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.

Select a 6-digit-passcode. The system will not accept passwords like 123456, 246810, etc.)
Prepare a Greeting (maximum 30 seconds) for your callers, which includes your name and department such as: "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.
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 your pass code when prompted. You must complete the tutorial for your changes to take effect.

The voicemail system will automatically program your local to forward to voicemail on NO ANSWER internal and external calls, and on BUSY external calls.

Getting Message Notification

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

Accessing Your Mailbox

On Campus from your local

Dial 78455
Enter your 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

Dial 78454
Enter your mailbox number when prompted
When you hear your greeting, press * and then enter your passcode when prompted

Off Campus

Dial 250-807-8454
Enter your mailbox number when prompted
When you hear your greeting, press * and then enter your passcode when prompted

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.

Enter your mailbox number when prompted
When you hear your greeting, press * and then enter your passcode when prompted

Retrieving Your Messages

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

Function	Key	Description
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:

dialing their local and being forwarded to voicemail, or
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:

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:

Function	Key	Description
*	*	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:

6 key

Access message addressing options

Then press:

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

To send your message, press:

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:

8 key

User options

The user options available are:

Function	Key	Description
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:

Function	Key	Description
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:

Function	Key	Description
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:

Function	Key	Description
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:

Function	Key	Description
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.

Note that if you have Hotdesk telephone service your Hotdesk PIN will be changed to match your new Voicemail passcode.

Submit a Request if you have forgotten your Voicemail Passcode

To submit a Request to reset your Voicemail Passcode, please use the following steps:

Navigate to the UBC Self-Service Portal to enter a ticket.
Choose "Report an Issue with Existing Voice Services."
Include your telephone number (250-807-xxxx).
Include "Voicemail Passcode " in the description.

Clear a Callback message Light

If your message light is blinking after clearing your voicemail messages you may have a callback message. A callback message will light the message light as well as a voicemail message. Without picking up the receiver press the voicemail envelope. On the screen does it say read message? Press yes and then choose delete or call back. If the calling party answers it will clear the light. If you erase the message it will clear the light.

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.

Function	Key	Description
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.

Have Your Voicemail message sent to your UBC email

You can have your voicemail message sent to your UBC email address by submitting a Service Now Request asking for voicemail to email to be added to your existing voicemail. Make sure to include your telephone number (250-807-xxxx) and your complete email address.

Submit a Request for Voicemail to Email

To submit a request for Voicemail to Email, please use the following steps:

Navigate to the UBC Self-Service Portal to enter a ticket.
Choose "Report an Issue with Existing Voice Services."
Include your telephone number (250-807-xxxx) and your complete email address.
Include "Voicemail to Email" in the description.

Article ID: 727
Created On: Mon, Jul 10, 2017 at 2:13 PM
Last Updated On: Thu, Nov 17, 2022 at 7:56 AM
Authored by: Rudy Kovacev

Online URL: https://knowit.ok.ubc.ca/article/voice-mail-instructions-727.html