Telecommunications

User's Guide

1. Voicemail access
2. Voicemail setup
3. Play messages
4. Deposit messages
5. Distribution lists
6. Voicemail trees

Voicemail access: how to dial voicemail

• Voicemail calling: dial 6999, 6996, 980-6999, or 980-6996
• dial 6999 from your assigned telephone: (automatically connects to your private mailbox)
• dial 6996 from any telephone (enters generic voicemail interface)
• dial 980-6996 (enters generic voicemail interface)
• dial 980-6999 (enters generic voicemail interface)
• At the generic interface, enter any 4 digit extension to deposit a message or enter your 4 digit extension with a "*" to indicate you are the owner; e.g., 9876*.

Be sure to visit the IU Northwest Telecommunications website for additional telecommunication details.

Voicemail setup: customize private voicemail features

Why? Create a professional interface to help you and your callers

1. Enter private voicemail box (see Voicemail access)
2. Listen to available selections:

• • Press 6 to make a new message (create a message for one or more)
  • Press 8 to change user options (customize voicemail features)
  • Press 9 to exit the system (good bye)
  • Press 0 to return to the attendant (connect to your attendant or IUN's operator)
  • Press # to dial an extension (connects directly to one users voicemail box)

3. Press 8
4. Listen to available selections:

• • Press 4 to change your greeting (provide explicit instructions for your caller)
  • Press 6 to change your name (e.g., "Mary Jones, ext. 8765")
  • Press 7 to change your passcode ( enter four to ten digits; change regularly)
  • Press 5 to change your distribution list (create a predefined message group)
  • Press 2 to change call schedule options (changes future delivery messages)
  • Press 8 to activate tutorial (quick programming wizard)
  • Press 9 to exit user options (takes you back to the main menu)

5. Select 4,6,7,5,2,8, or 9 and follow verbal instructions

(NOTE: Preloaded tutorials prevent all voicemail activities until tutorial completion. If your voicemail was preloaded with a tutorial, complete the tutorial first.)

Play messages: listen to deposited voicemail messages

Why? To resynchronize message waiting light and promptly respond to callers

1. Enter private voicemail box (see Voicemail access)
2. Listen to available selections:
   • Press 7 to play the first message
   • Press 6 to make a new message (create a message for one or more)
   • Press 8 to change user options (customize voicemail features)
   • Press 9 to exit the system (good bye)
   • Press 0 to return to the attendant (connect to your attendant or IUN's operator)
   • Press # to dial an extension (connects directly to one users voicemail box)
3. Press 7- While listening to your message:
   • Press * to go back 5 seconds
   • Press # to move forward 5 seconds
   • Press 1 to pause for 30 seconds
   • Press 7 to return to beginning
   • Press 8 to skip to your next message
4. After listening to your message:
   • Press 7 to play the message again
   • Press 2 to answer the message ( if campus caller, you may return a reply)
   • Press 4 to give the message to someone else (forwards message )
   • Press 5 to keep the message (save it)
   • Press 3 to discard the message

(Note: 2 and 4 require additional processing steps)

Deposit Messages: call voicemail directly instead of calling the telephone

Why? Prevent interruption or the caller knows the person is unavailable

1. Enter private voicemail box (see Voicemail access)
2. Listen to available selections:
   • Press 7 to play the first message
   • Press 6 to make a new message (create a message for one or more)
   • Press 8 to change user options (customize voicemail features)
   • Press 9 to exit the system (good bye)
   • Press 0 to return to the attendant (connect to your attendant or IUN's operator)
   • Press # to dial an extension (connects directly to one users voicemail box)
3. Press 6
4. Enter 4-digit extension
5. Follow verbal instructions

Alternate method:

1. dial 6996, 980-6996, or 980-6999
2. enter 4-digit extension
3. follow verbal instructions

Distribution lists: group together frequently contact voicemail boxes

Why? Allows a single message to reach a large group without the burden of addressing them individually

1. Enter private voicemail box (see Voicemail access)
2. Listen to available selections:
   • Press 7 to play the first message
   • Press 6 to make a new message (create a message for one or more)
   • Press 8 to change user options (customize voicemail features)
   • Press 9 to exit the system (good bye)
   • Press 0 to return to the attendant (connect to your attendant or IUN's operator)
   • Press # to dial an extension (connects directly to one users voicemail box)
3. Press 8 to change user options
4. Press 5 to create or modify an existing list
5. Enter 01 for the first list, 02 for the second list, 03 for the third list, etc.
   • (if new list, press 6 to record a list name and 9 to save name)
6. Press 2 to add a new member, 3 to delete a member, 7 to hear all current members (4-digit campus extensions)
7. Follow verbal instructions until completion

To send distribution list messages:

1. Enter private voicemail box (see Voicemail access)
2. Listen to available selections:
   • Press 7 to play the first message
   • Press 6 to make a new message (create a message for one or more)
   • Press 8 to change user options (customize voicemail features)
   • Press 9 to exit the system (good bye)
   • Press 0 to return to the attendant (connect to your attendant or IUN's operator)
   • Press # to dial an extension (connects directly to one users voicemail box)
3. Press 6 to make a new message
4. Press 01 or 02 or 03, etc. (correspond to list number created above)
5. Follow verbal instructions

Voicemail trees: callers select extensions or messages

Why? Many reasons.

1. single telephone shared by two or more people (e.g., adjunct faculty members)
2. official gateway for diversified department services (e.g., students a-g, h-n, o-z)
3. frees primary department contacts (secretary, receptionist, etc.)
4. create messages for frequent access (e.g., events)
5. special applications

Please contact IUN's technical help desk (ext.4357, 981-4357, or iunhelp@iun.edu) and request a service ticket for additional voicemail tree information or modifications.

Because most callers enjoy talking with human university representatives, voicemail trees must be properly designed to avoid well-known caller irritations -- too many buttons to push, confusing matrixes, not enough staff, etc.