TABLE OF CONTENTS. Emergency Instructions Dialing Instructions Call Transfer, Conference, Forward and Coverage... 3

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2 TABLE OF CONTENTS Emergency Instructions Dialing Instructions... 2 Call Transfer, Conference, Forward and Coverage... 3 Voic Features... 4 How to Setup Voic for the First Time How to Retrieve Your Messages... 7 Personal Greetings Main Menu Options

3 EMERGENCY NUMBERS UNIVERSITY POLICE HEALTH & WELLNESS CENTER STUDENT DEVELOPMENT In case of fire, call UNIVERSITY POLICE, at CALLS FROM A CAMPUS PHONE ARE DIRECTED TO UNIVERSITY POLICE School Closing & Emergency Information The President of the University may cancel classes due to weather conditions or other campus emergencies. The Office of Telecommunications is responsible for issuing those announcements at the direction of the President or his designee. The following means are available to obtain this information: 1. A Connect-ED message containing detailed information pertaining to the incident will be delivered to all locations (voice messages to home, alternate phone, cell phones, text messages) as specified by you. Participation in this service is optional for faculty and staff. Please visit click on WPConnect, Emergency Notification Service under WPUNJ Bookmarks and log in to sign up. 2. WEATHER EMERGENCY NUMBER A recorded message regarding cancelled classes, closings, delayed openings or early releases is posted to the Weather Emergency Number. Please dial this number to hear the status of University operations. 3. ACCESS THE UNIVERSITY HOMEPAGE AT regarding the status of operations. 1

4 4. CHECK YOUR UNIVERSITY ACCOUNT 5. ANNOUNCED ON THE FOLLOWING RADIO AND TV STATIONS. RADIO STATIONS WGHT 1500 AM WHCY FM WINS 1010 AM WSUS FM WNNJ 1360 AM/103.7 FM TV STATIONS NEWS 12 NJ, WNBC, and WINS has a website, that will list school closings. Please do not call University Police for information regarding cancelled classes, closings or road conditions. Dialing Instructions University s Main Number: On Campus: All campus numbers begin with the same area code and exchange: (973) 720-XXXX. To make an on campus call, just dial the last 4 digits of the number. (example: for , just dial 1234) Off Campus: For all off campus calls dial area code + seven digit number. 2

5 Call Transfer To Transfer a call press the transfer button, enter the 4-digit extension number then press the transfer button. The call will automatically transfer to the extension you specified. Conference Conferencing from your desk phone - Dial the 1st member of your party and press conference - dial the next member and press conference. You can repeat this process a total of 6 times. When the final member has joined press conference to begin. Call Forward Call Forward allows you to direct your calls to another phone on campus. To activate call forward: pick up the handset, listen for a dial tone press * then 2; enter in the 4 digit extension where you would like the calls sent, hear stutter dial tone and hang up. To deactivate call forward: pick up the handset, listen for a dial tone press # then 2; hear a stutter dial tone and hang up Call Coverage Call Coverage allows you to send your calls directly to your voice mail without your phone ringing. To activate call coverage: pick up the handset and listen for a dial tone press * then 3; listen for stutter dial tone and hang up. To deactivate call coverage: pick up handset listen for a dial tone press # then 3; listen for stutter dial tone and hang up. 3

6 Voice Mail Password You will need to set up a password for your voice mail box. It should be a minimum of 6 digits and cannot contain the following combinations: 1. Consecutive numbers (123456) 2. Same number repeated for all 6 digits (333333) 3. The same number as your voice mail extension number Security Mailbox Size and Storage When entering your voice mail extension number and password, if you make a mistake 3 times in a row, the system will lock you out. It will tell you to contact administrator. If this happens please us include your extension number and indicate that that you are locked out of your voice mail. If you realize that you made a mistake twice already, hang up and start over again. The system will reset itself and you will get 3 new tries. The amount of space in your mailbox is 7 minutes. Your personal greeting uses the same space as your messages, so the longer your greeting, the less space for messages. The size of your mailbox can be increased upon request. Messages will be stored in your mailbox up to 15 days. After the 15th day, they are automatically deleted. 4

7 1. Dial system number: On Campus: 2545 Off Campus: (973) Enter extension number: The system will say enter extension and pound sign You should now enter your 4 digit extension number followed by the # (pound) sign. Your extension was provided during the technology portion of your Human Resources Orientation. If you require assistance please 3. Password You do not have a password yet, just press the # button. 4. Record your name: Press 1 Say ONLY your name (Do not say a full greeting) Press 1 again your name will play back. To re-record press 1, say your name, press 1 again. To approve it press # sign. 5. Personal Password: Choose a 6 digit password following the guidelines on page 4. Enter your password followed by the # sign. When prompted, re-enter your password and # sign. 6. You will hear the following prompts while in the main menu follow them as listed below: Press 3 to administer personal greetings. TURN TO PAGE 6 5

