MTU Staff/Faculty Voicemail Services (Multiple Boxes) Printable Version
Getting Started with MTU Voicemail (Multiple Boxes)
When you access your voice mailbox for the first time, a user tutorial is automatically activated. This tutorial will guide you through your first mailbox session. It will begin by explaining how to change your pass code. You will then be prompted to record your greeting and your name. Once your mailbox is set up, you will be ready to start using the advanced messaging features of the MTU Voicemail system.
Accessing your voice mailbox
Before you can begin customizing your voice mailbox, you will need to gain access to your mailbox within the voicemail system.
For departments utilizing multiple voice mailboxes, the main voice mailbox is the last 5 digits of the departmental telephone number. For example: if your departmental phone number is 487-4567, then the main voice mailbox number is 74567. Individual users are then assigned a personal designation number, which is used to access their voicemail within this multiple box system.
Individual voice mailboxes under this type of system always being with the number 1, which is then followed by a personal designation number, and finally the last 4 digits of the departmental phone number. For example: if the departmental phone number is 487-4567 and your personal designation number is 2, then your voice mailbox number is 124567.
To access your voice mailbox for the first time:
Using your own telephone, dial the voicemail system access code *74
Once you have gained access to the voicemail system, you will hear the following recording:
"<your departmental message> "
"To enter mailbox 11_ _ _ _, press 1. To enter mailbox 12_ _ _ _, press 2, etc."
Press your personal voice mailbox designation number:
Once you have gained access to your personal voice mailbox, you will hear the following recording:
"Hello, mailbox 1_ _ _ _ _, please enter your pass code."
Enter the default pass code of 1 2 3 4.
Note: Once you have entered the default pass code, you will hear the following recording:
"Welcome to your voice message center. I will be helping you set up your own personal mailbox."
"First, we will set a pass code to keep your mailbox private."
"Second, we will record a greeting for your callers."
"Finally, we will record your name in your own voice."
"I will tell you what keys to press. Let's get started."
"We are going to create a pass code for you. This is a secret 4 to 10 digit number to ensure no one else uses your mailbox. Choose some number that is easy for you to remember, but hard for someone else to guess. You will be asked to enter this number each time you enter your mailbox."
"Press U, the 8 key to enter user options "
Changing your pass code
Once you have gained access to your mailbox, the tutorial will first ask you to enter the user options menu so you can define a pass code. This pass code is to ensure that no one else uses your mailbox. You will always be prompted for your pass code before accessing your mailbox. Please define a pass code that you can remember, but do not select something trivial such as 0123 or a number using all the same digits such as 9999.
To change your pass code:
Press the 8 key to enter user options
Note: You will hear the following recording:
"User Options. Press P, the 7 key, to enter your pass code."
Press the 7 key to enter your pass code
Note: You will hear the following recording:
"Enter 4 to 10 digits for your pass code."
"If you do not wish to have a pass code, enter four zeros ."
Enter a 4 to 10 digit number for your pass code
Note: Once you have entered your new pass code, you will hear the following recording:
"Remember your pass code for the next time you log in. It is _ _ _ _ _ _ _ _."
"Next we will record a greeting for your callers. Be sure to say your name, and ask your caller to leave a detailed message with their name and phone number."
"Press U the 8 key to enter user options."
Recording your Greeting
Once you have set your pass code, you will then be asked once again enter the user option menu so you can record a greeting that callers will hear when your line is busy or when you are away from your desk. It would be wise to write your greeting ahead of time, so you will know exactly what you want to say and help avoid any stammering during the recording.
For example, you might wish to say: "You have reached <name>. I'm sorry I was not able to take your call. Please leave a message after the beep with your name and number and I will be sure to return your call."
To record your greeting:
Press the 8 key to enter user options
Note: You will hear the following recording:
"User Options. Press G, the 4 key, to record a greeting for your callers."
Press the 4 key to record your greeting
Note: You will hear the following recording:
"Record a greeting for your callers."
Record your greeting
Note: You will notice a slight pause, while the system waits for you to finish recording.
Note: You will then hear the following recording:
"Recording complete. Now you can listen to your greeting. Press R, the 7 key, to review your recording."
Press the 7 key to review your recording
Note: Once you have listened to your greeting, you will hear the following recording:
"If you are satisfied with your greeting, press X, the 9 key, to save it. If you would like to discard it and record your greeting again, press D, the 3 key."
Press the 9 key to save your greeting
OR
Press the 3 key to discard your greeting and record it again
Note: Once you have saved your greeting, you will hear the following recording:
"Greeting changed. Now when some one calls you and you are gone, your callers will hear this message from you. <your message>"
"Finally, we are going to record your name to identify your mailbox. Record only your first and last name. For example, Jim Smith."
"Press U, the 8 key, to enter user options."
Recording your Name
Once you have recorded your greeting, you will once again enter the user option menu so you can record your first and last name. This form of identification is used to::
Address you when you call into the system (such as, "Hello, Jim Smith")
Inform other users when a message comes from you (such as, "4:54 p.m., from Jim Smith")
State your name to other users when they address messages to your mailbox (such as, "Jim Smith")
To record your name:
Press the 8 key to enter user options
Note: You will hear the following recording:
"User Options. Press N, the 6 key, to record your name."
Press the 6 key to record your name
Note: You will hear the following recording:
"Record your name."
Record your first and last name
Note: You will then hear the following recording:
"Recording complete. Now you can listen to your name. Press R, the 7 key, to review your recording."
Press the 7 key to review your recording
Note: Once you have listened to your name, you will hear the following recording:
"If you are satisfied with your name, press X, the 9 key, to save it. If you would like to discard it and record your name again, press D, the 3 key."
Press the 9 key to save your name
OR
Press the 3 key to discard your name and record it again
Note: Once you have saved your name, you will hear the following recording:
"Name changed. I will call you <your name>, from now on."
"You have just set up your mailbox and are ready to begin making and retrieving messages. It's a good idea to enter your mailbox before making messages for other users and always press X, the 9 key, to exit the system."
"You may repeat the tutorial at any time by simply pressing T, the 8 key, under user options."
"Remember to always press * during your greeting to access your mailbox. This tells the system that the mailbox owner is calling in."
"The system will then ask you for your pass code. Remember your pass code is _ _ _ _. You will need this every time you want to use your mailbox."
