Using Your Unity Voice Mail
Setting up your voice mail the first time (you
must be at your own phone):
1. Press the * (messages) button
2. When prompted, enter the temporary password 5700
and press #
3. Follow the prompts to record your name, greeting, and
a new 4 digit password
Checking voice mail from your phone:
1.
2.
3.
4.
Press the * (messages) button
Enter your password and press #
Press 1 to listen to new messages
Follow the prompts to save, delete, replay, etc.
Checking voice mail from another Cisco phone
on campus:
1. Press the * (messages) button
2. Press * when the voice mail system starts
3. When prompted for your ID, enter your 7 digit phone
number and press #
4. Enter your password and press #
5. Follow the prompts
Creating Distribution Lists:
Please contact the help desk to have your distribution
created:
• ext. 6684 (on-campus from a Cisco phone),
• 630/829.6684 (off-campus), or
• [email protected]
You can have up to 20 personal distribution lists
Working with Distribution Lists:
1.
2.
3.
4.
5.
6.
7.
8.
Press the * (messages) button
Enter your password and press #
Press 4 to access Setup Options
Press 2 for Message Settings
Press 4 to Edit Private List
Press 2 to Change Names
Press 1, 2, 3… 20 to choose the list you wish to change
Choose one of the following options:
1 - add a user
2 - review current users
3 - remove a user
4 - record the name of the distribution list
9. Hang up when you’re finished
Checking voice mail from an external phone:
1. Call 630/829.1000
2. Press * when the voice mail system starts
3. When prompted for your ID, enter your 7 digit phone
number and press #
4. Enter your password and press #
5. Follow the prompts
For further help, contact the help desk:
• ext. 6684 (on-campus from a Cisco phone),
• 630/829.6684 (off-campus), or
• [email protected]
Basic Voice Mail Controls:
To…
After Listening to Messages:
Press…
To…
Sample Messages:
Press…
Listen to new messages
1
Replay the message
1
Send new messages
2
Save the message
2
Review old messages
3, 1
Delete the message
3
4
Reply to the message
4
Cancel or return to previous menu
*
Reply to all
4,2
Skip or move ahead
#
Return the call
4,4
Setup options
During Message Playback:
To…
Press…
Repeat the message
1
Save the message
2
Delete the message
3
Slow playback
4
Change volume
5
Fast playback
6
Rewind the message
7
Pause/continue the message
8
Fast forward through the message
9
Skip to the end of the message
#
Save the message as-is
##
5
Save as new
6
Rewind the message
7
Listen to the message properties
9
Save the message as-is
#
Press…
Change addressing
1,1
Change the recording
1,2
Set special delivery
1,3
Review your recorded message
1,4
Cancel or return to previous menu
*
Skip or move ahead
#
Hello, this is (your name) in the (your department) at
Benedictine University and today is (today’s date). I’m sorry
that I missed your call but please leave your name, number,
and a brief message and I will return your call as soon as I
can. Thank you!
Hello, this is (your name) and today is (today’s date). I am in
the office today and, if you would please leave your name,
number, and a brief message, I will return your call as soon
as I can. Thank you for calling!
Four Greeting Types You Can Set:
Hello, this is (your name) and today is (today’s date). I am not
in the office today but if you would please leave your name,
number, and a brief message, I will return your call when I get
back into the office. Thank you for calling!
Each of the four greeting types can be set by entering into your
voice mail system and going into the setup options (press 4):
And a not-so-good sample:
Standard Greeting: this is your default message that you
create when you first set up your voice mail.
Alternate Greeting: this is a temporary message that plays
instead of your standard greeting. It’s typically used as an Out
of Office message.
Busy Greeting: this is the message that people hear when they
call while you are on the phone.
After Recording a Message:
To…
Forward the message
Nothing official about these, just some good sample messages:
Internal Greeting: this is the message that internal people hear
when you are not available to answer.
Hi, this is (your name). You know what I hate about voicemail
messages? They go on and on, wasting your time. I mean,
all they really need to say is, “We aren’t in, leave a message.”
That’s why I’ve decided to keep mine simple and short. I
pledge to you, my caller, that you will never have to suffer
through another long answering machine message when
you call me. Oops, I almost forgot - I am not in right now so
please leave a message! See, wasn’t that easy? I just don’t
know why others don’t use short messages like I do.
Did You Know…
The first voice mail patent in the US was applied for in
1975 and granted by the US Patent and Trademark Office
in 1981.
Using Your Cisco® IP Phone 7945
The Phone
If you have voice messages, the red light on the handset will
be on.
Each phone has two lines. The upper button is line 1 and the
default line that will ring.
Lines 1 & 2
Footstand
Adjustment
The LCD screen shows the current time and date along with
your full phone number in the upper-right corner (including
area code) and your four-digit extension beside line 1.
