Voice Mail Operations; Troubleshooting; Leaving A Message - ShoreTel 420 Quick Reference

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
Voice Mail
Press or lift the handset and press
1
At the prompt, use the dial pad to enter your
2
password. (If you have not been assigned a
password, use the default password, 1234
Press .
3 #
If you are logging in for the first time, the
NOTE
system prompts you for a new password and
asks you to record your name.
To check voice mail from another extension
Press twice.
1 #
Enter your extension.
2
Enter your password.
3
Press .
4 #
To check voice mail from an external phone
Dial your voice mail access number.
1
Press .
2 #
Enter your extension.
3
Enter your password.
4
Press .
5 #
Listening To Messages
At the Main Menu prompt, press . The voice
1
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 at the Main Menu prompt.
3
As a safeguard against accidental erasures, the sys-
tem retains deleted messages for a few hours.
ShoreTel, Inc., 960 Stewart Drive Sunnyvale, California 94085 USA Phone: +1.408.331.3300 +1.800.425.9385 Fax: +1.408.331.3333
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
PN 800-1032-04
United States Patent 7,386,114. ShoreTel, Inc. All rights reserved.
To listen to your deleted messages
Press at the Main Menu prompt.
1 7
Press .
2 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.
.
#
Address the message to individual recipients
1
by entering their extension numbers.
2 Specify groups of recipients by entering a
.)
distribution list number.
To identify a recipient by name, specify a person-
al distribution list, or broadcast to all extensions,
press and follow the prompts.
0
To mark a message as urgent
After addressing the message and confirming
the addressee(s), press 1.
To forward the message you're reviewing
1 Press 4 and follow the recorded prompts.
To reply to the message you're reviewing
1 Press 5 and follow the recorded prompts.
Press to reply with a voice mail, press
2 1
reply with a call back, or press
with a voice message.
Changing Mailbox Options
Personalize your voice mail by changing your
name, password, or personal greeting.
To change personal settings from the Main Menu,
press and follow the recorded prompts.
7
Enabling Office Anywhere (On-Net)
If you have the proper permission, you can assign
your extension to any phone on the system.
Log in to voice mail from the target phone –
1
an extension other than your own.
At the Main Menu prompt, press
2
3 Press 3 to re-assign the extension.
Press to assign the extension.
1
Press to un-assign the extension.
2
(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.)
Setting Call Handling and Forwarding
Use ShoreWare Call Manager to configure
NOTE
the modes with different call forwarding destina-
tions 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 at the Main Menu prompt.
7
Press , then follow the prompts.
2
Changing Notification Options
To select a notification profile for the Escalation
Notification feature:
Press at the Main Menu prompt.
7
Press 9 for additional mailbox options.
Press , then follow the prompts.
2
You must have notification profiles previously config-
NOTE
ured before a notification profile can be activated.
Enabling FindMe
To enable or disable FindMe Forwarding so that
callers can forward their calls to your destination:
Press at the Main Menu prompt.
7
Press for additional mailbox options.
9
Press 5 , then follow the prompts.
to
2
to reply to all
3
NOTE You must have permission to use FindMe Forwarding.

Troubleshooting

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.)
If your mailbox is full, first purge any backlog of
deleted messages.
To purge deleted messages
At the Main Menu prompt, press
1
Press to remove deleted messages.
2 8
.
7
Press to confirm deletion or * to cancel.
3 1

LEAVING A MESSAGE

(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:
Bypass greeting
#
0 Transfer to assistant
Forward to recipient's FindMe destination
1
Transfer to Auto-Attendant
9
Message Recording
If you choose to leave a recorded message, the
following options are available after recording
your message:
Message options
#
Re-record
*
Send message, transfer to assistant
0
Send message, forward to recipient's
1
FindMe destination
Send message, transfer to Auto-Attendant
9
NOTE Hanging up sends the message.
# Message Options
When leaving a message, select from the
following options:
Send message
#
Cancel
*
Review
1
Re-record
2
Mark/unmark urgent
3
Send message, transfer to assistant
0
Send message, transfer to Auto-Attendant
9
.
7
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