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Voice Mail

Setting Up Voice Mail

To take full advantage of the power of Call Pilot Voice Mail, you should take a few minutes to set up your mailbox. This will help you and your callers communicate better. You will need to:

  1. change your Password,
  2. record your Personal Verification,
  3. record your Personal Greeting(s), and
  4. assign your Custom Operator
All of these activities will require that you first be logged into Call Pilot Mail.

Changing your Password:

  1. Log In to Call Pilot Voice Mail.
  2. Press Eight key Four Key for password change.
  3. Enter your new password, followed by Pound Key. Your password must be between 5 and 16 digits long.
  4. Re-enter your new password, followed by Pound Key.
  5. Enter your old password, followed by Pound Key. The "old password" for a brand new line is 1, plus your extension number.
  6. Press Eight Key Three Key to log off.



Recording your Personal Verification:

Personal verification records your name and other details such as your title, department, and/or extension number. Your personal verification is used in your greetings and outgoing messages, in name dialing, and remote notification announcements. Your personal verification is not your personal greeting.

  1. Log In to Call Pilot Voice Mail.
  2. Press Eight Key Two Key for greetings.
  3. Press Nine Key for personal verification.
  4. Press Five Key to record. [You might record " (Your Name), (Your Title) in (Your Department)"]
  5. Press Pound Key key to stop recording.
  6. Press Eight Key Three Key to log off or Four Key to return to messages.



Recording your Personal Greeting:

Your Personal Greeting is very important as it can be the first contact people have with your or your department. Voice mail is only impersonal if you make it that way. Your greeting should let the caller know who they have reached, what your status is (out of the office, in the office but in meetings, etc.), when the caller can expect to receive a call back, and instructions on what to do if the call is urgent.

There are three levels of Personal Greetings available for you to use.

  • Callers from outside SIUE hear your External Greeting.
  • