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Voicemail Tutorial

CallXpress - Voicemail System

Welcome to our voice mail user-friendly guide. The following steps have been designed to answer your questions on your new voice mail system. This system as all voice mail systems needs your attention. What we are going to do is assist you in both answering operational questions as well as customizing your individual mailbox. After viewing the guide if you have any further questions please call ext.9214 from within the campus, or 973-761-9214 from an outside area. We welcome all to our new system.

Tutorial Topics:
 
  1. Calling Your Voice Mail
  2. Accessing Your Subscriber Mailbox
  3. Change Your Security Code
  4. Record Your Name
  5. Record a Personal Greeting
  6. Setting up Your Phone to use Voicemail
  7. Accessing Your Messages
  8. Listening to Your Messages
  9. Handling a Message (Saving, Deleting)
  10. Message Grouping
  11. Recovering Deleted Messages
  12. Forwarding Messages
  13. Sending Messages to a Known Extension
  14. Sending Messages Using the Directory
  15.  
Calling Your Voice Mail
 
CallXpress gives you quick access to your messages when you are in or out of the office, and flexible access when you are on the road. You can listen to, reply to, forward, save, and delete messages of from any telephone.

CallXpress On Campus: / At Your Extensio
n:
 
  • When you are at your extension, simply dial 4001 and you will be prompted for your Security Code.
    OR
  • You may dial your own number and this will forward you to your mailbox, when it answers press * then this will prompt you for your Security Code.
At Another Location:
 
  • When you are at another extension, simply dial 4001, when it answers press *#, your extension number followed by a 0, then you will be prompted for your Security Code.
    OR
  • You may dial your own number and this will forward you to your mailbox, when it answers press * then this will prompt you for your Security Code.
CallXpress Off Campus:
 
  • You may dial your own number and this will forward you to your mailbox, press * then this will prompt you for your Security Code.
    OR
  • Dial (973)275-4001. When it answers, press # enter your extension followed by a "0", then you will be prompted for your Security Code.
    Your system administrator may also give you a default security code to access CallXpress the first time.
Accessing Your Subscriber Mailbox
 
Follow these simple steps to use CallXpress.
 
  1. If necessary follow the directions on "Calling Your Voice Mail"
  2. When it answers, enter your subscriber mailbox number.
  3. Enter a security code. The first time you access your mailbox, your security code may be set to the system default security code.
  4. The first time you use CallXpress, a setup tutorial will walk you through changing your security code and recording your name and greeting. If the tutorial has not been configured, see "Setup" for setup instructions.
Important Tips
CallXpress provides features to make your job easier:
 
  • To Find out Your Current Options - Press #
  • To Cancel the Current Feature - Press * once
  • To Exit CallXpress - Press * several times
  • To Quickly Reach the Option You Want - Enter the key sequences to access different menus without waiting for the voice prompts
Important Notices
 
  • To meet the specific needs of your company, CallXpress comes with many installation options. Some of the features mentioned here may not be available to you. Check with your system administrator for details.
  •  Any saved voicemail messages will be automatically erased in 14 days.
Changing Your Security Code
 
To access your subscriber mailbox Follow the directions in "Accessing Your Subscriber Mailbox".
 
  • To reach the security code option
  • Press 3 for Phone Manager
  • Press 1 for Personal Options
  • Press 4 for Security Code Options
  • To enter a new numeric security codeWhen prompted, press the digits in sequence, followed by the # key.
  • To confirm your new security code
  • Enter the code again followed by the # key.
CallXpress notifies you that your security code has been changed.

Selecting a security code:
The code can be any number of digits greater than the minimum indicated by your system administrator and less than 15.

Recording Your Name

Your name is used to identify your mailbox. From the Personal Options menu, proceed as follows to record your name.

To access your subscriber mailbox
Follow the directions in "Accessing Your Subscriber Mailbox'.

To reach the security code option
 
  • Press 3 for Phone Manager
  • Press 1 for Personal Options
  • Press 4 for Security Code Options

To access the option to record your name
Press 5

To begin recording

Press 2, then say your name (first and last)
Say only your name, the greeting is provided by CallXpress.

