Using Your Telephone

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

If you haven't setup your voice mailbox, visit the Setup page and follow the instructions to setup your Voice Mailbox.

 

Voice Mail Basics

 

Voice Mail and Phone Tips and Tricks

Press [1][1] to skip to the start of the message.
Press [3][3] to skip to the end of the message.
Pressing [1]  or [3] a single time, will rewind or advance a few seconds.
Pressing [3][3][7] will delete the message
Pressing [3][3][9] will save the message (it remains in your mailbox 
                                but is no longer marked as a new message)

Pick up your phone and get a dial tone.
Press [*][8]
Hang up the phone.
To Cancel:
Pick up your phone and get a dial tone.
Press [#][8][8] and hang up the phone.

Pick up your phone and get a dial tone.
Press [*][2] followed by the 5-digit campus extension number where calls will be forwarded.
Hang up the phone.
To stop forwarding your calls:
Pick up your phone and get a dial tone.
Press [#][2][2] and hang up the phone.

NOTE: To be found at an off-campus number, you need to configure Call Me or Find Me via the Web Configuration Tool or Outlook plug-in.

Guide to Analog Phones

Documentation for Single line/Analog Telephone Sets:
Models: 2500, 6210, 6211, 6220, 6221, 8101, 8110

This document can also be picked up from your department coordinator or from the Telecommunication
Services Office.

All of the below is Copyright protected by JTM Associates, Inc.

Call Features

Abbreviated Dialing/Speed Calling

 

Signals

 

Automatic Call Back/Return Call - To be called back when a busy extension becomes free or when a party returns to their office.

To activate a busy extension:

While listening to a busy signal, DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*5) HEAR Confirmation TONE, HANGUP, Notes 1 & 2

To Activate to an unanswered
extension:

While listening to the ring, DEPRESS [FLASH/RECALL], HEAR Recall Dial Tone, DIAL (*5), HANG UP, Notes 1, 2, & 3

When you are called back:

Listen for three short rings, LIFT Receiver and HEAR ringing, WAIT for answer, Note 4

To Cancel:

Listen for Dial Tone, DIAL (#55), HEAR Confirmation Tone, HANG UP

Notes:

Note 1: If you reach a Reorder/Fast Busy, you either have another Automatic Callback active or someone else has previously activated the feature to the same number and is waiting callback.
Note 2: If you are on a call when the system calls you back, you will receive three beeps. You have 15 seconds to take the call before it is automatically canceled.
Note 3: The next time the called party uses their phone, you will be called back when they hang up.
Note 4: If you hear a short busy signal followed by Confirmation Tone, the extension you called became busy before you answered, Hang up and your Automatic Callback will be reactivated.

Call Forwarding All Calls - To have all your incoming calls ring at another phone.

To Activate

Listen for Dial Tone, DIAL (*2), HEAR Dial Tone, DIAL Extension HEAR Confirmation Tone, HANG UP, your calls will be forwarded, Note 1

To Cancel

Listen for Dial Tone, DIAL (#22) HEAR Confirmation Tone, HANG UP

Note:

Note 1: you must cancel Send All Calls, if it is active, for forwarding to operate.

Call Forwarding Busy & Don't Answer -To have your incoming calls ring at another phone when your line is either busy or does not answer after 3 rings.

To Activate:

Listen for Dial Tone, DIAL (*3), HEAR Dial Tone, DIAL Extension HEAR Confirmation Tone, HANG UP, your calls will be forwarded, Note 1

To Cancel:

Listen for Dial Tone, DIAL (#22) HEAR Confirmation Tone, HANG UP, Note 2

Notes:

Note 1: You must cancel Send All calls, if it is active, for forwarding to operate.
Note 2: You do not have to cancel existing forwarding in order to change either the forwarding destination or type of forwarding and destination.

Call Hold - To place a call on hold.

To Hold a call:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*4) HEAR Dial
Tone, LAY RECEIVER DOWN/do not hang up

To Hold a call and consult with another party:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*4) HEAR Dial
Tone, DIAL 3rd Party, Party Answers, Converse

To Alternate between parties:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, Begin Talking
Immediately, Note 1

To Return to held call:

HANG UP, Your phone will ring with three short rings, ANSWER/Resume
Conversation, Note 2

Notes:

Note 1: Your present call is put on hold and the
previously held call is returned to your line unless the party has hung
up. If the party has hung up, you will receive Dial Tone. Hang
up and your phone will be rung back with three short rings with the
remaining party.
Note 2: The present party (if any) is disconnected and your
phone will be rung back if the held party is still holding. If your
phone rings back but with one or two rings instead of three short rings you
are receiving a new call.

Call Pick-Up - To answer a ringing phone in your Pick-up Group

To Pick Up from an idle phone:

Listen for Dial Tone, DIAL (*7) Begin talking immediately,
Note 1

To Hold a call and consult with another party:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, Dial (*4) HEAR Dial
Tone, DIAL (*7) Begin Talking Immediately,
Note 2

To alternate between parties:

DEPRESS [FLASH/RECALL] Hear Recall Dial Tone, Dial (*4) Begin talking
immediately
Notes 3 & 4

To Return to held call:

HANG UP, Your phone will ring with three short rings, ANSWER/Resume
Conversation, Note 5

Notes:

Note 1: If you receive a Busy signal, either the calling
party hung up, someone else picked up the call, or the ringing phone is not
in your Pickup Group.
Note 2: Your present call is put on hold and the incoming call
is put through unless it was either picked up by someone else or the
calling party hung up. In either of these cases, you will receive a
busy signal. Hang up and you will be rung back if the held party is
still holding. If you are not rung back, your party hung up while
waiting.
Note 3: Your present call is put on hold and the previously
held call is returned to your line unless the party has hung up. If
the party has hung up, you will receive Dial Tone. Hang up and your
phone will be rung backup with three short rings with the remaining party.
Note 4: If you did not dial (*4) before (*7) when you put your
original call on hold, you will get a 3-way conference with the two parties
after you depress [FLASH/RECALL]
Note 5: The present party (if any) is disconnected and your
phone will be rung back if the held party is still holding. If your
phone rings back but with one or two rings instead of three short rings, you are receiving a new call.

Call Coverage - To redirect your calls to Coverage.

Busy and Don't Answer Coverage:

If activated by your Counselor, your calls will automatically be
redirected to your first available Coverage Point after three rings and/or
(Depending on Counselor specifications) if your line is busy

Send All Calls To Coverage - To Activate:

Listen for Dial Tone, DIAL (*8) HEAR Confirmation Tone, HANG UP, All
of your calls will be redirected to your first available Coverage Point

Send All Calls To Coverage - To Cancel:

Listen for Dial Tone, DIAL (#88) HEAR Confirmation Tone, Hang up

Data
Privacy/Priority Calling Deny - To
block Priority Call Waiting Beep tones on your line.

To Activate:

Listen for Dial Tone, DIAL (#50) HEAR Dial Tone, PROCEED with dialing
the extension or outside number as otherwise instructed, Note 1

To Cancel:

HANG UP, This feature is automatically canceled when you hang up

 

Notes:

Note 1: This feature cannot be activated for incoming
calls unless the incoming call is first parked and then retrieved after
dialing the Privacy Feature code.

 

Last Number
Redial - To have the system redial the last number you called.

To Activate:

Listen for Dial Tone, DIAL (#73) WAIT for number to be dialed, Note
1

Notes:

Note 1: Last Number Redial wil
not redial an
Authorization Code.

Paging - To page over loudspeakers in your department

To Page from an idle phone:

Listen for Dial Tone, DIAL ( )Page or [DIAL
paging zone code and PAGE (as locally optioned)], HANG UP

To Hold a call and page:

Use the Park Feature below to park the call, then use "To Page
from an idle phone" above

Parking Deluxe - To park a call so that it can be retrieved from
either another or your phone.

