Faculty Voicemail Training

Single User Voicemail Instructions

To Initialize Mailbox

• Dial 3-5000
• Enter temporary password 1-2-3-4-5, then press #
• Change to your own personal password, then press #
• Record your first and last name, press #
• Record a personal greeting, then press #
• Click here to See Samples

To Record Multiple Greetings

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 3 to record greeting
• Press 1 to change your personal greeting
• Press 2 to record a personal greeting
• Press 2 to record a greeting that will be played to callers when you on the phone
• Record your greeting at the tone and then press #
• Follow directions of the recorded voice

To Retrieve Messages

• Dial 3-5000
• Enter personal password
• Press 1 to review your messages. At the the end of each message you have the following options:
  • Press 7 to erase the message
  • Press 8 to reply to the message
  • Press 9 to save the message for up to 10 days
  • Press 0 to hear more options
  • Press 4 to replay the message
  • Press 5 to get envelope information
  • Press 6 to send a copy of the message

To Send a Message

• Dial 3-5000
• Enter personal password
• Press 2 to send a message
• Record your message, then press #
• Enter the mailbox number of the person to receive the message. If you do not know the mailbox number you press # and use the spell by name directory.

Personal Options

Personal options give you the ability to change your recorded name, greeting or password at any time.

To Record a New Name

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 3 to record greeting
• Press 3 to change recorded name
• Follow the directions of the recorded voice

To Change Personal Password

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 2 to change administrative options
• Press 1 to establish or change passwords
• Press 1 to enter personal password
• Follow the directions of the recorded voice

To Change Personal Greeting

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 3 to record greeting
• Press 1 to change your personal greeting
• Press 2 to record a personal greeting
• Press 1 to change your greeting that will be played to callers when your phone is not answered
• Record your greeting at the tone, then press #
• Follow the directions of the recorded voice

Once you have recorded the greeting to inform callers you are away from your desk you should continue on and record a second greeting to inform callers you are on the telephone.

• Press 3 to record your greeting
• Press 1 to change your personal greeting
• Press 2 to record a personal greeting
• Press 2 to record a greeting that will be played when you are on the phone
• Record your message at the tone, then press #
• Follow the directions of the recorded voice

To Retrieve Messages From Off Campus

• Dial 463-5000 from a touch tone telephone
• When you hear "Welcome to Hofstra University..." press #
• Enter your mailbox number
• Enter you password and proceed as usual

Sample Greetings

No Answer Greeting

Hello, this is (Name,Title and Department). I am away from my desk at the present time and unable to take your call. Please leave your name, telephone number and a brief message. I will get back to you as soon as possible.

Busy Greeting

Hello, this is (Name, Title and Department). I am on the telephone at the present time. Please leave your name, telephone number and a brief message. I will get back to you as soon as possible. Thank you.

Departmental No Answer Greeting

Hello, you've reached the office of (Name of Department). Our hours are: (Office Hours). No one is available to take your call at this time. Please leave your name, telephone number and a brief message and someone will get back to you as soon as possible. Thank you.

Departmental Busy Greeting

Hello, you've reached (Name) in the office of (Name of Department). I am on the telephone at the present time. Please leave your name, telephone number and a brief message. I will get back to you as soon as possible. Thank you.

Extended Absence Greeting

Record an extended absence greeting to advise callers that you are away from the office and may be checking your mailbox infrequently. Give your callers the option of leaving a message or calling someone else in your department. Callers cannot skip your extended absence greeting.

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 3 for greetings
• Record personal greeting, then press #

NOTE: The system reminds you that your extended absence greeting is on each time you enter your mailbox and prompts you to delete or retain it. Your personal greeting is reinstated when you delete the extended absence greeting.

Sample

Hello, this is (Name, Title and Department). I will be out from ___ to ___. I will be checking my messages, but if this is an emergency and you need to speak with someone, please hang up and call (Department Name) at extension ___ for furter assistance. Thank you.

Voicemail Troubles

If you experience any problems with the system or if you have any questions, please call Telecommunications at extension 3-6602.

Multi User Voicemail Instructions

** ECP Mailboxes allow you to have one extension and up to nine mailboxes attached to that one extension. It is a nice feature for professors who share one extension, but may want to receive personal messages.

Mailbox Number:
Password: 12345

TO INITIALIZE MAILBOX

• Dial 3-5000
• Enter temporary password 1-2-3-4-5, then press #
• Change to your own password, then press #
• Record your first and last name, then press #
• Record a greeting that will tell callers which key to press to attach to each professor’s personal mailbox.

TO INITIALIZE PERSONAL MAILBOXES

• Dial 3-5000, then press *
• Enter personal mailbox number
• Enter temporary password 1-2-3-4-5, then press #
• Change to your own password, then press #
• Record your first and last name, then press #
• Record a personal greeting, then press #

TO RETRIEVE MESSAGES

• Dial 3-5000, then press *
• Enter personal mailbox number
• Enter password
• Press 1 to review your messages
• At the end of the message you have the following options:
  • 7 – to erase the message
  • 8 – to reply to the message
  • 9 – to save the message (for up to 25 days)
  • 0 – to hear more options
  • 4 – to replay the message
  • 5 – to get envelope information
  • 6 – to send a copy of the message

TO SEND A MESSAGE

• Dial 3-5000
• Enter personal mailbox number
• Enter password
• Press 2 to send a message
• Record your message, then press #
• Enter the mailbox number of the person to receive the message. If you do not know the mailbox number you can press # and use the spell by name directory.

PERSONAL OPTIONS

Personal options give you the ability to change your recorded name, greeting or password at any time.

TO RECORD A NEW NAME

• Dial 3-5000, then press *
• Enter personal mailbox number
• Enter personal password
• Press 4 for personal options
• Press 3 to record greeting
• Press 3 to change the recorded name
• Follow the instructions of the recorded voice.

TO CHANGE PERSONAL PASSWORD

• Dial 3-5000, then press *
• Enter personal mailbox number
• Enter personal password
• Press 4 for personal options
• Press 2 to change administrative options
• Press 1 to establish or change passwords
• Press 1 to enter personal password
• Follow the instructions of the recorded voice

TO CHANGE PERSONAL GREETING

• Dial 3-5000
• Enter personal password
• Press 4 for personal options
• Press 3 to record greeting
• Press 1 to change your personal greeting
• Press 2 to record a personal greeting
• Press 1 to change your greeting that will be played to callers when your phone is not answered
• Record your greeting at the tone, then press #
• Follow the instructions of the recorded voice

TO RETRIEVE MESSAGES FROM OFF CAMPUS

• Dial 463-5000, from a touch-tone telephone
• When you hear “Welcome to Hofstra University…”, press #
• Enter your mailbox number
• Enter your password and proceed as usual