To stop recording

Press 2 again

Optional:

  • To review your name
    Press 6

  • To delete your name and start over
    Press 4

  • To cancel and exit without saving the recording
    Press *

  • To save the recording
    Press 5


Record A Personal Greeting

The standard greeting is used for normal conditions, such as when you're away from your desk. you can also record greetings to be used when your line is busy or when you're out of the office, if you have those features enabled.

If necessary follow directions for "Calling Your Voice Mail". From the Personal Options menu, proceed as follows to record a personal greeting.
 
  • To access the option to record a personal greeting
    Press 3

  • To access the option to record a standard greeting
    Press 2

  • To record
    Press 2 then say the greeting that you want your callers to hear

  • To stop recording
    Press 2 again

Optional

  • To review your greeting
    Press 6
  • To delete your greeting and start over
    Press 4
  • To cancel and exit without saving the greeting
    Press *
  • To save the greeting
    Press 5
  • To exit Phone Manager
    Press *


Setting Up Phone to use Voicemail

Follow these steps to set up voicemail coverage for times when you are away from your desk or on the phone. To utilize these features, you must set them up from your extension.
 
  • For when you are away from your phone and it rings 4 times
    Press **1 4001
    You will hear a three beep confirmation tone.
    To cancel this feature
    Press ##1
    You will hear a three beep confirmation tone
  • For when you are on the phone
    Press **4 4001
    You will hear a three beep confirmation tone
  • To cancel this feature
    Press ##4
    You will hear a three beep confirmation tone.
  • For when you want all calls to go directly to voicemail
    Press **3 4001
    You will hear a three beep confirmation tone
  • To cancel this feature
    Press ##3
    You will hear a three beep confirmation tone


Accessing Your Messages

Each time you access your mailbox, CallXpress tells you how many new and saved messages you have.

Listening Basics
Follow these steps to hear new messages:
 
  1. Access you mailbox
  2. Press 1 to listen to the first message
  3. Press 4 to delete the message or press 5 to save the message.

Accessing Different Types of Messages
Access your subscriber mailbox then do one of the following:

  • To listen to new messages
    Press 1

  • To listen to saved messages
    Press 5

  • To access selected messages
    Press 6

    See "Message Grouping" for more information
  • To recover deleted messages
    Press 7
    See "Recovering Deleted Messages" for more information

Accessing Ordered Messages
If you have message presentation set to order incoming messages by type as described in "Message Presentation", choose one of the following:

  • To hear voice messages
    Press 1

  • To hear messages from outside callers
    Press 4

  • To hear messages from a specific mailbox
    Press 5

  • To hear all messages
    Press 6


Listening to Your Messages

CallXpress provides many options to make it easier for you to listen to messages.
 
  • To Pause
    Press 1

  • To Resume
    Press 1 again
While Pause, you can do the following:
 
  • Increase Speed
    Press 4 one or more times

  • Decrease Speed
    Press 7 one or more times

  • Increase Volume
    Press 8 one or more times

  • Decrease Volume
    Press 9 one or more times

  • Set a bookmark
    Press 5
    This allows you to quickly return to this point in your message.
    You can only set one bookmark per message.

  • Resume listening from a bookmark
    Press 8 from any point in the message

Handling A Message (Saving, Deleting)

You can choose the following options at any time, before moving on to the next message.
 
  • Forward to one or more subscribers
    Press 2 then follow the prompts
    See "Forwarding Messages" for more information.

  • Back up 5 seconds
    Press 3

  • Delete
    Press 4
    You can recover any deleted messages, as long as you do so before exiting your mailbox.
    See "Recovering Deleted Messages" for more information.

  • Save
    Press 5
    Ask your systems administrator for the time limit on saved messages.

  • Review
    Press 6 to listen to the message again from the beginning

  • Skip
    Press 7 to skip to the next message

  • Reply / Transfer
    Press 8 then press any of the following:
    • Press 1 to send the message to another subscriber.
    • Press 2 to record a reply to the sender
    • Press 3 to transfer to the sender (sender within the company only)

  • Advance 5 seconds
    Press 9 to advance through the message in 5 second increments

  • Get Message Info
    Press 0 then press 0 again to hear the sender's name and delivery information.

  • Choose Group Selection Options
    Press 0
    See "Message Grouping" for more information.

Message Grouping

Handle messages more quickly by processing related messages as a group.

