ShoreTel 110 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
PN 800-1032-02
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.
Specify groups of recipients by entering a
2
.)
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
Press and follow the recorded prompts.
1 4
To reply to the message you're reviewing
Press and follow the recorded prompts.
1 5
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
Changing Extension Assignment
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
Press to re-assign the extension.
3 3
Press to assign the extension.
4 1
Press to un-assign the extension. (The phone
5 2
reverts to its original extension.)
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
Enabling FindMe
To enable or disable FindMe Forwarding so that
callers can forward their calls to your destination:
Press 7 at the Main Menu prompt.
Press for additional mailbox options.
9
Press , then follow the prompts.
5
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
2 To purge deleted messages
to reply to all
3
At the Main Menu prompt, press
1
Press to remove deleted messages.
2 8
Press to confirm deletion or * to cancel.
3 1
Leave Message
When dialing into a ShoreTel system, if the per-
.
7

LEAVING A MESSAGE

(Voice mail options when in mailbox)
son 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 follow-
ing options:
Bypass greeting
#
Transfer to assistant
0
Forward to recipient's
1
FindMe destination
Transfer to
9
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
Send message, transfer to assistant
0
Send message, forward to recipient's
1
FindMe destination
Send message, transfer to Auto-Attendant
9
Hanging up sends the message.
NOTE
# Message Options
When leaving a message, select from the follow-
ing options:
. Send message
7 #
Cancel
*
Review
1
Re-record
2
3 Mark/unmark urgent
Send message, transfer to assistant
0
Send message, transfer to Auto-Attendant
9
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