Staff Voice Mail Set Up and Access

Mail Box Set Up - Teachers     Voicemail - Teachers
Mail Box Set Up - Administrators & Staff     Voicemail - Administrators & Staff


First Time Mail Box Setup for Teachers

You are required to create a password and record your name. It is recommended that you also record a personal greeting.

Your mailbox number is an assigned number and does not match your telephone extension.

First Time Logging In

  • Press Message key
  • Enter 5-digit mailbox number and Press #
  • When prompted for a password Press #

NOTE: the first time you log in, there is NO PASSWORD. Just press # when asked for one.

  • Enter a new password and Press #
  • Enter your new password again and press #

Passwords must be between 4 and 15 numbers and cannot be trivial ie: 1234 or your mailbox number

Record Your Name (Required)

  • Press 1 to begin recording
  • At the tone Speak your name
  • Press 1 to end recording
  • Press # to approve

Record and Activate Personal Greeting (If you hung up you must log in)

  • Press 3 to access greeting menu
  • Press 1 to create change or delete a greeting
  • Enter Greeting Number (1 – 9)
  • Begin speaking after the tone
  • Press 1 to end the recording
  • Press 23 to listen
  • Press *3 to delete and rerecord
  • Press # to Approve

STAY ON THE LINE TO ACTIVATE THE GREETING


Voice prompt gives you options to use greeting for:

  • ALL CALLS Press 1
  • INTERNAL CALLS Press 2
  • EXTERNAL CALLS Press 3
  • Default (synthesized) Press 8
  • TEMPORARY Press 9

YOU MUST ACTIVATE YOUR GREETING OR IT WILL NOT PLAY


Teacher Voicemail

Listening to Messages
Your messages will be delivered to you in an email as a wave file attachment. You can listen to your mes-sage through the speakers of your computer or if you receive your emails on your smart phone, you can listen to your voicemail messages through that device as well.


Changing Mailbox Information
In order to make changes to your greetings, recorded name or password, you must log in from any telephone.

 

  • Log In to Your Mailbox from any Internal Extension
    Press MESSAGE key
    Enter 5-digit mailbox number and Press #
    Enter Password and Press #
  • Log In to Your Mailbox From an External Number:
    Dial: 453-1501
    When Answered: Press 1
    Enter 5-digit mailbox number and Press #
    Enter Password and Press #

Record or Change Greeting

  1. LOG IN (see previous page)
  2. Press 3 to access greeting menu
  3. Press 1 to create change or delete a greeting
  4. Enter Greeting Number (1 – 9)
  5. Voice prompt indicates whether greeting is record-ed
  6. Record tone is provided (audible beep)
  7. Begin speaking after the tone
  8. Press 1 to end the recording
  9. Press 23 to listen
  10. Press *3 to delete and rerecord
  11. Press # to Approve

STAY ON THE LINE TO ACTIVATE THE GREETING


Voice prompt will give you options to use the greeting for:

  • ALL CALLS Press 1
  • INTERNAL CALLS Press 2
  • EXTERNAL CALLS Press 3
  • Default (synthesized) Press 8
  • TEMPORARY Press 9

NOTE: When activating a temporary greeting, you can choose number of days greeting is to remain active (between 0 – 30). If 0 is chosen, temporary greeting remains active until you deactivate it.


Change Password

  1. LOG IN (see previous page)
  2. Press 5 For Personal Options
  3. Press 4 To Change Password
  4. Enter your new password and # key
  5. Enter your new password again and # key

Change Recorded Name

  1. LOG IN (see previous page)
  2. Press 5 For Personal Options
  3. Press 5 To Record Name
  4. At the tone, speak your name
  5. Press 1 To End Recording
  6. Press # To Accept Recording

Activate a Greeting
All greetings must be activated in order for them to play to callers. If you did not activate the greeting at the time you recorded it, you must activate it in order for it to be heard.

  1. LOG IN (see previous page)
  2. Press 3 to access greeting menu
  3. Press 3 To activate greeting

Enter Greeting Number (1-9)

If you have not already recorded the greeting:

  1. Record at the tone
  2. Press 1 to end recording
  3. Press # to Approve

If you have already recorded the greeting:

  1. Press 0 to listen to it *Make sure applicable to the call type you choose*
  2. Follow voice prompts to select required call type
  3. Press # exits you to the greeting menu

Deactivate a Greeting

  1. LOG IN 
  2. Press 3 to access greeting menu
  3. Press 0 To listen
  4. Enter Greeting Number (1-9) then Press *8

First Time Mailbox Set Up Instructions for Administrators and Staff

The first time you use your mailbox, you must create a password and record your name.

You do not have a password initially.


Your mailbox number is either your extension number a pre-assigned number.