To Park a call:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL
( ), HEAR Dial Tone, DIAL (the extension number where the
call is to be parked or # if it the same as current number), HEAR
Confirmation Tone, HANG UP, Note 1

To Retrieve a parked call from an idle phone:

Listen for Dial Tone, DIAL (#77) Hear Dial Tone, Dial (the extension
number where the call is to be parked or # if it the same as current
number), HEAR Confirmation Tone, Begin talking immediately, Note
2

To Hold a call and retrieve a parked call:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*4) HEAR Dial
Tone, DIAL (#77) HEAR Dial Tone, DIAL (the extension number where the call
is to be parked or # if it the same as current number), HEAR Confirmation
Tone, Begin talking immediately, Note 2

To return to a held call:

HANG UP, Your phone will ring with three short rings, ANSWER/Resume
Conversation, Note 3

Notes:

Note 1: If you receive a busy signal, someone else is
parking a call. If you receive a reorder signal, call is already
parked on the extension. You will be rung back in three minutes if
the call is not retrieved and your line is available to be called.
Note 2: If you receive siren tone, either the party has hung
or you dialed an extension that does not have a parked call.
Note 3: The present party (if any) is disconnected and your
phone will be rung back if the held party is still holding. If your
phone rings back but with one or two rings
instead of three short rings, you are recieved
a new call.

Priority
Calling/Call Waiting (To Answer) -
To transfer a call or conference a third party

To Hold a call and answer a call:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*4) Begin talking
immediately, Note 1

To Alternate between calls:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (*4) Begin talking
immediately, Notes 2 & 3

To Return to a held call:

HANG UP, Your phone will ring with three short rings, ANSWER/Resume
Conversation, Note 3

Notes:

Note 1: Your present call is put on hold and the
incoming call is put through unless the calling party hung up. If the
calling party hung up, you will receive a Dial Tone. Hang up and you
will be rung back if the held party is still holding. If you are not
rung back, your party hung up while waiting.
Note 2: Your present call is put on hold and the previously held call is returned to your line unless the party has hung up. If the party has hung up, you will receive Dial Tone, Hang up and your phone will be rung back with three short rings with
the remaining party.
Note 3: If you dial (*7) to pick up another call instead of (*4) to answer the Priority Call, you will get the picked up call. If you then depress [FLASH/RECALL] you will get a 3-way call conference with the last two parties.
Note 4: The present party (if any) is disconnected and your phone will be rung back if the held party is still holding. If your phone rings back but with one or two rings instead of three short rings, you are receiving a new call.

Send All Calls - See Call Coverage feature

Transfer/Conference- To transfer a call or conference a third party

To Transfer a call:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL third party Note
1, ANNOUNCE call, DEPRESS [FLASH/RECALL], INTRODUCE parties and HANG
UP,
Note 2

To Conference a third party:

DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL third party Note
1, ANNOUNCE call, DEPRESS [FLASH/RECALL], INTRODUCE parties and begin
conference.

To Drop a third party from a conference:

DEPRESS [FLASH/RECALL], Third party is released

To Drop a busy signal, a ring no answer, or recording, etc.:

DEPRESS [FLASH/RECALL] HEAR Busy/Ring-No-Answer/Recording, etc.
DEPRESS [FLASH/RECALL], Busy/Ring, Recording are released, CONTINUE
conversation with remaining party.

Notes:

Note 1: If the party or number you dialed cannot be reached for any reason (dialing error, busy, ring-no-answer, wrong person, recording, etc.) depress [FLASH/RECALL]. If you reached a number that rings-no answer or is outside the
system (an access code such as 9 was dialed) you will be reconnected with your original party along with your third party connections. If you reached an extension that was busy, the busy signal will remain.
Depress [FLASH/RECALL] again to release the third party connection or
extension busy signal.
Note 2: Parties transferred using Guest Password will not receive the personal greeting of the mail box.

Transfer to Audix/Voice Mail - To transfer a call to Voice mail

To Transfer a Call You Received by Call Coverage /Call Pickup To the Called Party's Voice Mail:

If the calling party confirms that they called the desired party's extension rather than your extension, DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL (#89) HANG UP, Note 1

To Transfer a Call Made to Your Extension To Another Party's Voice
Mail

If the calling party called your extension but desired another party's voice mail, DEPRESS [FLASH/RECALL] HEAR Recall Dial Tone, DIAL 7-7131(Audix) WAIT for Audix to Answer, DIAL the extension number of the desired party's mail box DIAL (#), HANG UP.

Notes:

Note 1: If the caller dialed your extension instead of the desired party's extension, the call will be transferred to your voice mailbox.

Abbreviated Dialing/Speed Calling
The following local/long distance telephone numbers including access codes, area codes, and international codes may be dialed automatically by using the procedures below:
Personal List

To Access Personal List to Make A Call:

Listen for Dial Tone, DIAL (*0) HEAR Dial Tone, DIAL Abbreviated Dial Code Number (01-99, 00), WAIT for answer

To Program A Number To Be Called Using Personal List:
  1. Listen for Dial Tone, DIAL (#80) HEAR Dial Tone, DIAL (1) HEAR Dial Tone
  2. DIAL an Abbreviated Dial Code Number (01-99, 00) HEAR Dial Tone
  3. DIAL the number to be called including appropriate access codes such as 9)
  4. DIAL (#) HEAR Recall
    Dial Tone, HANG UP/OR Program next Dial Code by dialing the code
    (01-99, 00) and continuing with step #3 above.

Note:

The Dial Code Numbers (01-99, 00) which are available to you are determined by your Counselor. For all numbers except International Numbers (9-011- etc.), an Authorization Code may be programmed after entering a telephone number by dialing the Authorization Code immediately after entering the number but before going to step #4.

Group List

To Access Group List to Make A Call:

Listen for Dial Tone, DIAL (*1) HEAR Dial Tone, DIAL Abbreviated Dial Code Number (01-99, 00), WAIT for answer

To Program A Number To Be Called Using Group List
  1. Listen for Dial Tone, DIAL (#81) HEAR Dial Tone, DIAL the four digit Group List Number (eg. 0001) HEAR Dial Tone
  2. DIAL the two digit Abbreviated Dial Code Number (01-99, 00) HEAR Dial Tone.
  3. DIAL the number to
    be called including appropriate access codes such as 9)
  4. DIAL (#) HEAR Recall Dial Tone, HANG UP/OR Program next Dial Code by dialing the code (01-99, 00) and continuing with step #3 above.

Notes:

Note 1: The Dial Code Numbers (01-99, 00) which are available to you are determined by your Counselor. For all numbers except International Numbers (9-011- etc.), an Authorization Code may be programmed after entering a telephone number by dialing the Authorization Code immediately after entering the number but before going to step #4.

Note 2: Only the controlling extension can program a Group Abbreviated Dialing List.

Signals
One short ring - call from another extension
One short tone - your call is going to a coverage point
Two short rings - call from outside system
Three short rings or three soft beeps - priority call, automatic callback, or consult
"Call Waiting Ring Back" - ring with lower pitch to the end (signals caller that call waiting tones have been sent to called extension and extension is busy)

 

If you have any questions or comments about the web site please contact Telecom Customer Service

Guide to Digital Phones

"How to" for Digital/Multi-line Telephone Sets
6408,6416,6424,7434,8410,8434

All of the below is copyright protected by the JTM Associates, Inc.

Call Features

Abbreviated Dialing Lists

Displays & Codes

Automatic Call Back / Return Call - To be called back when a busy extension becomes free or when a party returns to their office.

To Activate to a busy extension:

While listening to a busy signal, DEPRESS [AUTOMATIC CALLBACK] HEAR Confirmation Tone, HANG UP,
Note 1

To Activate to an Unanswered extension:

While listening to a busy signal, DEPRESS [AUTOMATIC CALLBACK] HEAR Confirmation Tone, HANG UP, Notes 1 and 2

When you are called back:

Listen for three short rings, LIFT Receiver and HEAR ringing, WAIT for answer, Note 3

Notes:

Note 1: If you reach a Recorded/Fast Busy, you either have another Automatic Callback active or someone else has previously activated the feature to the same number and is waiting callback.
Note 2: The next time the called party uses their phone, you will be called when they hang up.
Note 3: If you hear a short busy signal followed by Confirmation Tone, the extension you called became busy before you answered. Hang up and your Automatic Callback will be reactivated.

Call Forwarding / All Calls - to have all your incoming calls ring at another phone.

To Activate:

Listen for Dial Tone on the line you wish to forward, DEPRESS the [CALLFORWARD ALL] designated for the extension being forwarded HEAR Dial Tone, DIAL (Forwarded-To Extension) HEAR Confirmation Tone, Associated button lamp lights HANG UP, your calls will be forwarded, Note 1

To Cancel:

DEPRESS [CALLFORWARD ALL] designated for the extension being cancelled, Associated button lamp goes out, Note 2

Notes:

Note 1: You must cancel Send All Calls, if it is active, for forwarding to operate.
Note 2: You do not have to cancel existing forwarding in order to change either the forwarding destination or Type of forwarding and destination.

