Voicemail User Guide

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Overview

The Escaux UCS offers a highly flexible, highly capable voice mail system. Among the features that it offers are:

  • Three different types of greetings.
  • Notification of new messages through email. The notification message may also include an audio file containing the complete message.
  • Ability to organize messages into folders.
  • Mailboxes may be password protected.
  • Can optionally allow callers to review and re-record messages.

Types of Greetings

A greeting is a short message that plays before the caller is allowed to record a message. The greeting is intended to let the caller know that you are not able to answer their call. The greeting can also be used to convey other information like when you will be available, other methods to contact you, or other options that the caller can use to receive assistance.

The Escaux UCS has three types of greetings:

Busy Greeting

If the Escaux UCS thinks that you are on the phone, the caller will hear your "busy" greeting. Your busy greeting can either be a generic message, like:

  • The person at extension number is on the phone.
  • recorded name is on the phone.
  • or the busy greeting can be a message that you record.

Unavailable Greeting

If the Escaux UCS thinks that you are unavailable (e.g. you don't answer the phone or your phone is not connected to the network) the caller will hear your "unavailable" greeting. The unavailable greeting can either be a generic message, like:

  • the person at extension number is unavailable.
  • recorded name is unavailable.
  • or the unavailable greeting can be a message that you record.

Temporary Greeting

You can also record a temporary greeting. A temporary greeting will always be played regardless of your "busy" or "unavailable" status. This could be used, for example, if you are going on vacation and want to inform people not to expect a return call anytime soon, but you do not want to re-record your busy and unavailable greetings when you come back.

Folders

The Escaux UCS allows you to save and organize your messages into folders. There are ten folders:

  • New
  • Old
  • Work
  • Family
  • Friends
  • Folder 5
  • Folder 6
  • Folder 7
  • Folder 8
  • Folder 9

When a caller leaves a message for you, the Escaux UCS will put the message into the "New" folder. If you listen to the message, but do not delete the message or save the message to a different folder, the Escaux UCS will automatically move the message to the "Old" folder.

When you first log into your mailbox, the Escaux UCS will make the "New" folder the current folder if you have any new messages. If you do not have any new messages the Escaux UCS will make the "Old" folder the current folder.

Leaving a Message in a Mailbox

If you are not able to answer a phone call, your administrator may have configured the Escaux UCS to allow the caller to record a message that you can listen to later. Depending on how the Escaux UCS system was configured, the caller may first hear a greeting and/or some instructions before being allowed to record a message.

The process of leaving a message looks like this:

  1. Play the appropriate greeting.
  2. Play some short instructions.
  3. Play a beep.
  4. Record the message, and optionally allow the caller to review the message.

Accessing Your Mailbox

Logging In

The Escaux UCS provides several methods for accessing your mailbox.

  • By pressing a button on your phone: your phone may have a special button on it that has been configured to allow access to your mailbox. Consult the documentation that came with your phone.
  • By calling extension 8500: if your phone does not have a special voicemail button, you can directly call extension 8500 from your own IP Phone. Before you are allowed to listen to your messages, you may be asked to enter your password.
  • By calling extension 8502: if you are not using your own phone, you can directly call extension 8502 from any other IP Phone. Before you are allowed to listen to your messages, you will be asked to enter your extension and password. If you want to be able to access your mailbox from outside your company, you should ask your IT Manager to map a DDI to extension 8502.

The First Time You Log In

The first time that you log into your mailbox, you may be required to change some settings. In particular, you may be required to:

  • Record your name.
  • Record your busy greeting.
  • Record your unavailable greeting.
  • Change your password.

This section contains a detailed discussion of the menus used to access your mailbox. The main menu will be the first menu that you are presented with once you have logged in.

  • [1] listen to messages in the currently selected folder
    • during message playback options
      • [*] Rewind the message by 3 seconds
      • [#] Fast forward the message by 3 seconds
      • [0] Pause the message playback. Press any other button to resume playback.
      • [1456789] Pressing any of these buttons will halt the playback of the message and perform the corresponding action from the post-message playback options
    • post-message playback options
      • [1] Go to the first message in the current folder
      • [2] Change folders. See Section 3.4 for more information.
      • [3] advanced options
        • [1] send a reply message
        • [3] hear message envelope: date and time that the message was received and the phone number of the caller
        • [*] return to the main menu
      • [4] repeat previous message
      • [5] repeat message
      • [6] play next message
      • [7] delete/undelete message and move to the next message
      • [8] forward message to another user
        • enter extension number to forward to
        • [1] to pre-pend the message (i.e. introduce the message)
        • [2] to send the message without prepending
      • [9] save message :
        • [0] to new messages folder
        • [1] to old messages folder
        • [2] to work messages folder
        • [3] to family messages folder
        • [4] to friends messages folder
      • [*] main menu
      • [#] exit voicemail
  • [2] change folders
    • [0] to new messages folder
    • [1] to old messages folder
    • [2] to work messages folder
    • [3] to family messages folder
    • [4] to friends messages folder
    • [#] cancel
  • [3] advanced options
    • Currently unavailable
  • [0] mailbox options
    • [1] record unavailable message (unavail.wav)
    • [2] record busy message
    • [3] record your name (greet.wav)
    • [4] change password
    • [*] return main menu
    • The unavailable message takes precedence over the recorded message
    • If no name or unavailable message has been recorded, the default mailbox message will be played : The person at extension XYZ is not available. Please leave your message after the tone
  • [*] Help, repeat the menu options
  • [#] Exit from the voice mail system

Changing Folders

If you select the option to change folders the Escaux UCS will present you with the following options:

  • "0" "New" messages.
  • "1" "Old" messages.
  • "2" "Work" messages.
  • "3" "Family" messages.
  • "4" "Friends" messages.
  • "5" "Folder 5" messages.
  • "6" "Folder 6" messages.
  • "7" "Folder 7" messages.
  • "8" "Folder 8" messages.
  • "9" "Folder 9" messages.
  • "#" Cancel the change folder operation.

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