never stop working for you - PDF document

1 CF8498 2/06 We never stop working for y
CF8498 2/06 We never stop working for you . Message Center User Guide Verizon Hosted Voice Messaging Service Message Center will answer your telephone calls when you are away from the office or on the other line. A personal greeting or system greeting can be used, and callers can be transferred to an attendant by simply pressing 0. Plus, the Message Center can find you wherever you go by forwarding your calls to another telephone number. You can access your messages anytime by using a touchtone telephone. Please note: Your voice mailbox number is the same number as your telephone number. What is Message Center? Listening to Your Messages To listen to your messages, press 1 at the Main Menu. The messages in your voice mailbox will be played to you, starting with the new messages and then followed by any saved messages (messages which you have already listened to and have decided to save rather than delete). Tip: While a message is playing you can press 1 to restart, 7 to skip back, 9 to skip forward, or you can press # to stop. When a message has finished playing Message Center says: • Tomovetothenextmessage,press • Tolistentothemessagefromthebeginning, press • Tosavethemessage,press • Todeletethemessage,press • Toreplytothemessage,press • Toforwardthismessagetoanothermailbox, press • Tohearthelastsecondsofthemessageagain, press • Tohearwhenthemessagewassent,press • Toaccessyourdeletedmessages,press When you have listened to a message, use this message menu to determine what happens next. For example, press 1 to listen to the message again or press # to move to the next message. Saving a Message A new message is only kept in your voice mailbox for 14 days so you will need to access your voice mailbox regularly. When you have fully listened to a message it automatically becomes a saved message, so you don’t usually have to save it yourself. If you don’t want to fully listen to a message but still want to save it, press 2 at the Message Menu. Tip: Saved messages are also automatically deleted after 14 days. If you want to keep a saved message for longer, you will have to access the message at some later time and resave it. Listen to Message Repl

2 y to Message Listen to End of Message
y to Message Listen to End of Message Control Menu Save Message Forward Message Message Header Help Delete Message Next Message Access Deleted Messages Next Message Message Menu Voice Mailbox Access The first time you access your voicemail you will be required to conduct an initial setup which includes entering a temporary PIN for the voice mailbox, recording your name, and recording a greeting. Your temporary PIN is the last four digits of your telephone number. If you have Extension mailboxes, the PINs are the last four digits of your number PLUS an additional digit from 1-9. For example: For telephone number 123-456-7890 with three mailboxes, default PINs would be as follows: Mailbox 1 PIN=78901 Mailbox 2 PIN=78902 Mailbox 3 PIN=78903 Note: The recording of your name is automatically attached to the messages that you leave in the voice mailboxes of others within your organization. Two Simple Ways to Access Your Voicemail 1. Dial 1-877-584-9321 2. Follow the voice prompts to access your mailbox or 1. Dial your own phone number 2. When your greeting begins interrupt it by pressing 3. Enter your voicemail PIN Note: If calling from your own phone, will not be required, but you will be prompted to enter your security PIN (unless security PIN is turned off). Main Menu Every time you access your voicemail, you first will be told how many new and saved messages are in your mailbox, and then you will hear the main menu. Message Center says: Toretrieveyourmessages,press Tosendmessage,press Toworkwithyourgreetings,press Tochangeyourmailboxoptions,press Tip: To be told again how many messages you have, press 5 at the Main Menu. Access Messages Change Mailbox Options Control Menu Send Messages Number of Messages In Mailbox Help Select and Record Greetings Disconnect Access Deleted Messages Main Menu Undeleting a Message If you delete a message by mistake, press 9 at the Message Menu to access the messages you have deleted during the telephone call. Tip: You can also access your deleted messages by pressing 9 at the Main Menu. The first of the deleted messages will be played to you, and when it has finished playing, Message Center says: • Tomove

3 tothenextmessage,press • Tolistentothe
tothenextmessage,press • Tolistentothemessagefromthestart,press • Toundeletethemessage,press • Toheartheendofthemessageagain,press • Tohearwhenthemessagewassent,press • Toreturntoyournewandsavedmessages, press Tip: While a deleted message is playing, you can press 1 to begin again, 7 to skip back, 9 to skip forward, or you can press # to stop. When you have listened to a deleted message use this deleted Message Menu to determine what happens next. For example, press 2 to undelete the message, or press 9 to return to your new and saved messages. If you do not undelete a message it will be deleted when you end your telephone call to Message Center. Tip: When you un-delete a message it becomes a saved message. Deleting a Message If you don’t want to keep a message after you have listened to it you should delete it. To delete a message, press 3 at the Message Menu. Replying to a Message If the person who left you a message also has a Message Center voice mailbox you can send a reply. To reply to a message, press 4 at the Message Menu. If your reply is important, you can mark it as urgent. If you want to prevent the recipient from being able to forward the reply to others, you can mark it as private. Forwarding a Message You can forward a message to anyone in your organization that also has a Message Center voice mailbox. To forward a message, press 5 at the Message Menu. You will be instructed to address the message by entering a number. To send the message to a single voice mailbox, enter the voice mailbox (telephone) number. To send the message to multiple voice mailboxes, enter the distribution list number. See below for more information about distribution lists. Before the message is sent, you are given an opportunity to add your own message before or after the original message. If your message is important you can mark it as urgent. If you want to prevent the recipient(s) from being able to forward the message to others you can mark it as private. Tip: If you do not know the voice mailbox (telephone) number of the person you want to forward the message to, press the # key. You can then use the telephone keypad to spell their last name then press # wh