Call Forwarding / Busy / DA - To have your incoming calls ring at another phone when your line is either busy or does not answer after 3 rings.

To Activate:

Listen for Dial Tone on the line you wish to forward, DEPRESS the [CALLFORWARD BUSY/DA] designated for the extension being forwarded HEAR Dial Tone, DIAL (Forwarded-To Extension) HEAR Confirmation Tone, Associated button lamp lights HANG UP, your calls will be forwarded, Note 1

To Cancel:

DEPRESS [CALLFORWARD BUSY/DA] designated for the extension being cancelled, Associated button lamp goes out, Note 2

Notes:

Note 1: You must cancel Send All Calls, if it is active, for forwarding to operate.
Note 2: You do not have to cancel existing forwarding in order to change either the forwarding destination or type of forwarding and destination.

Call Hold - To place a call on hold.

To Hold a call:

While connected to a call appearance DEPRESS [HOLD], Associated button lamp blinks indicating call is on hold, HANG UP or DEPRESS another line button.

To Return to a held call:

DEPRESS the button of the associated line that is on hold.

Call Pick-Up - To answer a ringing phone in your Pick-up Group.

To Pick Up form an idle line:

Listen for DIAL TONE on an idle appearance, DEPRESS [CALL PICK UP] Begin talking immediately, Note 1

To Hold a call Pick Up:

DEPRESS [HOLD] Associated button lamp blinks, SELECT another line appearance HEAR Dial Tone, DEPRESS [CALL PICK UP] Begin talking immediately, Note 1

To Alternate between calls:

DEPRESS [HOLD] Associated button lamp blinks, DEPRESS [held call appearance], resume conversation

To Return to a held call:

DEPRESS [held call appearance], resume conversation

Notes:

Note 1: If you receive a Busy signal, either the calling party hung up, someone else picked up the call, or the ringing phone is not in your Pick-Up Group. If your Pick-Up button is not blinking, the ringing phone is not in your Pick-Up Group and cannot be answered using this feature.

Call Coverage - To redirect your calls to Coverage.

Busy and Don't Answer Coverage:

If activated by your Counselor, your calls will automatically be redirected to your first available Coverage Point after rings and /or if your line is busy

Send All Calls To Coverage To Activate:

Without lifting the receiver DEPRESS [SEND ALL CALLS] OR SEND EXTENSION], Associated button lamp lights, All of your calls or the calls of the extension associated with the Send Extension button will be redirected to the first available Coverage Point.

Send All Calls To Coverage To Cancel:

Without lifting the receiver, DEPRESS [SEND ALL CALLS] or [SEND EXTENSION], Associated button lamp goes out

Conference 6-Way- See the Conference Calls page.

Last Number Redial - To have the system redial the last number you call.

To Activate:

Listen for Dial Tone, DEPRESS [LAST NUMBER REDIAL] WAIT for number to be dialed, Note 1

Notes:

Note : Last Number Redial will not redial an Authorization Code.

Paging - To page over loudspeaker in your department.

To Page from an idle phone:

Listen for Dial Tone, DIAL ( ) PAGE or [DIAL paging zone code for PAGE (as locally optioned)], HANG UP

To Hold a call and page:

DEPRESS [HOLD], DPRESS an idle line appearance, Listen for Dial Tone, DIAL ( ) PAGE or [DIAL paging zone code for PAGE (as locally optioned)], HANG UP

Parking Deluxe - To park a call so that it can be retrieved from either another or your phone.

To Park a call:

[LAST NUMBER REDIAL] WAIT for number to be dialed, Note 1

To Retrieve a parked call from an idle phone:

Listen for Dial Tone, DIAL (#77) HEAR Dial Tone, DIAL (the extension number on which the call is parked or # it is the same as current number), HEAR Confirmation Tone, HANG UP,
Note 1

To Hold a call and retrieve a parked call:

DEPRESS [HOLD], DEPRESS an idle line appearance and listen for Dial Tone, DIAL (#77) HEAR Dial Tone, DIAL (the extension number on which the call is parked or # if same as current number), HEAR Confirmation Tone Begin talking Immediately, Note 2

Notes:

Note 1: If you receive a busy signal someone else is parking a call. If you receive a reorder signal, another call is already parked on the extension. You will be rung back in three minutes if the call is not retrieved and your line is available to be called.
Note 2: If you receive siren tone, either the party has hung up or you dialed an extension that does not have a parked call.

Privacy for Bridged Lines - To prevent interruption of conversation on a call-by-call basis for bridged lines.

To Activate:

Listen for Dial Tone, DIAL (#60) HEAR Dial Tone, PROCEED with dialing the extension or outside number as otherwise instructed, Note 1

To Cancel:

HANG UP, This feature is automatically canceled when you hang up.

Notes:

Note 1: This feature cannot be activated for incoming calls unless the incoming call is first parked and then retrieved after dialing the Privacy Feature code.

Send All Calls - See Call Coverage features.

Transfer/Conference - To transfer a call or conference a third party.

To Transfer a call:

DEPRESS [TRANSFER] HEAR Dial Tone, DIAL third party, Note 1, ANNOUNCE call, DEPRESS [CONFERENCE], INTRODUCE parties and HANG UP, Note 2

To Conference a third party:

DEPRESS [TRANSFER] HEAR Dial Tone, DIAL third party, Note 1, ANNOUNCE call, DEPRESS [CONFERENCE], INTRODUCE parties and begin conference, Note 2

To Drop a third party from a conference:

DEPRESS [DROP], Third party is released.

To Drop a busy signal, a ring no answer, or recording, etc.:

DEPRESS button appearance of original extension being transfered / conferenced

Notes:

Note 1: If the third party or number you dialed cannot be reached for any reason (dialing error, busy, ring-no-answer, wrong person, recording, etc.) depress button appearance of original extension being transferred.
Note 2: When/If you hang up, one of the remaining parties must be either an extension within the system or an incoming call.

Transfer to Audix / Voice mail - To transfer a call to Voice Mail.

To Transfer a call you received by Call Coverage / Call Pickup to the Called Party's Voice Mail:

For phones equipped with a display which confirms that the call was to the extension of the desired party or (for phones without a display) if the calling party confirms that they called the desired party's extension rather than your extension, DEPRESS [TRANSFER] HEAR Dial Tone, DEPRESS [TRANSFER TO AUDIX], DEPRESS [TRANSFER] HANG UP, Note

To Transfer a call made to your Extension to another Party's Voice Mail:

If the calling party called your extension but desires another party's voice mail, DEPRESS [TRANSFER] HEAR Dial Tone, DIAL 7-7131 (Audix) Wait for Audix to Answer, DIAL the 5 digit extension number of the desired party's mail box, DIAL (#), and immediately DEPRESS [TRANSFER] Hang up.

Note:

Note: If the caller dialed your extension instead of the desired party's extension, the call will be transferred to your voice mail box.

Abbreviated Dialing / Speed Calling - The following local/long distance telephone numbers including access codes, area codes, and international codes may be dialed automatically b using the procedures below:

To Access an AUTODIAL Button To Make A Call:

Listen for Dial Tone, DEPRESS [AUTODIAL/AD] Button, Wait for call completion

To Program a Number To Be Called Using an AUTODIAL Button:
  1. Listen for Dial Tone, DIAL (#80) HEAR Dial Tone
  2. DEPRESS [AUTODIAL/AD] Button HEAR Dial Tone
  3. DIAL the number to be called (including appropriate access codes such as 9)
  4. DEPRESS [AUTODIAL/AD] Button HEAR Recall Dial Tone, HANG UP/OR Program next Button by depressing the button and continuing with step #3 above.

Note:

The maximum digit capacity for an AUTODIAL button is 16 digits (including 9-1 etc). Therefore, an authorization code cannot be programmed as the last part of the number and some International numbers will exceed the 16 digit capacity including (9-011 etc).

Personal List

To Access Personal List to Make A Call:

Listen for Dial Tone, Dial (*0) HEAR Dial Tone, DIAL Abbreviated Dial Code Number (01-99, 00), WAIT for call completion

To Program A Number To Be Called Using Personal List:
  1. Listen for Dial Tone, DIAL (#80) HEAR Dial Tone, DIAL (1) HEAR Dial Tone
  2. DIAL an Abbreviated Dial Code Number (01-99, 00) HEAR Dial Tone
  3. DIAL the number to be called (including appropriate access codes such as 9)
  4. DIAL (#) HEAR Recall Dial Tone, HANG UP/OR Program next Dial Code by dialing the code (01-99, 00) and continuing with step #3 above.

