The following procedures are ones you will use the first
time you use your new U-M Voice Mail mailbox. Detailed instructions
for using this system are found in the
remaining sections of this document.
Access the U-M Voice Mail system by dialing the
appropriate number:
Ann Arbor: (93)6-2500
Dearborn: (59)3-5312
Flint: (76)2-3323
To access your mailbox from your own telephone:
Press #.
or
To access your mailbox from another phone:
Enter your 10-digit phone number, then press #. Your 10-digit phone number is area code plus 7 digits.
Enter your password, followed by #.
NOTE:
Your temporary password is 12 and your 10-digit phone number.
Enter your temporary password the first time you use
your mailbox, then press #.
Attention First-Time
Users
The first time you use U-M Voice Mail, you will need to
do the following:
Personalize your mailbox with Personal Verification (see
instructions).
The Two Components
of U-M Voice Mail
When you use voice mail, you either work
with messages (by issuing message commands) or with your mailbox (by issuing mailbox commands). Message commands begin with a 7. Mailbox commands begin with an 8. See The Help Service for additional help.
Message Commands Reference Chart
Message Command
What It Does
7*
List Message commands.
70
Tag outgoing message.
71
Reply to a message.
72
Get more information about the message (play
envelope).
73
Forward a message.
74
Reply to all recipients of a message.
75
Compose a message.
76
Delete a message.
79
Send a message that you have composed.
Mailbox Commands Reference Chart
Mailbox Command
What It Does
8*
List mailbox commands.
80
Change custom operator assistance number.
81
Log in to your mailbox from another subscriber's mailbox.
Instead of memorizing commands, you can listen to
voice prompts when using the system. Note that these
prompts appear in italics throughout this document. The
prompts tell you which commands you can use at that moment.
To interrupt a prompt, press any key. The system stops the
prompt and responds to the request you enter.
U-M Voice Mail has a message waiting indicator feature that notifies you when you receive a new message.
If you have a message waiting light (or arrow) on your phone, it will light up to indicate you have a new message;
if you don't have a message waiting light, you will hear a "stutter" dial tone to indicate you have a new message when you pick up the receiver.
Logging in to Retrieve Messages
Logging in means accessing your mailbox. Your mailbox number is the same as your 10-digit telephone number.
Access the U-M Voice Mail System by dialing the
appropriate number:
Ann Arbor: (93)6-2500
Dearborn: (59)3-5312
Flint: (76)2-3323
To access your mailbox from your own U-M telephone:
Press #.
or
To access your mailbox from another phone:
Enter your 10-digit phone number, then press #.
Enter your password followed by #.
NOTE:
If this is your first log in, see Getting Started With U-M Voice Mail.
Otherwise, use the password you have chosen. If you enter your password incorrectly three times, your mailbox will be disabled (or locked). Call the ITCom Service Center at 763-2000 to get it re-enabled.
You are now logged in. U-M Voice Mail describes the
status of your mailbox and gives a summary of new,
urgent, and unsent messages.
(Example: "You have two new voice
messages.")
After the summary, U-M Voice Mail describes the first new message with the following information:
the message number that U-M Voice Mail assigns to each
message in your mailbox
the status of the message (if it is an old or a new
message)
the date and time the message was received into your
mailbox
whether the caller's phone number is unknown (any
number that the voice mail system does not register)
(Example: "Message five, new, from John Doe,
urgent, received Thursday at 2:35 p.m.")
(See "Listening to Your Messages" next.)
Listening to Your Messages
You can play part or all of any message as many times as
you like. You can move freely through your mailbox, forward
to the next message, or backward to the previous one.
Press
In Order To
1
Skip backward 5 seconds at a time.
#
Pause during playback.
2
Play the message just described/continue
playback.
3
Skip forward 5 seconds at a time.
4
Go to the previous message.
6
Go to the next message.
NOTE:
You might find this special playback feature helpful;
press 23 (up to three times) to speed the message
up, then press 21 to slow it back to its original
pace.
Deleting Messages (and Automatic Deletion by System)
Press 76 to delete the message you are listening
to.
