Introduction to Meridian Mail

Transcription

1 Introduction to Meridian Mail Preamble: Meridian Mail is Humber s voice messaging system. Much like an answering machine or call answer service, Meridian Mail traps missed calls and records voice messages. It also has the ability to send and forward mail. This document details some of Meridian s most popular features. Logging In: Step 1: If you are off-campus, call Humber at (416) and dial extension If you are on-campus, simply dial extension X5100 On-campus (416) X5100 Meridian Mail Off-campus Step 2: Key in your mailbox number followed by the # key. If you are calling from your own extension and that extension is not shared, you do not need to key your mailbox number. Simply press the # key. Step 3: Key in your password followed by the # key. If you cannot remember your password, you will need to visit the Technical Service Desk and ask to have it reset. Photo identification is required. Note: To log out of Meridian, press 83 and hang-up. Please do not hang-up without keying 83 first. Doing so leaves a port open and may confuse Meridian as to whether your phone is really ready to receive calls. ATTENTION: For security reasons, Meridian Mail automatically locksdown a mailbox after three failed login attempts. A locked-down mailbox still receives mail, but it rejects all subsequent login attempts (even with the right password)! Contact the Technical Service Desk for assistance.

2 Changing Your Password: Step 1: Log into Meridian Mail (if you are not already logged in) and press 84. Key a new password and press the # key. Corporate policy requires that passwords be between six and sixteen characters in length. Step 2: Confirm your new password by re-keying it. If you do not rekey what you keyed in Step#1, your password will NOT change and you will need to start over. When you are finished keying, press the # key. Note: Security experts recommend you change your password the very first time you log in and every six to eight months thereafter. Setting Up Your Personal Verification: Meridian plays your personal verification recording whenever someone dials your extension and you are already on the phone. It also plays when someone uses the main dial-by-name feature or tries to send or forward mail. It should contain your full name, title, and extension. Step 1: Make sure you are in a quiet area free of distractions. Log into Meridian Mail (if you are not already logged in) and press 89. Step 2: Press the 5 key. State your full name, title, and extension in a clear, strong voice. Press the # key when you have finished recording. Step 3: Press the 2 key to review the recording. Press 76 to delete and repeat Step #2. Otherwise, press the 4 key to exit. Quick Reference: 89 -> 5 (Record) -> # (Stop) -> 4 (Exit) Note: Corporate policy requires that everyone setup their personal verification within one week of being issued a voice mailbox. Recording Your Greetings: Meridian plays one of your greetings whenever someone dials your extension and you do not pickup after four rings. After your greeting finishes playing, callers are given the option of leaving voic . 2 Page 2 of 8

3 There are two types of main greetings: one for External use and one for Internal use. If you do not setup your Internal Greeting, your External Greeting will be used for ALL calls regardless of where they originate. Play External Greeting Off-campus Caller Meridian Mail Play Internal Greeting (if present) Or Else Play External Greeting On-campus Caller Step 1: Make sure you are in a quiet area free of distractions. Log into Meridian Mail (if you are not already logged in) and press 82. Step 2: Select the greeting you want to record. Press the 1 key for your External Greeting. Press the 2 key for your Internal Greeting. Step 3: Press the 5 key to record your greeting (3 minutes or less). Press the # key when finished. Press the 2 key to review the recording Step 4: If you are not happy, press 76 to delete your greeting and repeat Step #3. Otherwise, press the 4 key to exit. Quick Reference: 82 -> 1 (External) or 2 (Internal) -> 5 (Re-record) -> # (Stop) -> 2 (Review Greeting) -> 4 (Exit) Listening to Messages: After you successfully log in, Meridian Mail will immediately tell you how many messages you have and start playing them back. If playback does not immediately start, press the 2 key on your handset. While listening to your message Press 1 to Press # to Press 2 to Press 3 to Rewind Pause Resume Fast Forward Press 72 to hear the caller s contact information. 3 Page 3 of 8

4 Once you have listened to a message, press the 2 key to hear it again, press 76, to delete it, or press the 6 key to hear the next message. While listening to a message, you can also Press 4 to skip to the Previous Message Press 86 to skip to a numbered message Press 6 to skip to the Next Message ATTENTION: Meridian will never delete unheard messages or reject messages because of a full mailbox. That being said, users will be required to start deleting messages once they have accumulated over ten minutes of recordings. Meridian also purges undeleted, played messages after 15 days. It is not possible to restore deleted/purged messages. Replying to a Message: Step 1: Users can send voic in response to voic from an internal extension. Start by pressing 71 right after hearing a message. Can we meet this afternoon at 2:30? Initial Voice Message I might be a little late. Please start without me. Reply Voice Message Step 2: Press the 5 key to begin recording. When you are finished, press the # key. Press the 2 key, if desired, to review the message. Step 3: At this point, you have two options: press 76 to delete the message and repeat Step #2, or press 79 to send the message. Quick Reference: 71 -> 5 (Record) -> # (Stop) -> 79 (Send) Forwarding a Message: Step 1: Users can forward voic they receive to one or more users (mailboxes). After hearing a message, press 73 to get started. 4 Page 4 of 8