Note:

The Dial Code Numbers (01-99, 00) which are available to you are determined by your Counselor. For all numbers except International Numbers (9-011 - etc.), an Authorization Code may be programmed after entering a telephone number by dialing the Authorization Code immediately after entering the number but before going to step #4

Group List

To Access Group List to Make A Call:

Listen for Dial Tone, Dial (*1) HEAR Dial Tone, DIAL Abbreviated Dial Code Number (01-99, 00), WAIT for call completion

To Program A Number To Be Called Using Group List:
  1. Listen for Dial Tone, DIAL (#81) HEAR Dial Tone, DIAL the four digit Group List (Ex. 0001)
  2. DIAL the two digit Abbreviated Dial Code Number (01-99, 00) HEAR Dial Tone
  3. DIAL the number to be called (including appropriate access codes such as 9)
  4. DIAL (#) HEAR Recall Dial Tone, HANG UP/OR Program next Dial Code by dialing the code (01-99, 00) and continuing with step #3 above.

Notes:

Note : The Dial Code Numbers (01-99, 00) which are available to you are determined by your Counselor. For all numbers except International Numbers (9-011 - etc.), an Authorization Code may be programmed after entering a telephone number by dialing the Authorization Code immediately after entering the number but before going to step #4

Note 2: The Group Abbreviated Dialing List can only be programmed by the controlling extension.

Display Control Buttons and Formats

Menu -

Displays the first set of soft key selections (6400/8400 sets).

Exit/Normal-

Exits the Menu (6400/8400 sets), returns the instruments to the Normal mode and allows connection to calls.

<-- Prev-

Displays the previous set of soft keys selections (6400/8400 sets).

Next --> -

Displays the next set of soft keys selections (6400/8400/ sets).

Inspect -

Allows depression of a line button without connecting to it. Used to display name/number of party on a line either before answering or after placing on hold. Be sure to re-depress Exit/Normal after using this button.

Date/Time -

Provides a momentary display of the current date and time.

Timer -

Provides a stopwatch function. Calls can continue to be answered while the Timer is on.

Directory -

Allows names of personnel and departments to be entered using the dial pad (last name, [use * for comma] First) to display their extension numbers. Be sure to re-depress Exit/Normal after using this button.

View -

When depressed, allows Abbreviated Dialing buttons to be depressed to display the number (if any) stored on the button.

Directory
Next -

Provides a scrolling function when using the Directory feature and displays the next available name (if any).

Display Codes

f =

The call you are answering is being forwarded

p =

the call you are answering is being answered using Call Pickup

d =

the called party did not answer and Coverage directed the call to you

s =

the called party has Send All Calls active and Coverage location or through Call Pickup

c =

the called party has permanent Send All Calls coverage

B =

the called extension is busy and Hunting directed the call to you

forward =

the extension you called is forwarded to another extension

cover =

the extension you called is being answered at a Coverage location or through Call Pickup

ARS =

the call is being processed through ARS

callback =

Auto Call Backup active for the ringing line

park =

the call has been parked

wait =

the called party is busy and has received call waiting tones

Feature Access Codes

Feature

Code

Abbreviated Dialing
Access Personal List
Access Group List
Access System List
Program

*0 or *1
*1
#91
#80

Automatic Callback
Active
Cancel

*5
#55

Call Forwarding
Active
Cancel

*2
#22

Call Forwarding/Bsy/Da
Active
Cancel

*3
#22

Call Hold

*4

Call Pickup

*7

Last Number Redial

#73

Send All Calls
Active
Cancel

*8
#88

Transfer to Voice Mail

#89

 

Conference Calling

There are three ways to do Conference Calling.

Setting up a conference call for less than 6 people on your digital phone

If you have a digital phone you can place your own conference all for 6 or less people including the call initiator .

To activate a conference call from a digital phone.

  1. Listen for dial tone
  2. DIAL the number for the first party
  3. When the first party is on line DEPRESS [CONFERENCE]
  4. HEAR dial tone
  5. DIAL the number of the second party
  6. When the second party is on the line DEPRESS [CONFERENCE]
  7. You and your second party will be joined with the first party.

To add parties after the second party

  1. DEPRESS [CONFERENCE] HEAR dial tone
  2. DIAL the number of the next party
  3. When the next party answers DERPRESS [CONFERENCE]
  4. You and your parties will be joined with the conference
  5. Repeat the some procedure to add additional parties

NOTE:

If the party you dialed cannot be reached for any reason (dialing error, busy, ring-no-answer, wrong person, recording, etc.) depress button appearance of original extension being conferenced.

When/If you hang up, one of the remaining parties in the conference must be an extension on campus. If the initiator of the call will not be participating in the call it is recommended that they stay in the call and just put the call on hold after all member are conferenced on.

Setting up a conference call for 3 or less people on your analog phone.

To activate a conference call form an analog phone.

  1. Listen for dial tone
  2. DIAL the number of the first party
  3. When the first party is on the line DEPRESS [FLASH] or [RECALL]
  4. DIAL the number of the second party
  5. When the second party is on the line DEPRESS [FLASH] or [RECALL]
  6. You and your second party will be joined with the first party.

If you have a conference call that requires 6 or more people, please visit OSU MeetMe Conference Services to request an audio or video conference.

Voice Mail

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

Read the FAQ to get the scoop on why a new voice mail system was implemented, who was affected by this change, and more!

  • The new voice mail system supports two types of subscribers.  Which type are you?

Integrated Voice/E-mail Subscribers

If you currently receive your e-mail via Network Services Exchange? Server, then you will be an "Integrated Voice/E-mail" subscriber.  You will have a voice mailbox that comes with added features and capabilities.

Voice Mail Only Subscribers

If you don't receive your e-mail via Network Services Exchange Server, then you will be a "Voice Mail Only" subscriber.  You will continue to receive a standard voice mailbox.

  • All subscribers will want to visit the Using Your Telephone page for information about interacting with voice mail from your telephone.
  • If you will be an Integrated Voice/E-mail subscriber, visit the Voice/E-mail Integration web page to read about some of the new features.

Popular Voice Mail Options

LOGIN TO YOUR VOICE MAILBOX

From Your Phone

  1. Dial 7-7111, enter your password, and press [#].

From Another User’s Phone

  1. Dial 7-7111.
  2. Press [*], then [#], and then enter your 5-digit extension number.
  3. Enter your password and press [#].

From Off-Campus

  1. Dial 541-737-7111.
  2. Press [#] and then enter your 5-digit extension number.
  3. Enter your password and press [#].

REVIEW MESSAGES

To Review Messages

  1. Login to your voice mailbox.
  2. Press [1][1] to listen to new voice messages

While listening, press:                             After listening, press: 

[1][1]  Rewind to start of msg                 [4]         Replay 

[1]       Rewind 5 seconds                        [7]         Delete

[2]       Pause/Resume                             [5]         Envelope Info

[3]       Advance 5 seconds                      [9]         Save message

[3][3]  Advance to end of msg                 [#]         Skip to next message

[5]       Envelope Info                                 [6][1]    Forward without comment

[9]       Louder                                             [6][2]    Forward with comment

[7]       Quieter                                             [8]         Reply

PERSONAL GREETINGS
  1. Login to your voice mailbox.
  2. Press [4] to access Personal Configuration Options.
  3. Press [1] to record Personal Greetings or Prompts.
  4. Choose a greeting type…
    1. For Personal Greeting, press [1] (plays for all calls when it’s active).
    2. For Extended Absence Greeting, press [2].
      (this greeting will override all other greetings when it’s active)
    3. For Optional Greetings, press [3] then press greeting number (1-9).
    4. After your greeting or prompt is recorded…
      1. Press [1] to accept.
      2. Press [2] to re-record.
      3. Press [3] to delete.

FORWARDING CALLS
  1. Get a dial tone on the phone to be forwarded (no need to login to voice mail).
  2. To activate forwarding, press [*][2] followed by the 5-digit extension number
     to where calls will be forwarded.
  3. To deactivate forwarding, get a dial tone on phone that was forwarded and
    press [#][2][2] .

SEND MESSAGES
  1. Login to your voice mailbox.
  2. Press [2].  When prompted, record your message.
  3. Press [#] when finished recording.
  4. Enter destination mailbox number followed by [#].
    1. For multiple mailboxes, press [#] after each mailbox number.
    2. When finished enter destination mailbox numbers, press [#][#].
    3. Press [#] to send the message.

