Setting up & using your Cisco Unity Voice Mail

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1 Setting up & using your Cisco Unity Voice Mail Version: 1.3 Last Edited: 16 April 2014 Welcome to Cisco Unity Voice Mail! In conjunction with the PlymTEL IP Telephony rollout, Cisco Unity Voice Mail is available as an option to all staff within the University In order to help you get acquainted with your Voice Mail this help sheet provides a basic description of the Voice Mail features and a how to guide for logging on to your Voice Mail box, recording personal greetings and listening to your Voice Mail messages.

2 Telephone Numbers Your new number will be of the form (8xxxx), your internal number being a 5-digit number. This telephone number is permanently allocated to you not to a department. This means that you log into any internal IP telephone handset using your extension mobility user ID and PIN to pick up Voice Mail and/or make and receive telephone calls as if you were sat at your own desk. Phone socket Your handset will be plugged into the wall socket used for your computer, the computer then connects into the back of your IP phone. Navigating Your CISCO 7941 & 7961 IP Phones 1 Programmable buttons Depending on configuration, programmable buttons provide access to: Phone lines (line buttons) Speed-dial numbers (speed-dial buttons, including the BLF speed-dial feature) Green, steady Active call Green, blinking Held all Amber, steady Privacy in use Amber, blinking Incoming call Red Remote line in use (shared line or BLF status) IT Training Help sheet 1

3 2 Phone screen Displays features such as the time, date, your phone number, and caller ID, line/call status and soft key tabs. 3 Foot stand button 4 Messages button Allows you to adjust the angle of the phone base. Provides access to Voice Mail if subscribed by auto-dialling your Voice Mail service) 5 Directories Button Opens/closes the Directories menu. Use it to access call histories (missed calls, received calls, placed calls) and directories. You can use each of these directories to locate phone numbers and you can dial those numbers by selecting them from the list. 6 Help button Activates the Help menu on your LCD screen for a phone button or function. 7 Settings button Opens/closes the Settings menu. Use it to access to phone settings such as contrast and ring tones, network configuration, and status information. 8 Services button Opens/closes the Services menu. Provides access to available phone services. Use this button to access the Extension Mobility service. 9 Volume button Increases or decreases volume for the handset, headset, and speakerphone volume (off-hook) and the ringer volume (onhook). Also used to adjust the LCD screen contrast. 10 Speaker button Toggles the speakerphone on or off. When the speakerphone is on, the button is lit. Pressing the speaker button allows on hook dialling the same way pressing the primary line button does. 11 Mute button Toggles the Mute feature on or off. When Mute is on, the button is lit. 12 Headset button Toggles the headset on or off. 13 Navigation button Enables you to scroll through menus or call logs and highlight (select) items displayed on the LCD screen. When the phone is on-hook, displays phone numbers from your Placed Calls log. IT Training Help sheet 2

4 14 Keypad Works exactly like the telephone key pad on a traditional telephone. Enables you to dial phone numbers, enter letters, and choose menu items. 15 Soft key buttons 16 Handset with lightstrip Enables you to select any of the functions displayed on the corresponding LCD screen tabs. Soft keys access feature options displayed along the bottom of your LCD screen and change depending on the status of your phone. For example, you can see one set of soft key options when you pick up the handset, and another set when the phone is not in use. Functions like a traditional handset. The light strip at the top of the handset flashes when the phone rings and remains lit when you receive a voice mail. CISCO Interactive Tutorial CISCO has developed an online interactive tutorial that takes you through the features available on your IP phone. You will find it at: ge.htm IT Training Help sheet 3