5 Do we have a spare widget? Do you know the answer? Step 2: Key in the destination mailboxes. Separate each mailbox with the # key. Press the # key to continue. Step 3: Press the 5 key to begin recording. When you are finished, press the # key. Press the 2 key, if desired, to review the message. Step 4: At this point, you have two options: press 76 to delete the message and repeat Step #2, or press 79 to send the message. Quick Reference: 73 -> MAILBOX # [MAILBOX #...] # (Recipients) -> 5 (Record) -> # (Stop) -> 79 (Send) Creating and Sending a Message: Step 1: Users can also send voic to other users without ringing their extension. After logging into Meridian, press 75 on the handset. Please call George when you are done meeting with Pam. Voice Message [Phone does not ring!] Step 2: Key in the destination mailboxes. Separate each mailbox with the # key. Press the # key to continue. Step 3: Press the 5 key to begin recording. When you are finished, press the # key. Meridian limits message length to three minutes. 5 Page 5 of 8

6 Step 4: Press the 2 key to review the message. If you are not happy with what you hear, press 76 to delete it and repeat Step #3. Step 5: You may also want to consider Tagging the message as (1) Urgent, (2) Standard, or (4) Private Requesting acknowledgement upon delivery (5) Releasing the message at a specific date and/or time (6) To expose these options, press 70 and follow the system prompts. Step 6: At this point, you have two options: press 76 to delete the message and repeat Step #2, or press 79 to send the message. Quick Reference: 75 -> MAILBOX # [MAILBOX #...] # (Recipients) -> 5 (Record) -> # (Stop) -> 79 (Send) Note: Express Messaging is an even quicker and easier way of sending voic . When you pick up your phone, simply dial extension If you are calling from off-campus, dial (416) first. Wait for Meridian to answer. Then, dial an extension and record your message. Creating a Distribution List: A distribution list is basically just a list of mailboxes. Many users create distribution lists so they can quickly and easily send/forward messages to groups of individuals. Each user can create up to nine personal distribution lists. Each distribution list can have up to 99 mailboxes. Step 1: Make sure you have lots of time and have found a quite area that is free of distractions. Log into Meridian Mail and press 85. Step 2: Key a number between one and nine to reference the list and press the # key. Consider documenting the number and purpose the list for easy reference later. Press the 5 key to compose the list. Step 3: Start keying mailbox numbers. Separate each mailbox with the # key. To stop keying mailboxes, press the # key a second time. 6 Page 6 of 8

7 Step 4: To check the mailboxes contained within a list, press 85, enter the list number (1-9 followed by the # key), and then press the 2 key. Note: You can use a distribution list anywhere in Meridian you normally supply mailbox numbers. Simply reference the list like it is a mailbox. Creating a Temporary Absence Greeting: Many users invoke a temporary absence greeting when they are going to be off-campus for an extended period of time. Temporary absence greetings override all other greetings and cannot be by-passed by callers. Step 1: Make sure you are in a quiet area free of distractions. Log into Meridian Mail (if you are not already logged in) and press 82. Step 2: There are three types of greetings: External, Internal, and Temporary. Press the 3 key to select the Temporary greeting. Step 3: Press the 5 key to record your greeting. Remember to include: How long you will be away (start date and end date) Whom to contact for immediate assistance (name and extension) How often (if at all) you intend to check for messages Press the # key when you are finished. Step 4: Press the 2 key to review the greeting. If you are not happy with what you hear, press 76 to delete it and repeat Step #3. Step 5: At this point, you have the option of setting an expiry date and time for your greeting. Press the 9 key and follow the system prompts. Step 6: Press the 4 key to exit. Changes take immediate effect and will override any existing External and Internal Greeting settings. Quick Reference: 82 -> 3 (Temporary) -> 5 (Re-record) -> # (Stop) -> 2 (Review Greeting) -> [9 (Expiry Date/Time)] -> 4 (Exit) 7 Page 7 of 8

8 Deleting the Temporary Absence Greeting: Deleting one s Temporary Absence Greeting automatically re-enables both the External and Internal Greetings. Log into Meridian and press 82. Press the 3 key to select the Temporary Greeting. Press 76 to delete it. Then, press the 4 key to exit. Changes take immediate effect. Quick Reference: 82 -> 3 (Temporary) -> 76 (Delete) -> 4 (Exit) Developed by the Technical Service Desk Last Revised on Thursday, July 19, Page 8 of 8