Voice Mail Setup

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

How to setup your voice mailbox

1. Get the default voice mailbox password from your department telephone coordinator.

2. Dial 7-7111.

3. Login with the default password and press the pound key.

4. A tutorial will play and prompt you to:

  • Change your password - your password must be between 5-15 digits, cannot start with a zero, cannot be your phone number, cannon be repetitive (e.g.-77777), and cannot be consecutive numbers (e.g.-123456).
  • Record your name
  • Record a Personal Greeting
  • Record a Please Hold prompt (Optional)

5. Please allow at least 10 minutes before accessing your mailbox again to allow setup to complete.


Optional mailbox configuration

Voice Mail FAQ

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

What information on the new system is available to subscribers?

  • If you haven't already setup your new voice mailbox, do so immediately.  Instructions are on our Voice Mail Setup web page.
  • For those voice mail subscribers that receive e-mail from the Network Services Exchange? e-mail server, visit the Integrated Voice/E-mail web page to learn about additional features.

Who does this affect? 

  • The change affected nearly all faculty and staff at Oregon State University.  Specifically, all people on campus that subscribe to a voice mailbox.

Why did we need a new voice mail system?

  • The old voice mail system was several years old, outdated, and no longer supported by the manufacturer.  Parts became very costly and were increasingly difficult to locate.

What changed? 

  • You still dial into voice mail at 7-7111 as before, but the menu options have changed on the new system.  That is, you will press different numbers to perform tasks such as listen, delete, skip, and forward.  We’ve prepared a Using Your Telephone web page that contains instructions and tips to help smooth the transition.
  • For those users that receive e-mail from the OSU Network Services Exchange e-mail servers, a feature added is the ability to listen to voice mail messages from their e-mail Inbox.  They can also call into voice mail and have e-mail messages read to them over the phone.

What happened to my old voice mail box and messages? 

  • The old Audix voice mail system was decommissioned.  All messages and greetings on that system were deleted and there was no way to transfer them to the new system.

Can I still call into voice mail like I used to do?  I just want to dial 7-7111 and get my messages.

  • Yes.  The new voice mail system still allows you to dial in and listen to your messages.  The menu options have changed, though, so we prepared a Using Your Telephone web page that contains instructions and tips to help smooth the transition.  One advantage of the new menu options is that they are the same menu options used by most major telephone companies including Qwest, Verizon and AT&T.

Can I setup my new mailbox before the April 10 cutover date? 

  • Yes.  You can dial 7-7111 to access the new system and follow the prompts tMade o setup your new voice mailbox.  For most of you, your telephone number (mailbox number) will not change from its current number.

Am I an “Integrated Voice/E-mail”  subscriber or a “Voice Only” subscriber?

  • If you currently receive your e-mail via Network Services Exchange Server, then you are an Integrated Voice/E-mail subscriber.  You have a voice mailbox that has many added features and capabilities.
  •  If you don’t receive e-mail from Network Services Exchange Server, then you are considered a Voice Only subscriber.  Your voice mailbox does not have added features and capabilities.

I receive my e-mail through Network Services so I know I can use the extra features in Modular Messaging.  Do I have to use Outlook as my e-mail program in order to listen to my voice mail messages in my e-mail Inbox?

  • No.  Outlook does provide the most functionality when it comes to the extra features in Modular Messaging, but most any computer (Windows or Mac) or device (smartphone, iPod Touch, etc.) that you use to retrieve your e-mail can playback the voice mail messages that are in your Inbox.  Voice mail messages are stored as a .WAV file attachment within the e-mail message.  These files can be played with any compatible media player.

Who can I call for help? 

Voice/E-mail Integration

Setup | FAQ | Using Your Telephone | Voice/Email Integration | Glossary / Feature Descriptions

Tips for Integrated Voice/Email

  • Incoming voice mail is listed as an item in your e-mail Inbox.
    • New messages show up in your Inbox as unread.
    • Saved messages remain in your Inbox but are listed as read.
    • Deleted messages are moved to your Deleted Items folder.
  • When using the telephone to access your voice mail, you are accessing your e-mail Inbox and have the option to have e-mail messages read to you by the system.
  • Voice mail is accessible via telephone only when the items are in your Inbox or Deleted Items folder.
  • To permanently delete voice mail messages, you need to access your mailbox from an e-mail client or through the web and delete the message out of your deleted items folder. If you have selected the option Empty Deleted Items on Exit in your e-mail client, please be aware that it will permanently delete voice mail messages in your Deleted Items folder.
  • Any audio player that handles .wav files will be able to play voice mail messages from your mailbox.
  • Installing the Outlook plug-in will also install a media player to interact with your voice mail messages. You do not need to install the Outlook plug-in for Avaya Modular Messaging to access voice mail through your e-mail Inbox unless you want the added functionality it provides.

Avaya Modular Messaging (MM) Application for Outlook

The Modular Messaging client installs both a plug-in for Outlook and a Control Panel interface that allows you to interact with your Voice Mail from your computer – giving you the options to:

  • Play messages through your phone, but control playback through your computer
  • Use the Fax Sender server functions of Modular Messaging
  • Administer and Configure your Voice Mail services from your computer

 Using Outlook Plug-in for Avaya Modular Messaging

Software

Download and Install Modular Messaging Outlook Plug-in


Web Tool to Configure Voice Mail

How to use the Web-based Tool for Configuring Voice Mail


Documentation

System Requirements

Troubleshooting

Installing Outlook Plug-in

Installation of Outlook Plug-in for Avaya Modular Messaging

*To use this network share you must have a domain account. (Example CN\USERNAME) If you do not have a domain account please contact your department computer administrator (DCA?) to request the software*

Outlook Plug-in for Avaya Modular Messaging software can be downloaded directly by completing these steps.

Step 1 - Browse to the plug-in

Apple OS X

There are no supported plug-ins for e-mail software (Entourage, Mac Mail) that run on Apple OS X.

Windows XP

Click on this link, \\tss-softstore\Software\Modular Messaging, if that does not open a window with files, please follow these directions.

  1. Click on the "Start" button in the bottom left corner.
  2. Click "run."
  3. Copy or type the following into the box, \\tss-softstore\Software\Modular Messaging
  4. Click ok.

Windows Vista, 7

Click on this link, \\tss-softstore\Software\Modular Messaging, if that does not open a window with files, please follow these directions.

  1. Click on the "Start" button Windows start button in the bottom left corner. 
  2. Click "run."
  3. Copy or type the following into the box, \\tss-softstore\Software\Modular Messaging
  4. Click ok.

 

Step 2 - Copy the file to your computer

  1. Copy the latest executable (currently MM5.1_OTC_9.0.424.1001.exe) to your computer.
  2. Run it as an administrator to install the Modular Messaging client.

Note: On-campus computer support personnel may be installing this plug-in for you automatically. Please check with your support group before installing the plug-in.

 

Step 3 - Install the plug-in

  1. Accept all defaults.
  2. Confirm that the Message Application Server (MAS) is set to

osu-mas1.nws.oregonstate.edu.

 

For step by step screenshots of the installation process, you can refer to this document – Modular Messaging Full Installation Guide.

Using Outlook Plug-in for Avaya Modular Messaging

Using Outlook Plug-in for Avaya Modular Messaging

 

Desktop User Interface Options

  • Allows you to configure how messages are played back (Desktop Speakers/Headset or Telephone) when you are using the Avaya Player provided in the Modular Messaging client. They also allow you to configure how greetings are recorded and played back (Desktop Speakers/Microphone/Headset or Telephone).  For these reasons, you should set this option 1st before proceeding to other options.

 

Call Answering Options

  • Allows you to administer (Record/Playback) your Spoken Name, Personal Greetings, and Please Hold prompt.  These options also set the rules under which the various greetings are played

 

Telephone User Interface Options

  • Allows you to administer “Assistant Rules” for various features, telephone access, fax access, security, personal distribution lists, time zone and message ordering.

 

Message Player Interface

  • Installing the Outlook Plug-in for Modular Messaging includes the Avaya Player, which launches when a voice mail message is selected within Outlook.

Call Answering Options

Call Answering Options

 

The Call Answering Options allow you to Administer (Record/Playback) your Spoken Name, Personal Greetings, and Please Hold prompt. It also allows you to set the rules under which the various greetings are played.