NOTE:
If you attempt to delete a message after you hear the
system's "end of message" statement, you might delete the
following message instead. If this happens, continue
listening to your messages. At the end of the session,
press 6 to play your messages again. When you hear
your deleted message, press 76 to restore it.
To restore a message after you have deleted it (and before you hang up),
go to the deleted message and press 76 again. Once you hang up, you can no longer restore deleted
messages.
Automatic Deletion Played messages that you do not delete are stored for 35 days and then are automatically deleted from your
mailbox by the system.
However, it is important to check your mailbox frequently and
delete old messages that you no longer need. If you don't
effectively manage your mailbox, it will fill up. When
you have more than six minutes of messages -- the
allotted amount of mailbox space -- the system will tell
you that your mailbox is full.
You will still receive
new messages when your mailbox is full, but you will not
be able to send, forward, or otherwise work with your
messages until you free up some storage space. When your
mailbox is full, listen to your stored messages and
delete some of the old, unwanted ones.
Replying to
Messages
To leave a message in someone's mailbox immediately after
listening to a message from that person:
Press 71 before the next message is played.
"Reply to (sender's mailbox number or name.) To
begin recording, press 5. To end
recording, press number sign
(#)."
When you are ready to record your reply, press
5. Wait for the tone, then speak.
When you finish speaking, press #.
"Recording stopped."
To send the message, press 79.
"Message sent."
NOTE:
You can reply only to U-M Voice Mail users.
Forwarding Messages to Others
You may receive a message that you want someone else to
hear. You can forward (transfer) the message exactly as it
is, or you can record an introduction or comment to precede
the forwarded message.
You can use the following procedure to forward messages
to other U-M Voice Mail users and to distribution lists.
After listening to a message:
Press 73.
"Forwarding message (number). Enter a list of
mailboxes."
Enter the first 10-digit mailbox number, followed by
#.
"(Name or mailbox number.)"
NOTE:
To remove a mailbox number from the list of recipients,
press 0 # (zero, number sign) after entering the
mailbox number.
"Address (mailbox number) canceled."
Enter the rest of the 10-digit mailbox numbers,
following each with #. Press # again after you
enter the last mailbox number.
If you want to send the message without adding an
introduction, skip to step 5 to forward the message. If
you wish to record an introduction, follow these
instructions:
Press 5 and wait for the tone, then begin
speaking.
When you finish recording the introduction, press
#.
"Recording stopped."
NOTE:
If you change your mind before sending your message,
press 76 to delete the message.
To send the message, press 79.
"Message sent."
Press 76 to delete the message, if desired.
NOTE:
You can forward messages only to U-M Voice Mail
users.
Call
Sender
After listening to a message, you may want to speak
immediately with the person who left the message. You can
use the Call Sender feature to dial the person's number
automatically. You can use Call Sender only with U-M
Voice Mail users. To use the Call Sender feature:
After listening to a message:
Press 9.
"Calling (sender's extension number or
name)."
Talk to the sender or leave a message and then hang
up when you are finished.
NOTE:
Using the Call Sender feature disconnects you from the
U-M Voice Mail System.
NOTE:
Members of ACD (Automatic Call Distribution) groups may have conditions that don't apply.
Express
Messaging
Sometimes you may want to leave a voice mail message for
someone without ringing their phone. U-M Voice
Mail users on the Ann Arbor campus can use Express Messaging
to leave a message for a fellow U-M Voice Mail
user.
Dial the Express Messaging access number:
(76)3-5610
Enter the 10-digit mailbox number of the person for
whom you want to leave a message, then press
#.
After the prompt and record tone, leave your
message.
After the beep, please leave your message along with your telephone number. Sometimes you may have to leave a long and very detailed message with someone. After three minutes, you will hear "recording stopped." Then follow the prompts.
Sometimes you'll receive voice mail from a group, and you
may want to reply to the group. After listening to a
message:
Press 74.
"Reply all. To (first name/number on the
list).
To begin recording, press 5.
To end recording, press number sign (#)."
If you want to hear the list of people who will
receive your reply, press 72.
"(Description of message, including all mailbox
numbers or names.)"
When you are ready to record your reply, press
5. Wait for the tone, then speak.
When you finish speaking, press #.
To send the message, press 79.
"Message sent."
Although you are one of the recipients of the original
message, the system will not send the message to your own mailbox.
Composing a
Message
Use the Compose command to record and send messages to other U-M Voice Mail users. You can also use this command to send messages to groups of people. (See Creating
a Personal Distribution List.)
NOTE:
Messages that you compose and send are limited to a
maximum of four minutes. You will hear a warning tone
when you have composed three minutes of your message.
To compose a message, follow the instructions below.
From your mailbox:
Press 75.
"Compose. Enter a list of mailboxes."
Enter the first 10-digit mailbox or the distribution
list number, followed by #. (See Distribution
Lists.)
To remove a mailbox or distribution list number from
the list of recipients, press 0 # (zero, number sign) after entering the mailbox number.
"Address (mailbox number) canceled."
Enter the rest of the mailbox numbers, following each
with a #. Press # again after you have entered
the last mailbox address.
"To begin recording, press 5.
To end recording, press number sign
(#)."
Press 5. Wait for the tone, then speak.
When you finish recording the message, press
#.
"Recording stopped."
For message tags that can be applied before sending a
message, see "Message Tagging Options" next.
When you are ready to send the message, press
79.
"Message sent."
Go to another activity or log out by pressing
83.
Message Tagging Options
When you compose a message, you can tag it to indicate
that you want it handled in a special way. There are four
different message tagging options:
Urgent. Urgent messages are announced when the
recipient logs on.
Private. You can tag confidential messages as
private. The recipient of a private message cannot
forward the message to anyone.
Acknowledgment. When you tag a message for
acknowledgment, the system sends you confirmation when
the recipient listens to your message.
Timed Delivery. When you tag a message for
Timed Delivery, the system sends the message at the day
and time that you specify.
After you have composed or left a message, follow these
steps if you want to tag it for special handling:
Press # to indicate that you have finished
recording the message.
Press 70.
"Message options.
For urgent delivery, press
1.
For private, press 4.
For acknowledgment, press
5.
For timed delivery, press 6."
Press the appropriate number for the tag you want to
attach to the message.
When installed, U-M Voice Mail mailboxes are assigned a
temporary password -- 12 and your 10-digit phone number. The system requires you to
change your password at first log in. You can change it again
at any time.
NOTE:
Your new password must be a combination of 4-16 digits.
The system will not allow you to reuse a recently used
password or a common sequence of numbers, such as 1234 or 1111. For your security, do not use your
phone number when creating a new password.
While in your mailbox:
Press 84.
"Password change. To authorize the change, please enter your old password,
followed by number sign."
Enter your old password, followed by #.
If this is your first log in to the system, your "old" password is your temporary password.
"Please enter your new password followed by number sign."
Enter a new password, followed by #.
"To confirm the change, please enter your new
password again, followed by number sign."
Enter your new password again, followed by #.
"Your password has been changed."
NOTE: If you have incorrectly entered your old or new password you will be sent
back to the main menu with "Leaving Password Change." Press 84 from the main menu to try again.
Recorded
Greetings
Callers to your mailbox may hear one of three
greetings:
Your external greeting is played to callers who are
not part of the U-M Voice Mail system.
Your internal greeting is played for callers within
the U-M Voice Mail system. (If you do not set this up, your external
greeting is also played for callers within the U-M Voice Mail system.)
A temporary greeting temporarily overrides your
existing external and internal greetings while you are
away from your office. Using a temporary greeting
eliminates the need to re-record your personalized
internal and external greetings when you return to the
office after a vacation or other time away. You set the
greeting's expiration date and time; at that time, the
temporary greeting is deleted and your normal internal
and external greetings are restored.
Greetings must be at least five seconds long.
Follow these instructions to record your greeting(s).
From your mailbox:
Press 82.
"For your external greeting, press 1. For your
internal greeting, press 2. For your temporary greeting,
press 3."
Enter the appropriate number.
NOTE: To delete a temporary, external, or internal greeting, press 76.
"(external/internal/temporary)
greeting."
To record your greeting, press 5. Wait for the
tone, then speak.