4 en finished. Message Center will tell yo
en finished. Message Center will tell you how many matches it has found with the last name and present you with the telephone numbers. You can press # again and re-enter the last name followed by their first name Press # when finished. Deleted Message Menu Listen to Message Listen to End of Message Control Menu Undelete Message Message Header Help Next Message New and Saved Message Next Message Selecting and Recording Your Greetings When a caller reaches your Message Center voice mailbox, they are greeted by one of five different greetings. To record these greetings and to select the greeting to be active, press 3 at the Main Menu. You are told which greeting is currently active and Message Center says: • Toselectyour“IntheOfficeandAvailable” greeting,press • Toselectyour“IntheOfficeandNotAvailable” greeting,press • Toselectthe“NotAcceptingMessages”greeting, press • Toselectthe“System”greeting,press • TochangeyourRecordedName,press • Toworkwithyour“Busy”greeting,press • Toreturn,press Selecting a Greeting If you select either of your “In The Office” greetings as your currently active greeting, then callers are able to leave you a message once they have listened to the greeting. If you select the “Not Accepting Messages” greeting as your currently active greeting, then callers can listen to the greeting but are not able to leave you a message. Note: You can not select your “Busy” greeting as the currently active greeting since this greeting is only played to callers if you are on the phone when they call. Callers are able to leave you a message once they have listened to the “Busy” greeting. Recording Greetings You will need to record the “In The Office” greetings and the “Busy” greeting. You can rerecord them as many times as you wish. When you choose these greetings from the Greetings Menu, you are given the choice of rerecording the greeting or simply listening to the current recording. What you say is up to you, but at a minimum, you should tell callers who you are, how to contact another person, and how to leave a message for you. Sending a Message To send a message to anyone else within your orga

5 nization that also has Message Center, p
nization that also has Message Center, press 2 at the Main Menu. You will be instructed to record your message. You will then be instructed to address the message by entering a number. To send the message to a single voice mailbox, enter the voice mailbox (telephone) number. To send the message to multiple voice mailboxes, enter the distribution list number. See below for more information about distribution lists. If your message is important, you can mark it as urgent. If you want to prevent the recipient(s) from being able to forward the message to others, you can mark it as private. Tip: If you do not know the voice mailbox (telephone) number of the person you want to send the message to, press the # key. You can then use the telephone keypad to spell their last name instead. Available Greeting System Default Greeting Return Control Menu Not Available Greeting Change Recorded Name Help No Messages Greeting Busy Greeting Greeting Menu Changing Your Voice Mailbox Options Your voice mailbox can work in several different ways. To change the way it works, press 4 at the Main Menu. Message Center says: • TochangeyourPIN,press • ToworkwithyourContactOptions,press • MessageHeadersareon.ToturnoffMessage Headers,press • PINSecurityison.ToturnPINSecurityoff, press • Toworkwithyourdistributionlists,press • Toreturn,press Changing Your PIN To change your voice mailbox PIN, press 1 at the Mailbox Options Menu. The PIN must be a minimum of four digits and a maximum of eight digits. Message Headers When you listen to your messages, the playing of the message header before each message is optional. The message header includes information about who sent the message and when. Use the Message Headers toggle choice (3) of the Mailbox Options Menu to turn the playing of message headers on and off. Tip: Even when Message Headers are not played, you can still access the Message Header by pressing 8 at the Message menu. PIN Security When you use your telephone at work, whether or not you need to enter your PIN before you can access your voice mailbox is optional. Use the PIN Security toggle choice (4) of the Mailbox Options Menu to turn PIN Security on and off. Try s