 

As shown below, to administer Optional Greetings, select the Greeting Rules: No optional Greeting rules are defined and click the circled Icon to add a rule.  Select the Default Call Handling greeting/prompt desired to record the greeting.  Greetings and prompts that have been recorded are shown below, e.g. Personal Greeting and may be deleted by clicking the associated Icon shown circled below.

To change the Media Selection from PC playback/record to telephone, you must first have administered your telephone as a media option as detailed above under Desktop User Interface: Media Setup. Right-click the PC icon in the Media Player and select the telephone as shown below.

The Personal Operator number is an extension to which callers are transferred after reaching your mailbox and then pressing Zero (Operator).  This number should be a number in your office that is generally staffed during business hours so that in emergencies, callers can at least reach someone who might be able to find you.  If this field is left blank, callers are transferred to the Operators if they press Zero.  Select the Other tab on the User Properties window and administer the 5-digit extension without a hyphen

Telephone User Interface Options

Telephone User Interface Options

The Telephone User Interface Options provides the ability to administer:

  • Assistant Rules for the following features
    • Find Me – To have unanswered calls redirected to a list of telephone numbers before leaving a voice mail
    • Call Me - To have the system call you to inform you of the receipt of messages and provide the ability to login and retrieve the messages upon answering the call
    • Notify Me – To have a text message sent to a PDA/Cell Phone or Pager when a message is received or to receive an email notification when a caller requests it
    • Message Waiting Indicator (MWI) – To administer the Message Types and associated Importance conditions under which your MWI activates
      • (a) The default setting provides MWI for voice mail and Faxes
      • (b) Please pay careful attention to MWI changes
  • Telephone Access
  • Fax Access
  • Security (Telephone User Interface Password)
  • Personal Distribution Lists
  • Time Zone
  • Message Ordering

 

When administering Rules, select the Rule and then click on an underlined value to edit the rule

  • The rule does not take effect until the check-box is selected.
  • The Phone Lists button is used to administer the list of numbers which are used by the Find Me and Call Me rules

  

In the Telephone Access tab:

  • The Delete Messages on Exit option is not recommended. It permanently deletes any deleted message each time you hang up from your mailbox
  • The Save Copies of Messages in Sent Item Folder option is recommended. It provides a copy of messages you create in your mailbox and send to others in your Sent Item folder
  • The Playback Date and Time option is not recommended. It provides the date/time a message was received when you are listening to messages. The alternative is to request the date/time when you need to know it rather than having to listen to it for each message           

 · Please see the Fax Server QRG for details about faxing

Use the Security tab to change the password used when accessing messages through the Telephone User Interface (TUI)

Use the Personal Distribution List if desired, otherwise, and as generally preferred, administer mailing lists for both Voice mail and Email using Outlook Contacts.

 

Use the Time Zone option to modify the Time Zone you are currently working from if different from the system default time.

Use the Message Ordering option to modify the order in which messages are presented using the TUI

Desktop User Interface

Desktop User Interface Options

 

The Desktop User Interface Options allow you to configure how your greetings and messages are played back or recorded (Desktop Speakers/Microphone/Headset or Telephone) when you are using the Avaya Player provided in the Outlook Plug-in.  You should set this option 1st before proceeding to other options.

 

 

 

 The Client Access Option defaults are shown below and are not generally changed

 

  

 

The Language Option default is shown below

 

 

The Media Setup Option defaults are shown below 

  • Multimedia causes the Playback and recording to be done through the Desktop Speaker/Microphone/Headset.

 

 

 

  • The telephone can be used instead of the Desktop Speaker/Microphone/Headset by changing both options to Telephone as shown below and then selecting Configure to administer which telephone is to be used.

 

 

 

Enter your 5-digit extension number in the Extension Number field (without a hyphen) and if the Message Application Server Name field is blank, select osu-mas1

 

  

 

Click Apply followed by OK

You will be returned to the Media Setup tab - click Apply followed by OK

  

The Media Setup changes have been completed and going forward you may change between Telephone and Multimedia Record/Playback as you desire

 

Message Player Interface

Message Player – Playback Options 

 

When a voicemail message is selected in Outlook, the Avaya Player is opened.  Use the up/down arrows to scroll automatically to the next voicemail.

 

 

 

To change playback to go through your phone instead of the computer, right-click the PC Icon and select Telephone for playback of messages through your phone.

  • You must first have administered your telephone as a media option as detailed under DesktopUser Interface

 

System Requirements

System Requirements

  • Windows XP or later (no Mac client)
  • Microsoft Office 2003 or later

Troubleshooting

Troubleshooting

 Can't communicate with Message Applications Server (osu-mas1).

  • Verify that you are logging onto the network with your Modular Messaging enabled domain account.
  • Verify that your computer is correctly getting an IP address?.
  • Temporarily disable firewall settings to see if it is obstructing communication.

 

Outlook Modular Messaging Plug-in no longer recognizes voicemail messages.

  • Follow the steps in this document to verify that the Voice Form is still correctly associated.

Glossary / Feature Descriptions

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

Features of Interest

FAX Receive: Currently enabled only for Voice/E-mail Integrated subscribers -- If your Voice Mail answers a FAX call (or you transfer a FAX call to Voice Mail), you will receive an e-mail item with a TIF image FAX attachment.

Call Me: The system will call you at another number to notify you upon receipt of a new message - Configure from Web Tool or Outlook Plug-in

Find Me: The system will attempt to reach you at a list of phone numbers you provide before routing the call to your voice mail - Configure from Web Tool or Outlook Plug-in

Notify Me: An e-mail message or text message is sent to alert you upon receipt of a new message in your voice mailbox (likely of greatest interest to Voice Mail Only subscribers) - Configure from Web Tool or Outlook Plug-in

Phone Lists: You can establish list of on-campus as well as off-campus phone numbers to be used with the Call Me and Find Me features. - Configure from Web Tool or Outlook Plug-in

Schedules: You can establish schedules for when and how Call Me, Find Me, and Notify Me operate during a week/day. - Configure from Web Tool or Outlook Plug-in

Personal Operator: If someone presses 0/Zero while listening to your Voice Mail greeting, they will be transferred to this number. - Configure from Web Tool or Outlook Plug-in


Software Terms

Outlook Plug-in for Modular Messaging: An optional piece of software which adds functionality to Outlook for Voice/E-mail Integrated subscribers.  For more information, see: http://oregonstate.edu/helpdocs/voice-mail/integration/usingMM 

Outlook Thick Client: Another term for the Outlook Plug-in for Modular Messaging

Web Configuration Tool/Portal: A Web-based interface for configuring some mailbox features. 
URL: http://voicemail.oregonstate.edu               Documentation


Voice Mail Terms

Integrated Voice/E-mail Subscriber: Can interact with voice mail messages in their e-mail Inbox because their e-mail is hosted on a Network Services Exchange? server.

Voice Mail Only Subscriber: Voice mail services remain similar to past Audix services with a few new features and a Web tool as an option for some configuration.

Message Waiting Indicator Light: The red light on your phone

Please Hold Greeting: Informs callers of the extension they selected while they are transferred to that extension.

Microsoft Exchange Unified Messaging

What is Microsoft Exchange? Unified Messaging??

Microsoft Exchange Unified Messaging is a system that allows you to easily manage your voicemail using outlook or the voice access system.

Migration Information for May 28, 2013

First time use

Frequently Asked Questions

 

Why use Microsoft Exchange Unified Messaging?

Click on each link to learn more about a specific feature:

Voicemail in Outlook - Easily view and listen to voicemails directly from your inbox

Call Answering -Set away from desk, long term absence, and automatic rules for number

Voicemail Preview - Automatically have your voicemails transcribed.

Missed Call and Text Message Notification - Text your mobile phone whenever you have new voicemail.

Play on Phone - Easily forward a voicemail to a phone to listen to.

Outlook Voice Access - Listen to your voice messages, hear and respond to calendar invites, and access the directory all over your phone.

 

NOTE: The email features of Microsoft Exchange Unified Messaging work best in Outlook 2007 or higher and the Outlook Web App (https://exmail.oregonstate.edu/owa). If you are using an older version or another client you will receive your voice messages as an email with an MP3 file attached.

Call Answering

Setting Rules and Long Term Absence Notifications for Voicemail

 

Long Term Absence Notification

  1. Go to exmail and log in using your exchange? email settings
  2. Go to Options --> See All Options --> Phone
  3. Click on a radio button to select the desired greeting option.
  4. Click Call me to play or record the selected greeting to listen to and/or change your greeting.
  5. Scroll to the bottom of the Voice Mail page and click Save to save your settings.

