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Voicemail

Voicemail Overview


Voicemail Setup

Setup Pin

When your phone service is setup, you will receive an email that includes a PIN for your voicemail. Refer to that email, then:

  1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your temporary voicemail PIN at the prompt. You will receive your initial temporary voicemail PIN in a welcome email from Microsoft Outlook.. It will then ask you to enter a new one.

PINs must be at least 6 characters long, and cannot contain sequential numbers (12346), or repeating numbers (444444).

If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and send you an email with a new temporary voicemail PIN.

Reset Pin

You can reset your voicemail PIN, change voicemail preview, and notification settings, and view call answering rules at mail.ku.edu.

  1. Log in with your KU Online ID and password at mail.ku.edu.
  2. Select the gear icon in the upper right-hand corner, then choose Options[view screenshot]
  3. Select Phone in the left navigation to:
    • Reset your voicemail PIN
    • Change your Voicemail Greeting
    • Change Voicemail Preview settings
    • Change Notification preferences
    • Add a mobile number to receive text notifications at when you miss a call or receive a voice message

Recording Greetings

Personal Greetings

  1. In the Skype for Business desktop interface, select the Phone icon. [view screenshot]
  2. Click on the Voice Mail Options button.
  3. Select Change Greetings.

How to create a new personal greeting by calling in using your phone:

  1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your extension if you're not calling from your KU number. Enter your voicemail PIN at the prompt.
  2. Say “Personal Options.”
  3. Follow the voice-prompts to record and save your message.
  4. When you are satisfied, you can hang up.

Out of Office Greetings

It is possible to pre-record a greeting to use when you are away for an extended period of time. To do this, you have to access your voicemail options within mail.ku.edu. When you are away, you will have to save the preference to play the secondary message from within mail.ku.edu. Note: If you have a voicemail call answering rule (phone tree) enabled, callers who reach your voicemail will not hear either of your voicemail greetings.

  1. Log in with your KU Online ID and password at mail.ku.edu.
  2. Select the gear icon in the upper right-hand corner, then choose Options. [view screenshot]
  3. Select Phone in the left navigation.
  4. Scroll down to the greetings area, and select the radio button by Greeting that lets callers know you'll be away for an extended period of time.
  5. Then click Call me to play or record the selected greeting...
  6. The email associated with your number should appear in the box next to dial. Select dial. [view screenshot]
  7. You will receive a phone call made to the number associated with your email. When you pick up the call, you will be led through prompts to record the greeting.
  8. To activate the greeting, you will need to make sure the option is selected and click Save.

Checking Voicemail

In Outlook

  1. Find and open the email with the voicemail message.
  2. Click the play button to listen. [view screenshot]

In Skype for Business

  1. In the Skype for Business desktop interface, select the Phone icon. [view screenshot]
  2. Voicemail will be listed at the below the dial pad. [view screenshot]
  3. Hover over the presence icon, then click the play button to listen. [view screenshot]

TIP: Click on the message to call the person back.

Overview


Setup

Setup Pin

When your phone service is setup, you will receive an email that includes a PIN for your voicemail. Refer to that email, then:

  1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your temporary voicemail PIN at the prompt. You will receive your initial temporary voicemail PIN in a welcome email from Microsoft Outlook.. It will then ask you to enter a new one.

PINs must be at least 6 characters long, and cannot contain sequential numbers (12346), or repeating numbers (444444).

If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and send you an email with a new temporary voicemail PIN. If you don’t remember your voicemail PIN, see how to reset your voicemail PIN below.

Reset Pin

You can reset your voicemail PIN, change voicemail preview, and notification settings, and view call answering rules at mail.ku.edu.

  1. Log in with your KU Online ID and password at mail.ku.edu.
  2. Select the gear icon in the upper right-hand corner, then choose Options. [view screenshot]
  3. Select Phone in the left navigation to:
    • Reset your voicemail PIN
    • Change your Voicemail Greeting
    • Change Voicemail Preview settings
    • Change Notification preferences
    • Add a mobile number to receive text notifications at when you miss a call or receive a voice message

Greetings

Record a personal greeting by calling in

  1. Call the Outlook Voice Access Number 785-864-1900 or 4-1900.
  2. Enter your five-digit extension starting with 4 if you are not dialing from your KU number.
  3. Enter your voicemail PIN at the prompt.
  4. Say "Personal Options".
  5. Follow the prompts to enter a personal greeting.
  6. When you are satisfied, you can hang up

Check Voicemail

Note: Wherever you check your voicemail, if you delete a message it will be deleted in all places.

Outlook

  1. Find and open the email with the voicemail message.
  2. Select the preview button to listen.

Skype for Business

  1. Select the Calls tab.
  2. Select Voicemail.
  3. Select the message and click the play button to listen.

Types of Phones

There are two types of Skype-enabled phones recommended, you should have one of the following models. Please note which model you have to know which instructions to follow.

Polycom VVX 501 Touch Screen Phone

Polycom VVX 311 Button Phone


Checking Voicemail

On the Polycom VVX 501 (touch screen) phone

  1. Touch the messages icon
  2. Enter your voicemail pin and push the # button.

Tap to access messages and tap to see recent calls

On the Polycom VVX 310 (button) phone

  1. Press the physical message button.
  2. Use the physical navigation disk to select a message. (Note: You may want to increase the screen contrast using the directions above.)
    1. Select the button under Play to play the selected message.
    2. To delete the message, Select the button under More and then the button under Delete.
    3. To mark a voicemail as "Read" which will discontinue the phone's light from flashing, select the button under "Read."

Check Voicemail

  1. Launch the Skype for Business app
  2. Touch the keypad icon.
  3. Touch the voicemail icon.
  4. Touch the message to play.


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