Setting Up Voicemail Account

Setting Up Your Voicemail Account (Multiple Voicemail Boxes)

 

Some department phones may be shared by several employees (e.g. graduate student offices). For these phones, employees may share one voicemail box OR request multiple voicemail boxes for a single phone. For phones that have a single voicemail box, there is a message light on the phone that flashes when a new message is received. When multiple voicemail boxes are set up for the phone, this light is automatically deactivated. If this feature is important, we suggest that the employees consider sharing a voicemail account. If you prefer to have multiple voicemail boxes set up on a single phone, you should contact your department secretary. Your department secretary can request that service by filling in the appropriate Technology Support Center's Submission Form. The maximum number of voicemail boxes available per phone is four. When your department secretary has notified you that your voicemail has been configured for multiple voicemail boxes, follow the instructions below to set up your voicemail account.

For multiple voicemail boxes, you will need to set up a voicemail box associated with the group plus voicemail box for each person. To ensure clarity in your recorded voice and greeting, we recommend that you  do not record using the speaker function on a speaker phone. Throughout these instructions, we refer to the system as "she." The system voice is that of a Lucent employee. Start the configuration process by setting up the group voicemail box first.

Setting Up Your Group Message Box

  1. Dial  419-372-9622 from off campus, or 2-9622 from on campus.
  2. Once you have dialed into the system, she will ask you to  enter your extension number followed by the pound sign (#). If you are dialing into the system from your own office extension, you can simply press the # sign. Otherwise, enter your 5-digit extension followed by the # sign (e.g. 2-8408#).
  3. Next she will ask you to enter your initial password followed by the # sign.  You have no initial password so simply press the # sign.
  4. Next she will ask you to  voice your name . Press 1 and at the tone, speak all the names of employees or name of the group sharing this voicemail box. When finished speaking your name(s), press 1 again. If you are satisfied with the sound of your name(s), you can approve it by pressing #. If you are not satisfied, you can re-record it by pressing 1. You have now recorded your group voicemail box name(s).
  5. Next she will ask you to  enter a password followed by the # sign . At this point, you will enter your group password. (She will tell you that passwords must be at least 6 digits. Also, she will reject some passwords deemed as too obvious.) After you have done this, she will ask you to re-enter your password for verification. When verified, she will say "changed". You have now set your  group password . You will need this password anytime you want to change information caller's hear when they get your group's voicemail box (e.g. names of employees sharing this phone)
  6. To set up your  group voicemail box greeting , press 3 from the Activity Menu to administer your attended menu.
  7. Press 1 to record the attended menu.
  8. At the tone, speak your attended menu. Ex. "This is (employee 1) and (employee 2). We can't take your call right now. To leave a message for (employee 1), press 1. To leave a message for (employee 2) press 2."
  9. Press # to save the attended menu. You have now recorded your attended menu.
  10. IMPORTANT! Press the * (star) sign twice followed by the X key (  * * X ) to  exit the voicemail system . You have now configured your group's voicemail box.

Setting Up Your Personal Voicemail Box

Each employee must do the following steps to set up their personal voicemail box. Note: The  extension for your personal voicemail box is different from the phone's extension. When asked for your personal extension, enter that number followed by the last four digits of your phone number, 3-xxxx, (Ex. 3-3333) for the first person in the group, 5-xxxx for the second person, 6-xxxx for the third person, and so on. The number 4 is not used as the first digit of a personal extension.

  1. Dial  419-372-9622 from off campus, or 2-9622 from on campus.
  2. At the extension number prompt, enter your 5-digit  personal extension number followed by #. Your extension will be either 3, 5, 6 or 7 depending on whether you are employee 1, 2, 3 or 4, followed by the last four digits of your phone number. Ex. 3-8408#
  3. Next she will ask you to enter your initial password followed by the # sign.  You have no initial password so simply press the # sign.
  4. At the prompt press 1 and at the tone, speak your name clearly. Then press #. You have now recorded your personal voicemail box name.
  5. At the prompt type in your new  personal password followed by #. This password is different from your group password and should be kept private for security reasons. Each employee must have his/her own personal password. Do not share this password with anyone.
  6. Repeat step 5 to confirm your password. You have now set your personal password.
  7. Press 3 from the Activity Menu to  administer your greeting .
  8. Press 1 to  record the greeting .
  9. At the tone, speak your greeting. Ex. "This is (employee 1), I'm not available right now. Please leave a message and I'll get back to you as soon as possible."
  10. Press # to save greeting. You have now recorded your greeting.
  11. Press Y to use this greeting.
  12. IMPORTANT! Press the * (star) sign twice followed by the X key (  * * X ) to  exit the voicemail system . You have now configured your personal voicemail box.

You have now completed the initialization of your voice mail.