Information Technology Operations (ITO)
Voice Mail Frequently Asked Questions (FAQs)
Formerly Voice Mail Tips
- How do I get into voice mail?
- How do I know if I have messages?
- What is my mailbox number?
- What is my temporary (default) voice mail password?
- How do I record greetings?
- How do I change the greeting that callers hear?
- How do I check my location and availability?
- How do I change my location and availability?
- How do I change my password?
- How do I skip a greeting?
- How do I retrieve a deleted message?
- How do I leave voice mail?
- How do I program my telephone with an extended absence greetings?
- How do I to send a "read receipt" so I know if a person has received a voice message?
- How do I make a distribution list?
- How do I save messages or replies I send to others?
At the dial tone, press * 5 from your telephone (or your mail button on a 12 button telephone). If you are calling from another telephone on campus, dial 5-8200. This will put you directly into the Call Courier Voice Messaging System. Press #, enter your mailbox number, and follow the prompts. From off campus dial 775-673-8200.
How do I know if I have messages? 
If you are using a 12 or 30 button telephone, the voice mail button will light up.
Your mailbox number is your 5-digit telephone number (begins with a 5).
What is my temporary (default) voice mail password?
Your temporary (default) password is used the first time you access voice mail. This temporary (default) password is your 5 digit telephone number. After you enter this temporary (default) password, you will be prompted to enter in your own secret password. DO NOT FORGET YOUR PASSWORD - - Otherwise you will be unable to access your voice mail until you call the Help Desk and request that it be reset.
Enter the voice mail system, enter your password. You are now at the main menu.
- Press [ 9 ] for Mailbox Options.
- Press [ 1 ] for Record Greeting.
- After pressing [ 1 ] in above step, the system will present you with a list of greetings that you can record. Press the number that corresponds to the greeting you wish to record.
How do I change the greeting that callers hear?
The greeting that callers hear is controlled by your location as set in the voice mail system. Instructions on how to check and change your location and availability are below.
How do I check my availability and location?
Dial into your voice mail box. At the Main Menu prompt, press [ 8 ] to check your current availability and location.
How do I change my availability and location?
Dial into your voice mail box. At the Main Menu prompt, press [ 5 ] to enter Change Availability and Location sub-menu. Within this sub-menu, pressing [ 1 ] announces your current availability and location, [ 2 ] through [ 9 ] changes your location, and [ # ] toggles your availability between Available and Unavailable.
Enter the voice mail system, enter your current password. You are now at the main menu.
- Press [ 9 ] for Mailbox Options.
- Press [ 9 ] for Change Password. Follow the prompts from the system.
To skip a message while leaving it's status the same (i.e. unread messages are still marked as unread), press [#] while listening to the message. To skip a message and mark it as Read, press [2] while listening to the message.
How do I retrieve a deleted message?
Enter the voice mail system, enter your current password. You are now at the main menu.
- Press [6] for Listen to Messages in Deleted Folder.
- While listening to the message, press [1] to move the message back to your Inbox.
- To permanently delete your message, press [3] while listening to it from within the Deleted Messages folder.
Warning: Messages are only stored in the Deleted Messages folder for 7-days.
- Press * to "backup" to the previous menu.
- Continue to press * until you hear "Goodbye".
How do I program my telephone with an extended absence greetings?
An extended absence greeting is enabled through the greeting override feature. The first step is to record your extended absence greeting. You have the option of recording up to 9 different greetings. The default greeting you recorded when you set up your mailbox is greeting number 1. You will record a new greeting and identify it with a number.
To record your extended absence greeting:
- Select Setup Options (9) from the Main Menu, then Mailbox Setup (1), Scheduled Greetings (3), and Record Greetings (2).
- Enter the number of the greeting you wish to record. This should can be any number 2 through 9. Be sure to remember which number you used. Follow the prompts to record your greeting.
- To activate your extended absence greeting, go to message override. This is option (3) on the Scheduled Greeting menu or (7) from the Main Menu. You have 3 override options: override for the rest of the day, override indefinitely, or schedule an override. The first two should be fairly straight forward. To schedule a greeting, you will be prompted for the starting and ending times and dates for your greeting override. Once you have specified the override option, you will be prompted for the greeting number to use. Specify the greeting number assigned in the previous paragraph.
- Deactivating your greeting override is either automatic or manual. If you used the "Override until the End of the Day" or "Scheduled Override" options, your normally scheduled greeting will play for callers at the end of the override interval. If you selected "Override Indefinitely" or you return prior to the end of your scheduled override period, you can deactivate the override by choosing (7, 2) from the main menu.
How do I to send a "read receipt" so I know if a person has received a voice message?
The read receipt is called a delivery report on this system. Please keep in mind that this feature was designed to report on messages delivered to many individuals. Some of the options seem a bit odd when applied to only one recipient.
- The first thing you should do is define your default report configuration. To check your configuration, choose Setup Options (9) from the Main Menu then Delivery Report Configuration (7) and Review Report Configuration (1).
- To change your report configuration, choose (2) from the Delivery Report Configuration menu. There are 4 parameters you will have to define:
- Media — The report can be in the form of either a voice message or a fax.
- Destination — You may send the report to your mailbox, a local fax, or somewhere else.
- Expiration Time — This "forces" the generation of a report, even if the message is not "read".
- Format — Either one summary report or a report for each destination.
- You enable a delivery report at the time you send a message. After recording a message, you are presented with a number of Record Options (review recording, re_record, etc.). When are satisfied with your message, press # to go on the Send Options message. Select option (6) to generate a delivery report. You may select the system default report, your personal default report or customize the report for this message. If you have configured your personal default as described above, simply select that option. The report will be generated when either the message has been "read" or the expiration time is reached.
- You can also force a delivery report but only if you requested a report at the time you sent the message. To force a report, choose option (4) from the Main Menu. When the time and date of the message you want a report on is announced, press #.
- The report will be sent to the destination you specified in the report configuration.
How do I make a distribution list?
To create the a distribution list:
- Go to Setup Options (9) from the Main Menu, then Distribution List Options (5). Select
- Create a List (1). Enter a 1 to 4 digit number to identify your list then press #. Record a voice tag to identify the list. Press #
- When you have finished recording. Now you may add mailboxes to your list. Enter the mailbox number to add and press #.
- You may add other distribution lists to this list if you wish. When you are done adding to the list, press #.
- To use the list, select Send Messages (2) from the Main Menu. When prompted for a destination, enter the number you assigned to the list followed by #. You will hear you voice tag to confirm you selected the correct list. Complete the message as you normally would.
How do I save messages or replies I send to others?
To get a copy of your replies or messages, add yourself to the destination list. For distribution lists, you can include yourself on the list.
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