A suggested internal or external greeting is:
"Hello. This is (your name). I'm in today but am
unable to answer my phone right now. If you leave your
name, number, and a message after the tone, I'll return
your call as soon as I can."
A temporary greeting might say that you will be out of
the office, who to contact in your absence, and when you
will return.
When you have finished recording your greeting, press
#.
"Recording stopped."
To review the greeting, press 2.
To delete the greeting, press 76.
(To re-record it, press 76, then press 5.)
To exit, press 4.
If you are recording a temporary greeting, press 9 to
set the expiry date and time.
"Greeting expiry. Expiry month."
Enter the number of the month in which you want your
temporary greeting to expire (for example, the number 6
for June) followed by #.
"Expiry day."
Enter the day you want your greeting to expire
followed by #.
"Expiry time."
Enter the time you want your greeting to expire
followed by #.
"For a.m., press 1. For p.m., press 2."
Enter either 1 for a.m. or 2 for p.m.
"Your greeting will expire at [the date and
time you set]."
To check the greeting you just recorded, press
2.
"Start of greeting. (Greeting.) End of greeting."
NOTE:
If you are not satisfied with the greeting you recorded,
we recommend that you delete it and record a new one for
the best results rather than trying to edit it. You
must delete the old greeting before recording a new
one.
When you are satisfied with the greeting, go to
another activity or press 83 to log out.
Setting Up Your
Personal Verification
The Personal Verification is a 15-second recording that
you make with your name and department or other information.
The Personal Verification is played to confirm, for the
caller, who will compose a message to you, that he/she has
accessed the correct mailbox.
To set up your Personal Verification, follow these
instructions:
From your mailbox:
Press 829.
"The Personal Verification is (name)."
or
"There is no name for Personal Verification of
mailbox (number)."
Press 5.
Wait for the tone, then speak your name and job title
or department.
To stop recording and to check the new recording,
press #.
"The Personal Verification is (name)."
When you are satisfied with the recording, go to
another activity (such as pressing 4 to listen to your
messages) or log out by pressing 83.
If you don't record a Personal Verification, your phone
number will be stated as part of a generic greeting:
"The person at (your phone number) is on the
phone/not available. Please leave a message at the
tone."
NOTE:
When someone is transferred to your mailbox via Express
Messaging, the only greeting they hear is your phone
number unless you've recorded a Personal
Verification.
Custom Operator
Assistance
Custom Operator Assistance gives the caller the option of
talking with a person you designate instead of leaving you a
message. A custom operator can better assist your caller
when you are busy or not available, by answering your calls
in a personalized manner. The custom operator is determined
by you and can be changed at your discretion.
The custom
operator might be your assistant, coordinator, or
receptionist -- but only persons who are also U-M Voice Mail subscribers can be
designated custom operators. Be sure to inform the person that you have
designated him or her to be your custom operator and that he
or she may be receiving your calls.
To set up your custom operator, follow these
instructions:
From your U-M Voice Mail mailbox:
Press 80.
NOTE:
You are connected to the Mailbox options menu.
"Mailbox options: To change the Operator Assistance
Number; press 1. To Exit, press number sign
(#)."
Press 1 to edit the Custom Operator number.
"Operator Assistance Number. The current number is:
(zero or other number). Enter the new Operator Assistance
Number, followed by the number sign (#).
To Exit, press number sign (#)."
Enter the 10-digit phone number using your keypad.
Press #.
You should change your greeting to include a phrase
such as:
"Hi, this is (name, department). I'm either on my
phone or away from my desk. Please leave your name and
phone number, and I'll get back to you as soon as
possible. Or, if you would like to speak to our
receptionist, please press zero (0) now."
If you do not record a custom operator assistance number
and a caller presses zero, the system will inform the caller
that no assistance number has been set up and the call will
disconnect.
You can change your Custom Operator Assistant number any time, but to remove a number completely
(so there is no number designated), you must call ITCom Customer Service763-2000 to have your voice
mailbox modified.
Blocking Messages
You can temporarily prevent callers from leaving messages in your mailbox.
You can choose to transfer callers to an operator, or disconnect them.
As a courtesy to your callers while message blocking is turned on, you should
record a temporary greeting that provides details of your absence and tells callers
what to do.
