Phone System - Voicemail Configuration (Alberta Council)

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SJA Alberta uses a Mitel NuPoint voice mail system. It is important to properly configure your voice mail.

Contents

Access

Internal

  • Dial *8 to access your voicemail; it will ask you for your passcode.

External

  • Call in, and dial your extension. When you hear your greeting come on, press *.
  • If you are on a call director type mailbox, you have to wait until your are at your end greeting.

Passcode

Each user needs a passcode of at least 4 or more digits.

  • The passcode can be accessed under User Options, Passcode.

Name

Everyone needs to record a name for your voice mail.

  • The suggested convention to use is: Name - Title - Extension Number

So, for example, you would use

  • "Jane Doe, Customer Service Representative, Extension 1234"

The name recording can be accessed under User Options, Name.

Account Types

There are three account types.

  • Standard Voice Mail
  • Call Director / Cel Phone Voice Mail
  • Custom Voice Mail

Standard Voice Mail

This account type is the most common. When someone calls your phone, if you do not answer, the voice mail will play a recorded greeting, then the caller can leave a message.

  • The suggested standard greeting is: "Hello, you've reached the voicemail for Jane Doe, Customer Service Representative. I'm not available at the moment, but if you leave me a message with your name and phone number, I will return your call as soon as possible. Thanks!"
  • The suggested away greeting is: "Absence Alert; You've reached the voicemail for Jane Doe, Customer Service Representative. I will be away from the office until February 29th; I will return your call when I am back. Otherwise, if your matter is urgent, you can call Linda at extension 1235. Thanks!"
  • The greeting can be accessed under User Options, Greeting.

Call Director / Cel Phone Voice Mail

If you have been issued a SJA Cel phone, this is the type of voice mail you will have. When someone calls your phone, if you do not answer, the voice mail will present them with a menu where they will have a chance to transfer to your cel phone by pressing C or 2. If the caller does not do that, after a few seconds it will automatically route them to your voice mail, where it will play your recorded greeting. The menu needs to be recorded separately from the greeting.

  • The suggested menu recording is: "You've reached Jane Doe, Program Coordinator. I am not at my desk; if your matter is urgent, please press 2 to contact me on my cel phone; otherwise, stay on the line and you will be directed to my voice mail."
  • If you are going to be away, your should change your menu recording to reflect that.
  • The menu can be accessed by pressing * then R to record.
  • The suggested greeting is: "Hello, you've reached the voicemail for Jane Doe, Program Coordinator. Please leave me a message with your name and phone number, I will return your call as soon as possible. Thanks!"
  • The greeting can be accessed under User Options, Greeting.
  • You don't want to be too repetitive with the greeting, since the caller will have already heard your menu recording.

Custom Voice Mail

The system can be set up to provide multi-level menus, day/night recording, and so forth.

  • Please send a request to network@stjohn.ab.ca if you want to create a custom voice mail configuration.

Forward to E-mail

Nupoint will forward a copy of every voice mail message to your e-mail automatically.

  • We reccommend you retain the e-mail copy of any key message that you think you may need in future.
  • This system can not be turned on and off for individual users
  • You can create a mail filter in your e-mail that automatically sorts the voice mail messages into their own folder

User Guides

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