Absence notification

Setting New Rules

You can use rules to create options for the people who reach your voicemail, such as giving them alternate numbers where they can reach you, or transferring their call to another number.

  1. Go to exmail and log in using your exchange email settings
  2. Go to Options --> See All Options --> Phone
  3. Click the New Rule to open the rule creation window.
  4. Enter a Name for the rule.
  5. Select a Condition for the rule. A dialog box will appear where you may specify the details of the condition and the alternate phone number or transfer number you want Outlook to provide to callers. Outlook will play a text-to-speech recording for your callers of the text you type in this field.

NOTE: As you define actions, be sure to assign different numbers for your callers to press for each action, or the system won't be able to offer the action as an option.

Answering rule

Frequently Asked Questions

Unified Messaging? Frequently Asked Questions

 

Q: Will voicemail messages from the old system be transferred to the new system?

A: This depends on whether you are a voicemail-only or converged email/voicemail user.

If you access your voicemail messages only by calling the voice access number (7-7111), your old voice messages will not be available to you after the migration on May 28, 2013. However, if you have need to access your old messages after the migration, you can dial an alternate access number to get into the old system. The old system will be kept up for a few months.

If you receive your voice messages in your email, you will still see your old and new voicemail messages there. None of your messages will be lost. However, you may notice that the file format of the audio attachments will change from WAV to MP3. When you dial into the voice access system, the system will not know about the old WAV files and will not play them for you. After the migration, you will only be able to hear your old voicemail messages by opening them in your email.

Q: We have a department line that has custom menus that direct people to different numbers or play our department hours. Will this change with the migration?

A: Most custom menus have been configured in the phone system, not in the voicemail system. As such, they will not be changing with the voicemail migration. If you have any concerns, please contact Telecom Customer Service to verify your settings.

Q: How will the new system work with smart phones?

A: The audio file format in Unified Messaging is MP3, a format that is widely supported. On our old system the file format was WAV and some devices such as Android phones could not play it without an extra app. In the new system you will not need to install an extra app to play your voicemail on your Android phone.

Missed Call and Text Message Notification

Missed Call Notifications

Unified Messaging? can send a "Missed Call" notification to your email when a caller doesn't leave a voice message.

 

  1. Go to exmail and log in using your exchange? email settings
  2. Go to Options --> See All Options --> Phone
  3. Check the box in the Outlook Web AppNotifications area; uncheck the box if you wish to turn the feature off.

Missed Call

 

Text Message Notifications

Unified Messaging can send a "Missed Call" text message to your cell phone when you miss a call or receive a voicemail.

  1. Go to exmail and log in using your exchange email settings
  2. Go to Options --> See All Options --> PhoneText messaging
  3. Select Text Messaging and click on Turn On NotificationsConfirmation Text
  4. Select the Locale (country) and Mobile operator (your cell phone service provider) from the dropdown lists, and click Next.
  5. Enter your cell phone number with area code and click Next 
  6. Outlook will send a text message containing a passcode to your cell phone. Enter this number in the Passcode field and click Finish to enable text messaging. Outlook will send a confirmation message to your cell phone notifying you that text messaging has been enabled and display a similar confirmation message on the Text Messaging page in Outlook.
  7. Next, click Voice Mail and scroll down to the Notifications area. Notice that this area now contains additional options for text messaging. text messaging radio option
  8. Click on the desired radio button to specify the level of text messaging notification you prefer.
  9. Scroll to the bottom of the Voice Mail page and click Save to save your settings.

Outlook Voice Access

Navigating your Voicemail Using Voice or Touchtone Commands

There are two methods available for navigating within Unified Messaging?. The voice (or speech) interface is the default user interface. You may change to touchtone at any time and vice versa while in your mailbox.

  1. Switch from the voice interface to the touch-tone interface by using one of the following methods
    • Option 1: from the main menu, say “Personal Option” and press [4].
    • Option 2: from the main menu, press [6] then [0].
    • Option 3: from the main menu, press [0] then [0].
  2. Switch from the touchtone interface to the voice interface:
    • From the main menu, press [6] then [4]

 

Using Outlook Voice Access to Navigate your Inbox

If you are using the voice or speech interface:

  1. Call your Outlook Access Number
  2. Enter your PIN when prompted
  3. Say "E-mail" to access email
  4. The Unified Messaging server will read the name, subject, time, and priority of the first unread e-mail message. 
  5. At this point you have a few options:
    • say "Next Message" to mark the message as read and go to the next e-mail
    • say "Mark Unread" to keep the message marked as unread and go to the next e-mail
    • say "End" to jump to the end of the message
    • say "Delete" to delete the message
    • say "Reply" to reply to the sender
    • say "Reply All" to reply to the sender and all other recipients
    • say "Forward" to forward the message to another user or group
  6. If you chose to respond to the message: record a reply and then hang up, remain silent, or press any key. To accept the reply message and send it, say "Send it"

 

If you are using touchtone to navigate:

  1. Call your Outlook Access Number
  2. Enter your PIN when prompted
  3. Press [2] to access email
  4. The Unified Messaging server will read the name, subject, time, and priority of the first unread e-mail message. 
  5. At this point you have a few options:
    • Press [#] to mark the message as read and go to the next e-mail
    • Press [9] to keep the message marked as unread and go to the next e-mail
    • Press [33] to jump to the end of the message
    • Press [7] to delete the message
    • Press [8] to reply to the sender
    • Press [88] to reply to the sender and all other recipients
    • Press [6] to forward the message to another user or group
  6. If you chose to respond to the message: record a reply and press [#]. To accept the reply message and send it, press [1].

Play on Phone

Play on Phone Number

This option allows you to forward a voicemessage to your phone to listen. This is useful if you don't have speakers, need to leave your desk, or know it's sensitive information.

  1. Go to exmail and log in using your exchange? email settings
  2. Go to Options --> See All Options --> Phone
  3. Under the Play on Phone number box, click call
  4. This Select your phone number and then Dial.

Play on Phone

 

Alternate method

If you are using Outlook 2010 you can click on the play on phone button located on the top right of the message in your inbox


 Play on Phone Alternate

UM First Use

Using Microsoft Exchange? Unified Messaging? for the First Time

Once unified messaging has been activated for your account, you will receive an email with a phone number and PIN. (Note: voicemail-only users will receive a default PIN from their telephone coordinator instead.)

Welcome

 

Quick Guide for First-Time Use

  1. Call the access number at 7-7111 (541-737-7111).
  2. Enter your extension.
  3. Enter your new PIN and press [#].
  4. Reset your PIN if prompted. (Converged voicemail users will not need to change their PIN.)
  5. At the main menu say "Personal Options" or press [0] [0] [6].
  6. For greetings, press [2].
  7. To set your personal greeting, press [1] and follow the system prompts.
  8. To set your name, press [3] and follow the system prompts.
  9. Hang up when finished, or press [*] to return to the main menu.

 

Navigating your Voicemail Using Voice or Touchtone Commands

There are two methods available for navigating within Unified Messaging. The voice (or speech) interface is the default user interface. You may change to touchtone at any time and vice versa while in your mailbox.

  1. Switch from the voice interface to the touch-tone interface by using one of the following methods:
    • Option 1: from the main menu, say “Personal Options” and press [4]. This will permanently set your menus to touch-tone.
    • Option 2: from the main menu, press [0] then [0]. This will set your menus to touch-tone for this call only.
  2. Switch from the touchtone interface to the voice interface:
    • From the main menu, press [6] then [4].

 

Set a New PIN

  1. Call your Outlook Access Number
  2. Enter your PIN when prompted
  3. To change your PIN, press [6] then [3] from the main menu and follow the recorded instructions
    • PINs can only be numeric and must be at least 5 digits long
    • Voice prompts will lead you through changing your PIN and setting up your voice signature and your initial greeting.

 

Record Your Name

  1. From the main menu, press [6] then [2]
  2. Press [3], wait for the tone, then say only your first and last name, and press [#] to stop recording
  3. Press [1] to accept the recording or [2] to record your name again
  4. After you accept the recording, press [#] to continue

 

Create your Personal Greeting

  1. From the main menu press [6] then [2]
  2. Press [1] for Personal Greeting.
    • Press [1] to use a Standard Greeting
    • Press [2] then [1] to customize your Personal Greeting

Unified Messaging Voicemail Migration

On Tuesday, May 28, 2013, OSU will be migrating to a new voicemail platform called Microsoft Exchange? Unified Messaging?.

