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System Management
Telecommunications
AUDIX VOICEMAIL
Policy Number: C.E.S.P. 11-4
Date Revised: 6-12-2007
Supersedes: 4-21-2001 |
Summary: Operation Guide and Quick Reference
Voice mail is a tool that should be used to enhance our service to
clientele and to the organization. The configuration and management of
voice mail directly impact the benefit to them.
• Specialists with voice mail should program the Operator Assistance
number (see below) to be
the number of the departmental secretary assigned to that specialist.
• Specialists with voice mail should record a greeting (see below) that will instruct the caller to press 0 (zero) to
receive personal assistance from your secretary.
• Secretaries with voice mail should not forward their phones to
their voice mailboxes during working hours. Instead, they may forward
the phone to voice mail at the end of each working day and remove the
forward at the beginning of the next working day.
• When away from the office for more than one day, the voice mail
greeting should be changed to indicate you are away from the office and
the expected date of return.
• Each person with voice mail should program their personal
verification name (see below)
The following provides the basic instructions for managing your
Audix voice mail. These instructions are also available by dialing
your voice mailbox and listening to the prompts.
A. Setting up your voice mailbox
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Press Voice Mail or Dial 2260
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Dial EXTENSION AND #
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Press # (For password)
You will hear "As you use Audix, your name will
be used in system announcements." Press 1
and at the tone record your name, after recording,
Press 1 again, Press # to approve.
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The voicemail system tells you your password is too
short, you need to create your password, enter a password
(4-15 digits) and # to confirm the change, re-enter your
password and # (You will hear Changed, then
No New Messages.) Activity Menu Plays.
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To record Greeting:
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Press 3 to administer greeting
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Press 1 to create greeting
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Press 1 for greeting number
- Record at the Tone
- (Press 2, 3 to playback or 2, 1 to re-record
- Press # to approve (When finished recording)
- Dial EXTENSION NUMBER then #
- If at your desk, only press #
- Enter PASSWORD and # sign
ACTIVITY MENU
- Record and Send Messages
- Get Messages
- Administer Personal Greeting
- Check Outgoing Messages
- Administer Name, Password, Mailing Lists, Personal Directory
- Scan Messages
QUICK TIP: *4 from any menu will get you to HELP MENU
GET OR RETRIEVE MESSAGES
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Press 2 to Get Messages
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Listen to Header- Date/Time/Length of
Message/Internal or External caller
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Press 0 to listen to message
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WHEN MESSAGE IS FINISHED
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Press 1 to Respond or 1, 2 to
Forward
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Press # to save message
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Press *3 (*D) to delete message
SCAN MESSAGE QUICKLY - Press 7
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Press 1 - hear Headers and Messages or
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Press 2 - hear Headers Only or
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Press 3 - hear Messages Only (*There will be
NO voice prompts & 3 seconds between messages:
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Press 1 - to Respond or Forward
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Press # to Save & Play later or
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Press *3 (*D) to delete message
PLAYBACK CONTROLS
To control playback of messages:
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Press 2 - Rewind to Header
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Press 3 - Play/Pause
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Press 4 - Louder
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Press 5 - Backup 4 seconds
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Press 6 - Advance 4 seconds
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Press 7 - Softer
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Press 8 - Slower
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Press 9 - Faster
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Press 0 - Play Message
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Press # - Skip & Save
PERSONAL GREETING
Press 3 for Personal Greeting
OPTIONS;
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Press 0 to Listen to existing greetings.
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Press 1 to Create/Change/Delete greetings
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Press 2 to Scan greetings
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Press 3 to Activate a greeting
RECORD ONE GREETING FOR ALL CALLS:
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Press 1 to Create
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Enter greeting number (1 thru 9)
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Record Greeting at tone
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Press 1 when finished
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Press 2,3 to Playback or 2,1 to rerecord
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Press # to Approve
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Press *3 to Delete & Rerecord
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Once approved, Press 1 to activate for all calls
TO SELECT MULTIPLE GREETINGS
Press 4 - Administer Call Types:
Internal vs. External & Out of Hours or Busy/Don't Answer & Out of Hours
- Enter 1 - Inside or Outside or
- Enter 2 - Busy/No Answer
- Enter 3 - Out of Hours
- Enter 1 - To record greeting
- Enter Greeting Number 1
SEND MESSAGES
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Press 1 to Send Messages
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Press 1 to Record Messages
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Press 1 to End recording (Press 2, 3 to
Playback)
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Press # to Approve or *3 to Rerecord
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Enter Ext. No of person message is for and #
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Press # to Send or
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Press 0 to hear other options
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Press 2 to make Priority (Placing this message
at the top)
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