end recording
  • Press 79 to send reply

NOTE: Command 72 lists all recipients

Forwarding a message (copy a message to another mailbox)

While at the message:

  • Press 73 (Forward Command)
  • Enter mailbox or distribution list number(s) (multiple addresses: # between entries and end with #)
    (- press 79 to copy (forward) message without prefacing comments)
  • Press 5 to record prefacing comments
  • Press # to end recording
  • Press 79 to copy (forward) message with prefacing comments
  • NOTE: Voice mail sends a copy of the message. The original is yours to delete or save.

Tagging messages (requests for special handling of messages)
Choices:

  • 70 1 Urgent (flags the recipient)
  • 70 4 Private (prevents forwarding)
  • 70 5 Acknowledge (provides a receipt for the message that you send)
  • 70 6 Timed Delivery (used only with Compose, Forward, or Reply) Required entries:

Month:

1 - 12 + #

(current month = #)

Day:

1 - 31 + #

(current day = #)

Time:

Hours = 1 - 12 + Minutes = 01 - 59 + #

(current time = #)

NOTE: a prompt will request the entry of 1 (AM) or 2 (PM)

Calling the sender of a message (internal sender only)

While at the message:

  • Press 9 (this creates a hold condition for your mailbox and places a call to the sender)
  • Talk to or leave a message for the sender
  • Take your mailbox off hold and continue your CallPilot session
  • NOTE: You must have the Conference feature to execute this call.

Special dialing

  • Dial thru: press 0 and dial extension number then press #
  • Dial by name: press 0 then 11 (enter last name then first; Q=7; Z=9)

Changing your custom operator (opt out extension number)

To change the custom operator:

  • Press 80 (Mailbox options)
  • Press 1 (to edit the custom operator); you will be advised of your current operator number
  • Enter the new operator extension number + #

Express messaging (deposit a message for a coworker)

To leave a message:

  • Dial the Express Messaging number: 85578 Off Site: 320-308-5578
  • At the prompt, enter the mailbox number then press #
  • Wait for the tone, then record
  • To tag your message Urgent, Private, or Acknowledge, see "Tagging Messages"
  • Hang up

NOTE: This allows messaging to only one mailbox at a time.

 

Contact Info

320.308.5000 or 1.800.222.1009

1540 Northway Drive
St. Cloud, MN 56303