ShoreTel® Voice Mail Quick Reference
VOICE MAIL OPERATIONS
(Instructions for Voice Mail owners)
New Voice Mail Indicators
Your voice mailbox contains unplayed messages
if:
You hear a stutter tone on the handset.
OR
The phone’s message waiting light flashes.
Checking Voice Mail
To check voice mail from your extension
1 Press
Voice Mail
or lift the handset and press #.
2 At the prompt, use the dial pad to enter your
To listen to your deleted messages
1 Press 7 at the Main Menu prompt.
2 Press 7.
Voice mail plays all the deleted messages still
available to the system. During playback, you can
manage deleted messages as if they were newly
arrived messages.
To restore a deleted message
Press 2.
To send a recorded message from voice mail
After recording a message, voice mail asks you to
supply an address.
1 Address the message to individual recipients
Setting Call Handling and Forwarding
NOTE Use ShoreWare Call Manager to configure
the modes with different call forwarding destinations and personal greetings.
You can set one of five distinct call handling
modes for your extension. When you record a
personal greeting, it is linked to the active call
handling mode.
To enable one of the five distinct call handling
modes:
Press 7 at the Main Menu prompt.
Press 2, then follow the prompts.
Changing Notification Options
password. (If you have not been assigned a
password, use the default password, 1234.)
3 Press #.
NOTE If you are logging in for the first time, the
system prompts you for a new password and
asks you to record your name.
by entering their extension numbers.
2 Specify groups of recipients by entering a
distribution list number.
To identify a recipient by name, specify a personal distribution list, or broadcast to all extensions,
press 0 and follow the prompts.
To check voice mail from another extension
1 Press # twice.
2 Enter your extension.
3 Enter your password.
4 Press #.
To mark a message as urgent
After addressing the message and confirming
the addressee(s), press 1.
NOTE You must have notification profiles previously configured before a notification profile can be activated.
To forward the message you're reviewing
1 Press 4 and follow the recorded prompts.
To enable or disable FindMe Forwarding so that
callers can forward their calls to your destination:
To check voice mail from an external phone
1 Dial your voice mail access number.
2 Press #.
3 Enter your extension.
4 Enter your password.
5 Press #.
Listening To Messages
At the Main Menu prompt, press 1. The voice
mail system plays urgent messages first, then
newly arrived messages.
The system gives the delivery date and time for
each message. (You can disable this feature from
the Mailbox Options Menu.)
Managing Messages
After listening to a message, you can replay it,
send a reply to the person who left the message,
forward it to someone else, replay the date and
time information, save it, or delete it.
To replay all of your saved messages
Press 3 at the Main Menu prompt.
As a safeguard against accidental erasures, the system retains deleted messages for a few hours.
To reply to the message you're reviewing
1 Press 5 and follow the recorded prompts.
2 Press 1 to reply with a voice mail, press 2 to
reply with a call back, or press 3 to reply to all
with a voice message.
To select a notification profile for the Escalation
Notification feature:
Press 7 at the Main Menu prompt.
Press 9 for additional mailbox options.
Press 2, then follow the prompts.
Enabling FindMe
Press 7 at the Main Menu prompt.
Press 9 for additional mailbox options.
Press 5, then follow the prompts.
NOTE You must have permission to use FindMe Forwarding.
Changing Mailbox Options
Troubleshooting
Personalize your voice mail by changing your
name, password, or personal greeting.
If the number of messages in your mailbox
exceeds the limit, the system notifies callers that
your mailbox is full and unable to accept new
messages. (Recently deleted messages remain in
the mailbox and are included in the total count.)
To change personal settings from the Main Menu,
press 7 and follow the recorded prompts.
Enabling Office Anywhere (On-Net)
If you have the proper permission, you can assign
your extension to any phone on the system.
1 Log in to voice mail from the target phone–
an extension other than your own.
2 At the Main Menu prompt, press 7.
3 Press 3 to re-assign the extension.
(Voice mail options when in mailbox)
Leave Message
When dialing into a ShoreTel system, if the
person you are trying to reach does not answer,
your call will be sent to a mailbox and you will
hear a standard greeting. You can select from
the following options:
#
0
1
9
Bypass greeting
Transfer to assistant
Forward to recipient’s FindMe destination
Transfer to Auto-Attendant
Message Recording
If you choose to leave a recorded message, the
following options are available after recording
your message:
# Message options
* Re-record
0 Send message, transfer to assistant
1 Send message, forward to recipient’s
FindMe destination
9 Send message, transfer to Auto-Attendant
NOTE Hanging up sends the message.