From your U-M Voice Mail mailbox:
Press 80 for mailbox options, then press 7 for message blocking.
Turn message blocking on or off:
To turn message blocking on at all times, press 1.
To turn message blocking off, press 2.
To block your messages only when a temporary greeting is in effect, press 3.
To allow callers to speak to the custom operator you assigned (see Custom Operator Assistance above),
press 1. Or, to have callers disconnected after your greeting, press 2.
After you have called a U-M Voice Mail user and left a
message, you can instantly retrieve your messages without
hanging up and dialing the access number
again.
Indicate that you have finished recording a message
by pressing #.
NOTE:
You are still connected to U-M Voice Mail.
Press 81.
"Mailbox?"
You can now log in to your mailbox as usual. (See
Logging
In to Retrieve Messages. Follow the instructions for
logging in from your own U-M telephone or logging in from
another telephone.)
NOTE:
You can check messages in multiple mailboxes by using the
same commands.
Distribution
Lists
A distribution list is a list of frequently used mailbox
numbers. You can create up to 99 personal distribution
lists, each containing up to 200 entries.
NOTE:
Only phone numbers that are part of the U-M Voice Mail
system can be stored in distribution lists.
Sometimes you may want to leave the same message for
everyone in your department. For example, you may need to
alert everyone that a meeting has been canceled. In order to
do this, you need to create a distribution list.
Creating a Personal Distribution List
From your U-M Voice Mail mailbox:
Press 855.
"Distribution list. Enter the distribution list
number followed by number sign (#)."
Enter a number from 1-99 to identify the
distribution list, followed by #.
"Distribution List (number)."
Press 5.
"Compose distribution list."
Enter 10-digit mailbox numbers you want to include in
this distribution list, following each entry with
#.
If you need to delete the previously entered address
in the list:
Press 0 # (zero, number sign).
"Address (number) canceled."
When the list is complete, press #.
Checking the contents of a Personal Distribution
List
From your U-M Voice Mail mailbox:
Press 85.
"Distribution list. Enter the distribution list
number followed by number sign (#)."
Enter the number of the distribution list you want to
use followed by #.
"Distribution list (number)."
Press 2.
"Distribution list (number). (Names or phone
numbers.) End of distribution list."
You will hear the contents of the personal distribution
list you created.
Leaving a Message for the Members of Your Personal
Distribution List
When you would normally enter a sequence of mailbox
numbers, enter the distribution list number(s), followed by
#. (See Composing
a Message.)
Deleting a Distribution List
If you need to delete a previously entered distribution
list number:
Press 855.
"Distribution list. Enter the distribution list
numbers followed by number sign (#)."
Enter the number of the list to be canceled, then
press #.
Enter 0 # (zero, number sign).
"Address (list number) canceled."
Changing a Distribution List
If changes need to be made to a list:
Press 855.
"Distribution list. Enter the distribution list
numbers followed by number sign (#)."
Enter the number of the list to be changed, then
press #.
You can get help at any time while using U-M Voice Mail.
The Help function is context sensitive. This means that when
you press the appropriate Help key(s), you are told which
commands are currently available to complete the operation
you are performing. Use one of the following three methods
to access the appropriate Help function.
To Get Message Command Help
Press # to stop current activity.
Press 7*.
"You have started to enter a message command...
(list of available commands )."
Enter the required command that you need to complete
the current activity.
To Get Mailbox Command Help
Press # to stop current activity.
Press 8*.
"You have started to enter a mailbox command...
(list of available commands)."
Enter the required command for the function you want
to use.
To Get General Help
After beginning a message or mailbox command:
Press *.
(You will hear the information that will help you to
continue the current activity.)
Now enter the required command(s) to complete the
activity you began before accessing "Help."
ITCom Customer Service
If you have questions about using U-M Voice Mail or are
experiencing problems, contact ITCom Customer Serivce by calling (76)3-2000 (Dearborn and Flint customers need to dial 734-763-2000) or by sending e-mail to itcom.csr@umich.edu.
NOTE: If you enter your password incorrectly three times in a row,
your mailbox will be disabled. Contact ITCom Customer
Service to get your mailbox re-enabled.