To use message grouping, first select the messages and then act on them.
To Select the Messages
 
  • Press 0, then press any of the following:
  • Press 1 to select the current message for group processing
  • Press 7 to select all messages for group processing
  • Press 2 to cancel the selection of the current message
  • Press 8 to cancel the selection of all messages
Note: If you're listening to messages by type, all the messages of that type will be selected or canceled.

To Return to the Main Mailbox Menu
Press *

To Manage the Messages You Have Selected
Press 6, then press the following:
 
  • Press 1 to listen to the selected messages
  • Press 2 to forward the selected messages
  • Press 4 to delete the selected messages
  • Press 5 to save the selected messages

Recovering Deleted Messages

If you delete a message by mistake, you can recover it as long as you do so before exiting your mailbox.
 
  1. Press * one key-press at a time until you hear the main menu for your subscriber mailbox.
  2. Press 7 to recover deleted messages, then follow the commands to locate the message that you want to keep.

Forwarding Messages

When listening to a message, you can forward (transfer) it to another subscriber mailbox, as described in "Handling a Message." You can also change your message notification to automatically forward messages to another subscriber's mailbox. For example, you can forward messages to an assistant or to a coworker when you're away from the office.

You can also set forwarding for urgent messages only, for messages from a specific mailbox, and for specific message types. In addition, You can choose the hour of the day and the day of the week when messages will be forwarded.
 
  1. From the main menu, press 3 and then 1 to reach Personal Options.
  2. Press 1 to turn this feature on or off or to change your message notification settings.

Sending Messages to a Known Extension

Using CallXpress, you can record a new voice message and send it to one or more CallXpress subscribers.
Follow these simple steps to send a message:
  • Access your Mailbox
  • Press 2 
  • Enter the mailbox number of the recipient followed by a "0"
  • Press 2 and record the message; then press 2 again
  • Press 5 to send it
Messaging Options:
While Recording
Pause/Continue Press 2 to pause while recording a message; press 2 again to resume recording.

Back up 5 Seconds Press 3 when reviewing your message, to back up through the message in 5-second increments.|

Discard Press 4 to delete the message you're recording and start over.
Send Press 5 when you're satisfied with your message.

To send to more than one person, listen for further instructions.
Review Press 6 to listen to your message before sending it.

Advance 5 Seconds Press 9 when reviewing your message, to advance through the message in 5-second increments.
 
Message Routing Options:
Press 0 and follow the prompts for routing options.
 
To Specify Future Delivery Press 1
Use this feature to send reminders to your own mailbox. 
To set Urgent Status Press 2

To Restrict Message Forwarding Press 3
The message recipient will not be allowed to forward the message.
 
To request return receipt notification Press 5

To Leave a Callback Number (Where you can be reached) Press 8

Sending Messages Using the Directory

  1. Access your subscriber mailbox, as described in "Accessing our Subscriber Mailbox."
  2. Press 2 to indicate that you want to record and send a message.
  3. Enter the mailbox number of the message recipient followed by a "0".
  4. To use the subscriber directory, press # and follow the instructions to get the number you need.
  5. Press 2 and then record your message. Press 2 again when you're finished.

Messaging Options:
While Recording...

  • Pause/Continue - Press 2 to pause while recording a message; press 2 again to resume recording.
  • Back up 5 Seconds - Press 3 when reviewing your message, to back up through the message in 5-second increments.
  • Discard - Press 4 to delete the message you're recording and start over.
  • Send - Press 5 when you're satisfied with your message.
  • To send to more than one person, listen for further instructions.
  • Review - Press 6 to listen to your message before sending it.
  • Advance 5 Seconds - Press 9 when reviewing your message, to advance through the message in 5-second increments.

Message Routing Options

  • Press 0 and follow the prompts for routing options.
  • To Specify Future Delivery - Press 1
  • Use this feature to send reminders to your own mailbox.
  • To set Urgent Status - Press 2
  • To Restrict Message Forwarding - Press 3
  • The message recipient will not be allowed to forward the message.
  • To request return receipt notification - Press 5
  • To Leave a Callback Number (Where you can be reached) - Press 8
Contact Us

Department of Information Technology
(973) 275-2222
servicedesk@shu.edu
Corrigan Hall

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