# Message Options
When leaving a message, select from the
following options:
# Send message
* Cancel
1 Review
2 Re-record
3 Mark/unmark urgent
0 Send message, transfer to assistant
9 Send message, transfer to Auto-Attendant
If your mailbox is full, first purge any backlog of
deleted messages.
To purge deleted messages
1 At the Main Menu prompt, press 7.
2 Press 8 to remove deleted messages.
3 Press 1 to confirm deletion or * to cancel.
Press 1 to assign the extension.
Press 2 to un-assign the extension.
(The phone reverts to its original extension.)
(Off-Net Extension Re-assignment cannot be
configured through the voicemail system and
must be configured through PCM. Refer to the
Administration Guide for details.)
ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333
PN 800-1032-04
LEAVING A MESSAGE
www.shoretel.com
This product is covered by one or more of the following patents: United States Patent 6,996,059, United States Patent 7,003,091, United States Patent 7,167,486, United States Patent 7,379,540, and
United States Patent 7,386,114. ShoreTel, Inc. All rights reserved.
ShoreTel® Voice Mail Quick Reference
PRESS
Main Menu for Voice Mail Operations
Listen to Messages
1
2
5 Reply
Log In: Internal
Log In: External
Select one of the following options during or at the end of a message:
Select one of the following :
0 Additional options
1 Replay
2 Save
3 Delete
1 Reply with a voice mail
2 Reply with a call back
3 Reply to all with a voice
message
a) From your own extension, lift the handset,
press #, enter password, and press #
b) From another extension, press # twice,
enter extension, enter password, and press #
Call your voice mail access
number, enter extension,
enter password, and press #
4
5
6
7
8 Pause
9 Move forward
# Skip
* Cancel
Forward
Reply
Play envelope
Move backward
Send a Message
# Accept
# Conclude Addressing
1 Address by Name
Record your message at the tone.
When finished, press # and select
from the following options:
Enter the extension or the system
distribution list to receive the message:
# Send
1 Mark/unmark urgent
2 Mark/unmark for return receipt
3 Enter additional addresses
* Cancel
Spell the name of the person, last name first.
Press 7 for Q and 9 for Z. * Cancel
# Accept
1 Review
2 Re-record
* Cancel
#
0
*
**
Conclude addressing
Additional addressing options
Cancel last address
Cancel
8
1 Record greeting
2 Set call handling mode
3 Re-assign extension
4 Set password
5 Enable/disable envelope information
6 Record name
7 Listen to deleted messages
8 Remove deleted messages
9 Additional options
* Cancel
1 Record Greeting
3 Re-assign Extension
6 Record Name
9 Additional Options
Record your greeting for the currently
active mode at the tone. When finished,
press # and select from the following
options:
1 Assign to this telephone
2 Un-assign
3 Assign ext. to last external
number
* Cancel
Record your name at the
tone. When finished, press
# and select from the following options:
1 Enable or disable Outlook
automated call handling
2 Change notification options
3 Change agent state
5 Change Find Me Forwarding state
* Cancel
# Accept
1 Review
2 Re-record
3 Delete
* Cancel
2 Set Call Handling Mode
Log Off
9
Return to
Auto-Attendant
0
Transfer to Assistant
#
Enter the two-digit personal distribution list number.
* Cancel
Refer to “Listen to Messages” for
message options while listening to
saved messages.
Change Mailbox Options
7
2 Address by Personal Distribution List
0 Addressing Options
1 Address by name
2 Address by personal distribution list
3 Broadcast
Listen to Saved Messages
3
Note: System returns to Addressing after name is entered.
1
2
3
4
Standard
In a meeting
Out of office
Extended absence
5 Custom
6 No change
* Cancel
4 Set Password
Enter password twice in
response to the prompts.
# Accept 3 Delete
1 Review * Cancel
2 Re-record
* Cancel
8 Remove Deleted
Messages
5 Enable Envelope Info
1 Confirm * Cancel
1-9 Enter the number associated
with a Notification Profile
0 Disable Notification
# No change
3 Agent State
Press either 1 to enable,
or 2 to disable
1 Log in and assign extension
2 Log out
3 Log in without assigning extension
5 Find Me Forwarding
1 Enable Find Me Forwarding
2 Disable Find Me Forwarding
Hear Mailbox Status
ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333
2 Notification Options
www.shoretel.com
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