Phone Phacts (or is that Fone Facts?)…
The telephone was invented the same year as Heinz
ketchup.
Alexander Graham Bell died in 1922. As a tribute, every
phone stopped ringing for one minute.
In the 10 year period between 1999 and 2009, cell phone
use among US adults jumped from 27% to 89%!
The average person makes 1140 phone calls per year.
Dad, can you lend me $10? More collect phone calls are
made on Father’s Day than any other day of the year,
In a 1962 episode of The Jetsons, Jane Jetson used a video
phone and dialed VENUS-1234.
Function Buttons:
*: accesses the voice mail system
&: accesses your distribution lists
ü: services button (not currently used)
þ: accesses the user-controllable settings (ringtone, etc.)
?: displays the built-in help system in the LCD screen
Volume: changes the volume of the ringer when the phone is not in
use, the volume in the handset when you’re talking on the phone, or
the speakerphone when that is in use
Headset: sends the call to your attached headset instead of the
handset
Mute: turns off the microphone on your phone
Speaker: you can press it either answer or make a call without
having to press the Line 1 button
Soft Keys:
The soft keys are context-sensitive and changes according to what
you are doing. The common options you will see during a call are:
• Redial the last number you called
• New Call starts a new call (speaker phone or with the handset)
• CFwdALL sends all incoming calls to a different number
• iDivert immediately sends the incoming call to voicemail
• End Call ends the call you are currently on
For a full list…
To get a full list of the soft key functions, press the ?
button twice and then press the Main soft key. Press 3 on
the keypad.
Ways to Place a Call:
1.
2.
3.
4.
5.
Lift the handset and dial (dial 8 for an outside line)
Press the line 1 or 2 button
Press the speaker button
Press the New Call soft key
Dial the number and press the Dial soft key
Ways to Answer a Call:
1.
2.
3.
4.
Lift the handset
Press the flashing line button
Press the Answer soft key
Press the speaker button
Ways to End a Call:
1. Hang up the handset
2. Press the End Call soft key
3. Press the speaker button
To Place a Call on Hold:
1. During the call, press the Hold softkey
2. Press the Resume softkey to take the call off hold
To view the caller ID for a call on hold, press the ? button and then press the line
button for the call on hold.
Since music is played when you place a call on hold, do not use the hold
function during a conference call!
Transfering a Call:
You must be on an active call to transfer it
1. Press the Transf softkey (call is put on hold)
2. Dial the number to transfer the call to
3. Press the Transf softkey when you hear the line ring. You
can wait until the person answers and talk to them before
pressing Transfr the second time
4. If the person won’t accept the transfer, press the End Call
then the Resume softkeys to talk to the original caller
Dial the Most Recently Called Number:
1. Lift the handset and press the Redial softkey, or
2. Just press the Redial softkey to use the speaker phone
Place a Conference Call:
1. During a call, press the More softkey
2. Press the Confrn soft key (this puts the call on hold and
gives you a new line)
3. Dial another number
4. When the new person answers, press the Confrn
softkey again to add them to the conference call
5. Repeat to add additional people to the conference call
Use Call Waiting:
If you’re already on the phone and receive another call, the
new caller will be sent to your voice mail after three rings. If
you want to answer the new call:
1. Press the Answer soft key (this puts the original call on
hold and answers the new call)
2. You can switch back and forth between calls by putting
the active call on hold and then press the flashing line
light of the other call
View Your Call History Directories:
1. Press the directories button
2. Press the corresponding keypad number to choose:
1 - Missed Calls
2 - Received Calls
3 - Placed Calls
3. Use the navigation button to scroll through the list
4. Press the Exit softkey when you’re finished
Use the Corporate or Personal Directories:
1. Press the directories button
2. Press the corresponding keypad number to choose:
4 - Personal directory
5 - Corporate (Campus) directory
3. Use the navigation button to choose between a first
name, last name, or extension search
4. Use the phone’s keypad to type the first few characters
of the person’s first name, last name, or extension.
The more characters you can type, the fewer names/
numbers will appear
5. Use the navigation button to highlight the person you
are searching for and press the Dial softkey to call or
Exit to leave the directory
Forward All Calls to Voice Mail:
1. Press the CFwdAll soft key (you’ll hear two ‘beeps’)
2. Press the voice mail button
Forward All Calls to Another Extension:
1. Press the CFwdAll soft key (you’ll hear two ‘beeps’)
2. Dial the 7-digit number where you want your calls sent
(you cannot forward calls to an off-campus number)
Cancel Call Forwarding:
1. Press the CFwdAll soft key (you’ll hear two ‘beeps’)
“Go through your phone book, call people and ask
them to drive you to the airport. The ones who
will drive you are your true friends. The rest aren’t
bad people; they’re just acquaintances.”
- Jay Leno
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