6 omething like the following: “In the O
omething like the following: “In the Office and Available” greeting: Hello,thisisDavidJones. I’mavailableandworkingattheoffice,butcan’t takeyourcallrightnow.Presstobetransferred orleavemessageafterthetone,andI’llreturn yourcallwithintwobusinesshours. Ifyouwanttolistentoyourmessage,press whenyouhavefinishedspeaking. “In the Office but Not Available” greeting: Hello,thisisDavidJones. I’mworkingattheoffice,butamunabletotake anycalls. Pressbetransferredorleave messageafterthetone. Ifyouwanttolistentoyourmessage,press whenyouhavefinishedspeaking. “Busy” greeting: Hello,thisisDavidJones. I’mbusyonthephonerightnow. Pressbe transferredorleavemessageafterthetone. Ifyouwanttolistentoyourmessage,press whenyouhavefinishedspeaking. Note: You cannot record the “Not Accepting Messages” greeting. If you select this greeting as your currently active greeting, then callers will hear: Thepartyyouhavecalled(RecordedName)isnot accepting messagesatthistime.Youwillnowbe disconnected.Goodbye. If you requested a voice mailbox for providing a general information message to callers, you will be allowed to record your message as an extended greeting. Recording Your Name By pressing 5, the Greetings Menu also enables you to rerecord (and listen to) your name. The recording of your name is automatically attached to the messages that you leave in the voice mailboxes of others. Mailbox Options Menu Change PIN Toggle PIN Security Return Control Menu Contact Options Work with Distribution Lists Help Toggle Message Headers 10 11 Changing Your Contact Options To change your Contact Options, press 2 at the Mailbox Options Menu. Message Center says: • ToworkwithyourCallForwardNumber,press • ToworkwithyourReachMeNumber,press • ToworkwithyourColleagueNumber,press • ToworkwithyourAttendantNumber,press • Toreturn,press When Message Center answers your calls, it greets the caller and allows them to leave them a message. Callers also have the option of being transferred to somebody else by pressing 0 instead of leaving a message. If you want callers to have a range of options when they press 0, then you must use the Contact Options menu to specify your Attendant, Colleague, and Re

7 ach Me numbers. Tip: If you want Messag
ach Me numbers. Tip: If you want Message Center to immediately forward all calls to another telephone number, without any greeting and without allowing them to leave you a voice message, then you must use the Contact Options Menu to specify a Call Forward number. When you no longer want Message Center to immediately transfer all callers, then you must delete the Call Forward number. If you specify your Attendant Number, your caller will have the option of transferring to your Attendant instead of leaving you a voice message. If you specify a Colleague Number, your caller will have the option of transferring to your Colleague instead of leaving you a voice message. If you can be reached on another telephone number then you can specify a Reach Me Number. Your caller will then have the option of transferring to this number instead of leaving you a voice message. However, callers will not be offered the option of transferring to your Reach Me Number if you select the “In the Office but Not Available” greeting as your currently active greeting. Note: If you do not specify Attendant, Colleague or Reach Me numbers and a caller presses 0 instead of leaving you a message, then they can still request to be transferred to somebody else within your organization who also has Message Center (as long as they know their telephone number). Distribution Lists To be able to send the same voice message to multiple mailboxes within your organization, you need to create distribution lists. Each distribution list has a numeric ID (for example, 1). To work with your distribution lists, press 5 at the Mailbox Options Menu. Message Center says: Toreviewyourdistributionlists,press Tocreatenewlist,press Todeletelist,press Toworkwithoneofyourlists,press Toreturn,press Reviewing Your Distribution Lists To review your distribution lists, press 1 at the Distribution Lists Menu. Creating a New Distribution List To create a new distribution list, press 2 at the Distribution Lists Menu. Deleting a Distribution List To delete a distribution list, press 3 at the Distribution Lists Menu. Changing a Distribution List To add and delete distribution list members, press 4 at the Distrib

8 ution Lists Menu. Tip: If you do not kn
ution Lists Menu. Tip: If you do not know the voice mailbox (telephone) number of the person you want to add to a distribution list, press the # key. You can then use the telephone keypad to spell their last name instead. Message Center will tell you how many matches it has found with the last name and present you with the telephone numbers. You can press # again and re-enter the last name followed by their first name. Press # when finished. Contact Options Menu Change Call Fwd. Number Change Attendant Number Return Control Menu Change Reach Me Number Help Change Colleague Number Review All Lists Change List Return Control Menu Create New Lists Help Delete List Distribution Lists Menu 12 Caller Contact Options If instead of leaving a message the caller presses 0, Message Center says: • Tobetransferredtoanattendant,press • Todialanothernumber,press • Tobetransferredtothecolleagueoftheperson youwerecalling,press • Totrytoreachthepersonyouwerecalling,press • Toreturntothegreeting,press • Tologon,press Callers can use this menu to be transferred to somebody else. Note: The Caller Contact Options Menu does not always offer the caller all of the choices described above. If, for example, you do not specify an Attendant Number (see Changing Your Contact Options), then the “Tobetransferredtoanattendant, press0” choice is omitted from the Caller Contact Options Menu. Even if you have specified all of your Contact Options Numbers, some choices may still be omitted from the Caller Contact Options Menu. For example, if the caller is greeted by the “In The Office But Not Available” greeting, the “Busy” greeting, or the “Not Accepting Messages” greeting, then the “Totrytoreachthepersonyouwerecalling,press3” choice is omitted. To enable the caller to transfer to someone within your organization of their own choosing who also has Message Center, the Caller Contact Options menu always includes the “Todial anothernumber,press1” choice. Caller Options When Message Center answers your calls, it greets the caller and allows them to leave them a message. Callers also have the option of being transferred to somebody else by pressing 0. For e