5 Getting Started Log In to Your Telephone. If not already logged into your IP telephone, or the telephone is displaying a number other than your own:- Press Services button. Choose the first option Extension Mobility Choose the Select button. You will be prompted for a user ID and PIN. Setting up Your Voice Mail Cisco Unity Voice Mail allows individuals to receive and pickup voice mail from any IP telephone within the University. By default, unanswered incoming calls are set to divert to a voice mail after 15 seconds while incoming calls to a busy extension are immediately diverted to voice mail. The first time you use voice mail, you will hear a series of voice prompts that will guide you through the steps necessary to personalise your voice mail box. We refer to this as Subscriber Self Enrolment. Subscriber Self Enrolment is an important process as ultimately it provides calling parties with the assurance that they have reached their intended recipient. The process needs to be completed only once and must include all four steps:- Leaving a Recorded Name Recording a Personal Greeting Directory Assistance listing Changing your password. Press the Messages button on the phone and enter the default numeric password (default is 12345) followed by #. Note: While the default password is set to the same numeric value as the default PIN used to log into your telephone, the two must be considered as quite separate. The process for changing either is different and independent of each other. Subscriber Self Enrolment begins with Welcome to Cisco Unified Communications, please take a moment to personalise or update your settings. To exit, press *. Do not press the * key at this stage! IT Training Help sheet 4

6 Recorded Names. The enrolment continues with :- A recorded name identifies you to other callers, it also lets others know who left a message. You have no recorded name. To keep your recorded name press #... Do not press the # key at this stage! Follow the voice prompts to record your first and last name and the press the # key. Your recorded name is played back to you. Press the # key to keep it or wait for the invitation to re-record it. Personal Greetings. The enrolment continues with :- When callers cannot reach you, they may leave a message. A personal greeting encourages callers to leave a message. Your standard greeting is... to keep it and continue, press # Do not press the # key at this stage! Press 1 to record your own standard personal greeting. This will replace the automated system greeting Extension 8XXXX is unavailable..., which calling parties tend to find impersonal and off putting. You will be advised that you are listed in directory Assistance. Press the # key to continue. Changing the Default Password:- The enrolment continues with :- A password protects the privacy of your messages... Enter your new password followed by the # key when prompted. You will be prompted to re-enter it to confirm it. Passwords must be at least 5 digits long. Changing Recorded Names, Personal Greetings & Passwords Changing Your Personal Greeting This option is useful for leaving an Out of Office message on your voice mail box. There is also the ability to set Alternate and Closed greetings. Log in to your Voice Mail. Press 4 on your telephone keypad for Setup Options, Press 1 for Greetings. Press 1 to record or change your standard personal greeting. From this point it is also possible to record alternate greetings. It is important that you follow the voice guided instructions to the end. If you make a mistake, you can press the * key to exit to the previous menu or you can end the call at any time and start again Changing Your Recorded Name Log in to your Voice Mail. Press 4 on your telephone keypad for Setup Options. Press 3 for Personal Settings. Press 2 to change your recorded name. It is important that you follow the voice guided instructions to the end. If you make a mistake, you can press the * key to exit to the previous menu or you can end the call at any time and start again. IT Training Help sheet 5

7 Changing Your Voice Mail Password This change is effective immediately Log in to Voice Mail, Press 4 on your telephone keypad for Setup Options Press 3 for Personal Settings. Press 1 and follow the voice guided instructions. Passwords must be a minimum of 5 digits.. Note: If you forget your password, contact the Support Desk and ask for it to be reset. Please make sure you specify that it is your Voic password and not you re Extension Mobility PIN (phone PIN) that you require reset. Retrieving Messages When you have new voice mail waiting, a flashing envelope icon is displayed on the LCD screen, the light on the handset illuminates red and you may see the message You Have Voic displayed on the bottom of the screen. You can retrieve voice mail from any internal IP telephone once you have logged in. Press the Messages button. Enter your password followed by #. The default password is #. The Voice Mail System then advises how many messages you have and offers the options to:- Play new messages Press 1 Send a message Press 2 Review Old Messages Press 3 Run setup options Press 4 Once you have listened to a message, it can either be:- Repeated Press 1 Saved Press 2 Deleted Press 3 Forwarded Press 5 Marked as new Press 6 Skipped back through Press 7 Message properties Press 9 Note: If you listen to a new message and don t delete or save it, or if you mark it as new, the Message Waiting indicators all remain on. IT Training Help sheet 6