The new voicemail system brings an improved user experience with better email integration, better support for mobile devices, message transcription, custom greetings, text message notifications of missed calls, and a voice-activated telephone user interface.

Please read the Migration Details below for steps that you need to take on May 28, 2013.  If you have any questions, please contact your department telephone coordinator.

 

Migration Details

On May 28, 2013, all OSU voicemail customers will be migrated to the new voicemail system at one time. Everyone will still be able to receive voice messages as before. If you receive your voice messages in your email now, you will continue to receive them in your email.

After the migration, you need to take a couple of steps to complete the setup of your voice mailbox. Please follow the instructions below.

Retrieve your new PIN (voicemail password)

Voicemail-only Users
If you access your voice messages only by calling the 7-7111 access number, you are a "voicemail-only" user. Please contact your department telephone coordinator to receive your temporary PIN for the new system.

Converged Email/Voicemail Users
If you receive your voice messages in your email, you are a "converged" voicemail user. You will receive an email on May 28 from the system welcoming you to Unified Messaging; the welcome message will contain your new PIN.

Steps to take on May 28, 2013
To complete the setup of your new voice mailbox, please do the following on Tuesday, May 28, 2013:

  1. Call the access number at 7-7111 (541-737-7111).
  2. Enter your extension, followed by your new PIN, followed by the pound [#] sign. (See above for instructions on receiving your new PIN.)
  3. Reset your PIN if prompted. (Converged voicemail users will not need to change their PIN.)
  4. At the main menu say "Personal Options" or press [0] [0] [6].
  5. For greetings, press [2].
  6. Follow the system prompts to set your default greeting, away greeting, and name.
  7. Hang up when finished, or press [*] to return to the main menu.

 

Project Timeline

The following are important dates in the Unified Messaging project.

Thursday, March 14, 2013

Notification to department computer administrators (DCAs) and telephone coordinators
Friday, April 12, 2013 Presentation at the DCA meeting
Tuesday, April 30, 2013 Presentation to Community Network Local Resource Persons (LRPs)
Tuesday, April 30, 2013 Migration of early adopters to Unified Messaging
Thursday, May 2, 2013 Telephone coordinator Demo/Q&A #1
Tuesday, May 7, 2013 Telephone coordinator Demo/Q&A #2
Thursday, May 9, 2013 Announcement to Inform lists for staff and faculty
Thursday, May 23, 2013 Reminder to Inform lists for staff and faculty
Tuesday, May 28, 2013 Migration of all voicemail accounts to Unified Messaging

 

Documentation and Support

Please see the OSU Helpdocs site for help with Unified Messaging voicemail:
Helpdocs: Microsoft Exchange Unified Messaging

For flowcharts showing all options available in the voice access (7-7111) system, please see the following:
Unified Messaging Voice Access Flowcharts

For details about the migration and features:
Unified Messaging Frequently Asked Questions

 

Glossary

Voicemail-only User - someone who does not receive their voice messages in their email. Instead, they access their voicemail only through the voice access system (the 7-7111 number). Often voicemail-only accounts are for things such as department main lines, shared offices, classrooms or lab spaces.

Converged Email/Voicemail User - someone who receives their voice messages in their email.  Because the email and voicemail are in the same mailbox, converged users can do things like access their email or calendar from the voice access system, or access their voicemail messages from their email client. 

Voicemail and Preview in Outlook

Note: These instructions apply to email/voicemail converged users.

Sample Outlook Voicemail Email

Sample

Every time a Voicemail is created you will receive an email similar to the example above (buttons may be laid out differently). Simply press play to hear your voicemail.

 

Voicemail Preview

Microsoft attempts to convert voice messages to text, which you can choose to display along with the voicemail recording in your email. Keep in mind that speech-to-text translation is a "best effort" provided by the software, and may not be entirely accurate.

Preivew

  1. Go to Outlook Web App (exmail.oregonstate.edu) and log in using your exchange? email username and password.
  2. Go to: Options --> See All Options --> Phone
  3. Mark the checkboxes to include preview text with the voice messages you send/receive through Outlook Voice Access, as you prefer.
  4. Scroll to the bottom of the Voice Mail page and click Save to save your settings.

Voicemail-only versus Email/Voicemail Converged

If you access your voice messages only by calling the 7-7111 access number, you are a "voicemail-only" user. If you receive your voice messages in your email, you are a “converged” voicemail user.

Voicemail-only users and converged users have different voicemail options available to them. If you would like to be converted from a voicemail-only user to a converged user, please contact your office telephone coordinator.

Voicemail-only Users:

The following options are available to voicemail-only users in the voice access system (7-7111):

  • Choose between voice-activated menu or touch-tone menu.
  • Voice messages: listen, delete, save, forward, rewind, fast forward, skip to beginning, skip to end, slower, faster, flag for follow-up, mark as unread
  • Contacts: search directory, hear contact details, record a message, set priority, add/remove recipients, erase or re-record, call a contact
  • Personal Options: turn on/off away greeting, record personal greeting, record away greeting, hear your greetings, record name, change PIN, change local time zone, switch to 24-hour or 12-hour time

Email/Voicemail Converged Users:

The following options are available to email/voicemail converged users in the voice access system (7-7111):

  • Choose between voice-activated menu or touch-tone menu.
  • Voice messages: listen, delete, save, forward, rewind, fast forward, skip to beginning, skip to end, slower, faster, flag for follow-up, mark as unread
  • Contacts: search directory, hear contact details, record a message, set priority, add/remove recipients, erase or re-record, call a contact
  • Personal Options: turn on/off away greeting (can also enable email out-of-office), record personal greeting, record away greeting, hear your greetings, record name, change PIN, change local time zone, switch to 24-hour or 12-hour time
  • Calendar: hear your appointments, accept or decline invitations, hear meeting details, hear attendee details, call the organizer, email the attendees (e.g. "I'll be 5 minutes late"), reply (with a voice message)

The following options are available to email/voicemail converged users via Outlook Web App (https://exmail.oregonstate.edu/owa):

  • Set standard greeting or away greeting.
  • Have the system call your phone to record a greeting.
  • Create custom greetings based on availability, who the caller is, etc. – provide menu options to “find me” at another number or transfer to another number.
  • See the voice access number.
  • Reset your PIN (can reset a forgotten PIN).
  • Set up email or SMS text notifications for missed calls or new voicemail messages.
  • Choose the folder to read voice mail messages from when you call into the system.

Frequently Asked Questions

Question: I am having problems with or need to learn how to do 3-Way calling, Call Forwarding, Call Hold, Call Pickup, Send All Calls, Transfer to Voice Mail, or Conference Calling. What do I do?
Answer: Please see How to for Analog or How to for Digital phones.

Question: How do I use the features on my digital phone?
Answer: Go to the How to for Digital phones page to learn how to use the features on your digital phone.

Question: How do I forward my single line phone?
Answer: Go to the How to for Single line phones page to learn how to do things like Call Coverage, Call Forwarding, Call Hold, Call Transfer.

Question: My voicemail box is locked and I can't get in. How do I get help?
Answer: Call the customer service line at 3-3440 and we'll unlock your mailbox.

Question: How do I resolve trouble sending international faxes?
Answer: First, make sure that your country and city codes are correct. You can test this by dialing the number from a regular phone. If you get fax tones when the call is completed then your numbers are correct. Make sure that there are enough pauses in your dial string. It may help if you add a # symbol at the end of the phone number before the pauses so the telephone switch knows where the international number ends. This may take some testing. If you still can not complete your call, contact the customer service line at 3-3440.

Question: How do I program Personal Abbreviated Dial / Personal Lists?
Answer: If you have a single line phone the directions are on the How to for Analog Phones. If you have a multi-line phone the directions are on the How to for Digital phones.

Question: What do I need to do to get on the Internet if I'm living in on-campus housing?
Answer: If you are living in a Residence Hall or Cooperative House and have your own computer you will need to have a network card installed in your computer and sign-up with the Residential Computer Network. See the ResNet home page for more information.

Question: Can we SHARE authorization codes?
Answer: NO, calls are billed to the card holder's student account.

Question: Can we get authorization codes if we live in an apartment?
Answer: NO! It is against policy to issue authorization codes to students who do not live in a residence hall or a co-op.

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