9 xample, Message Center says: Hello,thisi
xample, Message Center says: Hello,thisisDavidJones. I’mavailableandworkingattheoffice,butcan’t takeyourcallrightnow. Presstobetransferredorleavemessage afterthetoneandI’llreturnyourcallwithintwo businesshours. Ifyouwanttolistentoyourmessage,press whenyouhavefinishedspeaking. Leaving a Message If the caller records a message and then hangs up, the message is left in your voice mailbox. If the caller presses # after recording their message, Message Center says: • Tolistentoyourmessage,press • Toleavethemessage,press • Tocancelthemessageandlistentothegreeting again,press • Torecordthemessageagain,press • Tosetthemessageprioritytourgent,press • Topreventthemessagefrombeingforwarded, press • Forothercontactoptions,press The caller is now able to leave their message in your voice mailbox (by pressing 2). Optionally, the caller can listen to their message (by pressing 1), rerecord their message (by pressing 4), or cancel their message and return to the greeting (by pressing 3). If the message is important the caller can mark the message as urgent before they leave it in your voice mailbox (by pressing 5). If they want to prevent you from being able to forward the message to others they can mark it as private (by pressing 6). Note: If the caller hangs up at this point without canceling the message (by pressing 3), then the message is still left in your voice mailbox. Caller Contact Options Menu Transfer to Another Number Return to Greeting (Mailbox Logon) Transfer to Colleague Transfer to Attendant Transfer to Reach-Me Number Return to Greeting Caller Message Menu Listen to Message Rerecord Message (Mailbox Logon) Leave Message Urgent or Normal Toggle Contact Options Cancel Message Private or Normal Toggle Save Message 13 13 Canceling what you are doing To cancel what you are doing, access the Control Menu and press 7. Pausing prompts If you are listening to a menu and someone needs to talk to you, you can pause the prompts by pressing 8 at the Control Menu. When you are ready to continue with the menu, press the # key. 14 More Hints and Tips Most Message Center Menus are self-explanatory. However, if you require further assistance you can acces

10 s additional help by pressing the 0 (Hel
s additional help by pressing the 0 (Help) key. In most cases, if you just want to return to the previous menu, then you can press the 7 (Return) key. Once you have become familiar with Message Center, then you can use a sequence of key presses to navigate through the menus without having to listen to the prompts. For example, to change your Call Forwarding Number, press 4, then 2, and then 1. Accessing the Control Menu At any point, you can access the Control Menu by pressing the (Control Menu) key. The Control Menu is very similar to the Main Menu. This means that whatever you are doing you can easily start again. Whenever you press the key, Message Center says: • Toretrieveyourmessages,press • Tosendmessage,press • Toselectorrecordgreetings,press • Tochangeyourmailboxoptions,press • Forrecap,press • Todisconnect,press • Tocancelwhatyouweredoing,press • Topause,press • Toaccessyourdeletedmessages,press For help, press 0 • Togotothemainmenu,press • Tocarryonwithwhatyouweredoing,press Tip: If you access the Control Menu and decide you want to continue with what you were doing (or accessed the Control Menu by mistake), press the # key. The Control Menu can be used to cancel what you were doing, and to pause the Message Center prompts. Control Menu Access Messages Change Mailbox Options Cancel Main Menu Send Message Number of Messages in Mailbox Pause Help Select and Record Greeting Disconnect Access Deleted Messages Continue 15 16 Listen to Message Reply to Message Listen to End of Message Control Menu Save Message Forward Message Message Header Help Delete Message Next Message Access Deleted Messages Next Message Message Menu Available Greeting System Default Greeting Not Available Greeting Change Recorded Name No Messages Greeting Busy Greeting Greeting Menu Access Message Change Mailbox Options Send Message Select and Record Greeting Main Menu Change PIN Toggle PIN Security Contact Options Distribution Lists Toggle Message Headers Mailbox Options Menu Call Forward Number Attend. Number Reach Me Number Coll. Number Contact Options Menu Review All Lists Change List Create New List Delete List Distribution L