8 The following table summarises the basic controls available before, during and after message playback Play new messages 1 Send new message 2 Review old messages 3 Set-up options 3 Cancel/Previous menu * Skip ahead # During Message Playback After Message Playback Restart message 1 Repeat 1 Save 2 Save 2 Delete 3 Delete 3 Slow playback 4 Reply 4 Change volume 5 Forward message 5 Fast playback 6 Mark as new 6 Rewind, small 7 Rewind 7 Pause/Resume 8 Fast forward to end 9 Message summary 9 Setting an Immediate Divert to Voice Mail The default time to voice mail for an unanswered call is 15 seconds. This is not user configurable but can be changed by the telephony administrative team on an individual basis. However, it is possible to set all incoming calls to immediately divert to voice mail. Press the CFwdAll soft key (you will hear a confirmation beep). Press the Messages key. Forwarded to Voice Mail is displayed along the bottom of the LCD display but may not always be visible if higher priority messages are also being displayed e.g. the number of missed calls. To cancel Call Forwarding: Press the CFwdAll soft key. Turning Off Voice Mail Altogether. It is possible for each subscriber to turn voice mail on and off altogether or only have calls forwarded to voice mail under certain circumstances. You may find it useful to refer the section Call Forwarding (Conditional) in the IP Telephony User Help sheet. Using your web browser, go to https://ipphones/ccmuser When the security warning dialogue is displayed, choose the option to Continue to Web site (not recommended) Login with your user ID (personal extension number) and your university computer password. Choose User Options, then Device and then Line Settings to display the Line Settings Configuration screen shown in figure 1. Remove the tick from some or all of the conditions specified. The voice mail radio button does not need to be deselected. IT Training Help sheet 7

9 Figure 1 Retrieving Messages from Outside of the University. This is possible by employing the same sequence of key presses used to remotely pick up voice mail from domestic answer machines and mobile phone providers. From a remote phone, telephone your own University extension number. As soon as the call is passed to Voice Mail, press the * key. You will be prompted for your user ID followed by # You will be prompted for your password followed by # Select option 2 to access your voice mail box The prompts and selections are then the same as accessing voice mail from within the University Voice Mail Box Full Message Deleting Deleted Messages Each voice mail subscriber is allocated a fixed amount of storage. How many messages stored depends on the length of each message. If your voice mail box is full, external callers will receive a warning message that your mail box is full and that they cannot leave a message. It could be that you have deleted all of your messages, but that the deleted messages continue to consume space until you permanently delete them. On accessing your voice mail box, you will hear the following message:- Hello, your Inbox is full. You cannot send or receive new messages. Delete some messages now. Delete messages, seven. Return to the main menu, nine. IT Training Help sheet 8

10 Press 7 on the telephone keypad. You will hear the message:- Your deleted messages will be permanently deleted. Delete your messages? To delete; press one. To cancel; press two. Press 1 on the telephone keypad. You will hear the message:- To delete only your voice messages, press one. To delete all messages, press two.. Press 2 on the telephone keypad. You will hear; This may take several minutes. You can hang up and call back later or wait Managing Deleted Messages in the Deleted Items Folder. Cisco Unity saves your deleted messages so that you can play, restore, or permanently delete them. Deleting messages can be an important way to reduce your mailbox size, especially as Cisco Unity is not set up to automatically delete messages once they reach a certain age. Please make sure that you permanently delete messages periodically by. Log into your Voice Mail Press 3 on the telephone key pad (Old Messages) Press 2 for Deleted Messages Press 1 to review your deleted messages or press 2 to erase all deleted messages. If you have elected to delete your messages, you will hear the message:- Your deleted messages will be permanently deleted. Delete your messages? To delete; press one. To cancel; press two. Press 1 on the telephone keypad. You will hear the message:- To delete only your voice messages, press one. To delete all messages, press two.. Press 2 on the telephone keypad. Depending on the number of messages to be deleted, you may hear; This may take several minutes. You can hang up and call back later or wait. IT Training Help sheet 9

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