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Voice mail Instructions

The following article provides voicemail instructions, including getting message notification, accessing your mailbox, retrieving your messages, making a message, changing your greeting, changing your name, changing your passcode, and creating or modifying a Distribution List. Voicemail can be accessed only from a touch-tone telephone.

Voicemail Tutorial

Preparing for the Tutorial

There is a step-by-step tutorial on the voicemail system to activate your mailbox.

  1. Select a 6-digit-passcode that is relatively simple to remember (i.e., your spouse's birthday, part of your Social Insurance Number, etc.) If you enter an incorrect passcode, the system will ask you to try again twice. The system will not accept passwords like 123456, 246810, etc.)
  2. Prepare a Greeting (maximum 30 seconds) for your callers, which includes your name and department. Listed below are samples for the different kinds of mailboxes:

    Interactive (Class A)
    Caller may leave a detailed message or press "0" to go to an attendant.

    "You have reached Jim Brown in Financial Services. I am not available to take your call at this time. Please leave a detailed message, and I will call you back. If you require immediate assistance, please press "0" to speak to my assistant. Thank you."

    Standalone (Class B)
    Caller may leave a detailed message.

    "You have reached Jane Smith in Faculty of Education. I am not available to take your call at this time. Please leave a detailed message, and I will call you back. Thank you."

    NOTE: Don't hold the receiver too close to your mouth, don't speak to loudly, and try to eliminate noise, as the microphone is very sensitive.

  3. Name your mailbox using your first and last name (i.e. Jenny Smith).

Accessing the Tutorial

(allow 5 - 10 minutes)

  • You will be prompted for each step of the tutorial by the voicemail system.
  • Dialing 78455 connects to the Voicemail system and automatically identifies you as the owner of the mailbox if you call from your own local.
  • If you wish to access your Voicemail from another local, dial 80* and your local.
  • Enter Tutorial passcode (123654) when prompted.

The voicemail system will automatically program your local to forward to voicemail at all campuses on NO ANSWER internal and external calls, and on BUSY external calls. BUSY internal calls should be handled with CALLBACK.

Getting Message Notification

ALL TELEPHONES: You will hear an audible tone when you lift the Handset.

Accessing Your Mailbox

On Campus from your local

  1. Dial 78455
  2. Enter PASSCODE when prompted

You will be advised how many messages (unplayed and saved) you have. Messages can be up to two minutes in length.

On Campus from any local

  1. Dial 78454
  2. Enter mailbox number
  3. When answered by your greeting, dial * and then your passcode

Off Campus

  • Phone your direct dial-in number
  • When answered by your greeting, dial * and then your passcode

You will then be able to listen to your messages or update your outgoing message.

To access your voicemail from outside our local calling area, dial toll-free 866-835-8979.

Retrieving Your Messages

You will be prompted for each step by the voicemail system as to which keys to press for which functions.

FunctionKeyDescription
P 7 Play Message
G 4 Give message to another user (enter local, press #, press 9)
K 5 Keep Message
D 3 Discard message
X 9 Exit
* * Back 5 seconds
# # Forward 5 seconds
1 1 Pause

Saved messages will be kept for 14 days. Unplayed messages will be kept for 28 days. Maximum 25 messages will be in the mailbox at any one time.

You can send a message to another voicemail user by:

  1. dialing their local and being forwarded to voicemail, or
  2. following instructions under making a message.

Making a Message

You also can send a message to another voicemail user with special delivery options.

To make a message for another voicemail user, first access your mailbox. Then press:

M 6 key Make Message

The system will ask you to enter the number of the mailbox for which you are making a message.

Dial Local (You will hear the name of that mailbox.)

You may choose from the following:

FunctionKeyDescription
* * Delete mailbox number
# # Record message
R 7 Review message
D 3 Discard message and record again
A 2 Append to message

After you have made the message, you may select the following message addressing options by pressing:

M 6 key Access message addressing options

Then press:

FunctionKeyDescription
C 2 Mark confidential
R 7 Request receipt
U 8 Make urgent
X 9 Exit message addressing options

To send your message, press:

X 9 key Send message/exit to main menu.

User Options

There are several user options which you will use frequently. First access your mailbox. Then press:

U 8 key User options

The user options available are:

FunctionKeyDescription
G 4 Change greeting
N 6 Change name
P 7 Change passcode
T 8 Activate tutorial

Changing Your Greeting

We recommend that you change your greeting frequently, based on your schedule, and make it as informative as possible (i.e., "in a meeting until 3:00"; "off campus until May 17th", etc.)

To change your greeting, first access your mailbox. Then press:

FunctionKeyDescription
U 8 User options
G 4 Change greeting
L 5 Listen to greeting
R 7 Record new greeting

After you have changed your greeting, press:

FunctionKeyDescription
R 7 Review greeting
D 3 Discard greeting and record again
X 9 Save greeting/exit to main menu

Changing Your Name

To change your name, first access your mailbox. Then press:

FunctionKeyDescription
U 8 User options
N 6 Change name
L 5 Listen to name
R 7 Record new name

After you have changed your name, press:

FunctionKeyDescription
R 7 Review name
D 3 Discard name and record again
X 9 Save name/exit to main menu

Changing Your Passcode

To change your passcode, first access your mailbox. Then press:

U 8 key User options
P 7 key Change passcode

After you have changed your passcode, the system will repeat your new passcode back to you.

Creating or Modifying a Distribution List

To create or modify a distribution list:

U 8 key User options
L 5 key Distribution lists

You can have up to 8 distribution lists. Lists are numbered from 2 - 9.

FunctionKeyDescription
N 4 Name for list
A 2 Add a person to the list
D 3 Delete a person from the list
P 7 Play distribution list members

NOTE: Enter the mailbox number (local) of the person when you are adding members to the list.

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