Create a Password (Required)

  • Press Message Key
  • Enter mailbox number and Press #
  • When prompted for password Press # you do not yet have a password, so just press # when prompted
  • Enter your new password and Press #
  • Re-enter your new password again and Press #
  • Stay on the line

Record Name (Required)

  • If you hung up, Log in to your mailbox
  • Speak your name at the tone Record your name (and/or Title, Dept. and/or Ext Number)
  • Press 1 to end Recording System will replay your Name
  • Press # to Approve OR
  • Press 1 to Rerecord

Record and Activate Greetings (Optional but Recommended)

  • If you hung up, log in to your mailbox
  • Press 3 to access greeting menu
  • Press 1 To create change delete a greeting
  • Enter Greeting number (1-9)

It is easiest to match your greeting number to the call type you will use as listed below. (Voice prompt will indicate whether greeting is recorded or not and active or not)

  • Begin speaking after the tone
  • Press 1 to end recording
  • Press 23 to listen
  • If you don’t like the greeting: Press *3 to delete then
  • Press 1 to rerecord
  • Press # to APPROVE your greeting STAY ON THE LINE TO ACTIVATE GREETING

IMPORTANT: A greeting must be activated in order for it to play to callers. Stay on the line to activate your greeting by following voice prompts

Voice prompt will tell you “to use this greeting for”:

  • ALL CALL Press 1
  • INTERNAL Press 2
  • EXTERNAL Press 3
  • BUSY Press 4
  • NO REPLY Press 5
  • Default Press 8
  • TEMPORARY Press 9

NOTE: It is recommended you record your ALL CALL or an Internal and External Greeting, it is not necessary to record all of the greetings.


Administrator and Staff Voicemail

When you have new messages in your mailbox, the light on your phone will light and you will be able to “log in” to your mailbox and manage your messages.


You also will receive the messages as an email with a “wave” file attachment and will be able to listen to them through your computer speakers or smart phone if you receive your emails on it.


Log in to Your Mailbox

  • FROM AN INTERNAL EXTENSION:
    Press MESSAGE key
    Enter Your Extension (Mailbox) Number and Press #
    Enter your password and Press #

NOTE: At your own desk you do not have to enter your extension number. When prompted for the ex-tension number, press #

 

  • FROM AN EXTERNAL NUMBER:
    Dial: 453-1501
    Press 1
    Enter Your Extension (Mailbox) Number and Press #
    Enter your password and Press #
    OR
    Dial Your Direct Dial (DID) Number
    Press *7
    Enter Your Extension (Mailbox) Number and Press #
    Enter your password and Press #

Once you log in:

  • IP Office will play a summary of new messages in your mail-box
  • You do not have to listen to voice prompts. You can make commands immediately.

To begin playing messages immediately after logging in Press 2. To Bypass header information, Press 0

MESSAGE COMMANDS: While listening to your messages:

  • Skip Header 0
  • Forward 1
  • Restart 2
  • Replay without header 0
  • Skip to Previous *2
  • Pause/Resume 3
  • Replay Header 23
  • Back 5 Seconds/Restart 5
  • Restart from beginning *5
  • Advance 6
  • Save and Skip Category *#
  • Save and Play Next #
  • Play Next **4
  • Delete and Play Next *3
  • Restore deleted message **8

NOTES: if you do not delete or save a message, it becomes an OLD message and is automatically deleted in 30 days.
When messages are copied to your email, you must delete the message from the phone and the email.

Record of Change Greetings, Set Up Temporary Greeting 

  1. Log in to your mailbox
  2. Press 3 to access greeting menu
  3. Press 1 to create, change, delete a greeting
  4. Enter Greeting number (1-9)
  5. Voice prompt indicates if greeting is recorded

NOTE: When Greeting is already recorded, you hear a prompt to Press 1 again to rerecord.

If it is not recorded, you will hear a record tone immediately after entering the greeting number

  1. Begin speaking after the tone
  2. Press 1 to end recording
  3. Press 23 to listen
  4. Press *3 to delete and rerecord
  5. Press 1 to add on to greeting
  6. Press # to APPROVE stay on line to activate

IMPORTANT: A greeting must be activated. Stay on the line to activate your greeting by following voice prompts.
Voice prompt will tell you “to use this greeting for”:

  • ALL CALL S Press 1
  • INTERNAL Press 2
  • EXTERNAL Press 3
  • BUSY Press 4
  • NO REPLY Press 5
  • Default Press 8
  • TEMPORARY Press 9

NOTE: When activating a temporary greeting, the system will ask you how many days you want the greeting to be active. Enter the number of days greeting is to remain active. (Between 0 – 30). If 0 is chosen, temporary greeting remains active until you deactivate it.


Change Password

  1. Log in to your mailbox
  2. Press 5 For Personal Options
  3. Press 4 To Change Password
  4. Enter your new password and # key
  5. Enter your new password again and # key

Change Recorded Name

  1. Log in to your mailbox
  2. Press 5 For Personal Options
  3. Press 5 To Record Name
  4. At the tone, speak your name
  5. Press 1 To End Recording
  6. Press # To Accept Recording