Voicemail Setup for Faculty & Staff

Basic Directions

The University has installed an Octel Voice Messaging System to provide Voice Mail service to Students, Faculty, and Staff. If you wish to have Voice Mail service, contact your department to obtain permission and notify the Office of Information Technology via our Help Desk at extension 2920.

The system operates in the following manner. Unanswered calls to an extension will be automatically forwarded to the system. If the extension is not shared, the caller will be forwarded directly into the appropriate mailbox, and will hear the greeting associated with that mailbox. If the extension is shared, the caller will hear a message that prompts them to select one of the mailboxes that are associated with the extension. The caller will hear the selected mailbox user's greeting. The caller's message will then be left in that user's mailbox. Telecommunications Department personnel can adjust forwarding so that calls can be routed to another internal extension prior to forwarding to the Voice Mail system and we can also modify, to an extent, the number of rings that a caller will hear prior to forwarding to the system.

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Guide to General Mailbox Setup

To allow callers to leave messages for you and to allow you to retrieve your messages, it will be necessary for you to setup your mailbox as follows:

1. From campus, dial 2900. From off-campus, dial 610-660-2900.
2. If you dial from your unshared extension, the system will recognize you and will go directly to a prompt for your password (see below). If the system does not recognize you (such as if you are calling from off campus, or from an on-campus extension which does not have a mailbox associated with it), you will hear the main menu of the system (which begins: "Thank you for calling Saint Joseph's University's Voice Mail System."), press # and then your 4 digit mailbox number. If the system message announces another user's name or any message other than the main menu, press * and then follow the prompt to input your mailbox number.
   
   If you have a shared extension, you must identify your mailbox number to the system. This number is completely unrelated to your shared extension number. You must call Help Desk at extension 2920 to obtain your mailbox number and password. Follow the instructions above for specifically identifying yourself to the system. If the extension or mailbox configuration is new, it will be necessary for Telecommunications Department personnel to assist you in establishing a multiple mailbox arrangement on a shared extension, prior to establishing your mailbox. Please be certain to clarify the type of mailbox you will need prior to placing your request.
3. The first time you enter your mailbox, you will be asked for your temporary password. If you have an unshared extension, your temporary password will be your 7 digit phone number (e.g. 660+extension). If you have a shared extension, your password will be 660+your 4 digit mailbox number. Enter this number.
4. You will then be asked to change this password. Please enter a new 6 to 15 digit password. Be sure to select a password that is easy to remember. We cannot retrieve your password for you if you forget it. If you do forget this number, please contact the Help Desk and we can reset it to your phone number for you.
5. The system will then prompt you to record your name. Your name must be recorded, so that callers can leave you a message.
6. The system will then prompt you to record a greeting. Press '2' to record a personal greeting, rather than a standard greeting, and follow the instructions provided by the system.
7. The system will then provide a reminder and your mailbox will be created.

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General Instructions and Shortcuts For Mailbox Use

To access your mailbox:

1. Call extension 2900 (or 610-660-2900 from off campus). If the system does not recognize you, identify your mailbox as indicated above.
2. Enter your password.

To retrieve your messages, after you have accessed your mailbox:

1. Press '1'.
2. Follow the prompts.

To send messages from your mailbox to another user on the system, after you have accessed your mailbox:

1. Press '2' to record your message.
2. Press '#' to end your recording.
3. Enter the destination mailbox number.
4. Press # to send the message.

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Press	Function
4	Replay
6	Forward
7	Erase
8	Reply
9	Save

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How to Change Recorded Name and/or Greeting

In Main Menu press:

• 4 3 1 To Record Greetings
• 4 3 3 To Change Recorded Name

Record your name and/or greeting and then press the # key.

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Tips & Techniques

1. All new messages are kept for 14 days. Saved messages are kept for 30 days.
2. Your mailbox will hold a total of 25 messages at one time - new and saved.
3. The maximum length of a message you can receive is three minutes.
4. Callers will never hear a busy signal. Your calls will be automatically forwarded to your voice mailbox if you are on the phone.
5. You can change your recorded name, greeting, and password as often as you like.
6. Pressing * will return you to the Main Menu or previous menu depending on what function is being performed.
7. Messages are heard in this order: Urgent, Non-urgent, Skipped, Archived.
8. To skip one message, press #. To skip archived messages press # #.
9. If you press a wrong key simply press * to cancel or back up.
10. To exit the system continue pressing * until the system tells you goodbye.

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