8 7. Create your greeting: Press 1 to create, change, or delete a greeting. 8. Enter greeting number: Press 1 this is your first greeting. 9. Record your greeting: After the beep, record your greeting (this is your personal message that callers will hear instructing them to leave you a message). When finished recording, press 1. Example: Hi, this is John and I can t answer the phone at the moment. Please leave your name and number and I will get back to you as soon as possible. 10. When finished with step 9 you have 2 options: a) Approve your greeting the way it is by pressing the # sign. Continue with step 12. b) Listen to your greeting press 2 then 3. Your greeting will be played back for you to hear. Continue with step After you listen to your greeting: a) Approve your greeting by pressing the # sign. Continue with step 12. b) Delete it and do it again press * 3 to delete press 1 to redo it record your greeting (step 9) press 1 when you are done repeat step Activate your greeting: Press 1 to activate your greeting to answer all calls. Your voice mail box is now set up and ready to record messages 6

9 1. Dial the system access number: On campus: 2545 Off campus: (973) Enter extension number: The system will say enter extension and pound sign You should now enter your 4 digit extension number followed by the # (pound) sign. 3. Enter password: Enter in the 6 digit password (that you created when initially setting up your voice mail box) and the # sign. 4. The system will announce if you have any messages and you will then hear the main menu. 5. To get messages: Choose option 2 to get messages 6. The system will inform you who the caller is and where they called from (if on campus), the date and time of the call, and how long the message is. This is called the header. 7. You now have several choices: a) To listen to messages press 0 b) To delete the message press * 3 c) To skip the message press # sign 7

10 You are allowed to record and store up to 9 personal greetings in your mailbox. Having multiple greetings means that you are able to change greetings, depending on your situation, without erasing an existing greeting. This is useful for when you are out of town, for snow emergency days when you will not be able to make it to the University, or for days when the office is closed (holidays). For example, you have these 2 greetings recorded: Greeting 1: Greeting 2: Hi, this is, I am away from my desk at the moment, but if you leave your name, number, and a message I will get back to you as soon as possible. This is, due to inclement weather conditions I will not be able to make it to the University today. All my classes will be cancelled. HOW TO RECORD ANOTHER PERSONAL GREETING 1) Dial the system s access number: 2545 or (973) ) Enter your 4 digit extension number and # sign. 3) Enter your 6 digit password and # sign. 4) The system will announce the main menu. Press 3 to administer personal greetings. 8

11 HOW TO RECORD ANOTHER PERSONAL GREETING CONTINUED... 5) Press 1 to create, change, or delete a greeting A) If you want to create another greeting in addition to your first greeting: When it asks to enter greeting number enter 2-9, depending on what number greeting you are recording. For example, if you are recording your second greeting, press 2. After the beep, record your greeting. Press 1 (to edit) or # (to approve) when finished recording. If you want this greeting active to answer all calls, press 1. By doing this your new greeting will answer all incoming calls to voice mail. Your old greeting is still there, but it is deactivated. It will remain there until you activate it once again or you delete it. If you don t want your newly recorded greeting activated yet, just press the # sign. When you are ready to activate this greeting, follow the instructions on how to activate another greeting. B) If you want to delete a greeting: When the system asks to enter greeting number press the number of the greeting you want deleted. Press *D (*3) and your greeting will be deleted. C) If you want to activate a greeting which is inactive: Once you press 3 to administer personal greetings you will hear another menu. Press 3 to activate a greeting. Enter the number (1-9) of the greeting you want activated. 9

12 Press 1 Record and Send Messages: 1 stop recording/restart # - approve: Enter extension(s) and # sign; and/or *5 for mailing lists. Press # sign when finished addressing. # - send 0 list options 1 make private 2 make priority 3 schedule delivery 4 file a copy 2 3 play back *D (*3) delete Press 2 Get/Review Messages Sent to You: 0 listen 2 3 replay header 1 respond/forward 1 6 reply by voice mail without original 1 9 reply by voice mail without a copy 2 forward with comment 4 new message 0 call sender # - return to previous menu *3 (*D) delete # - save and skip to next message **4 save and hold message in current status (new and unopened) Press 3 Personal Greeting Administration 0 listen to greeting 1 create, change, or delete a greeting 2 scan all greetings 3 activate greeting 4 administer call types (busy/no answer or internal/external) 10

13 Press 5 Change Password/Name Recording/Create Mailing Lists/Personal Directories: 1 mailing lists 1 create list enter list ID and # sign 1 make private 2 make public add extensions, to approve press # 2 scan lists listen to list name 3 review/change enter owner extension and # enter list UD and # 2 personal directories 1 add entries enter name or extension and # enter alias and # or *3 for delete *3 delete or # approve 2 review all 3 review specific entries # - return to previous menu 4 change password 5 record name Press 7 Scan Messages Automatically: 1 scan both headers and messages 2 scan headers only 3 scan messages only 11

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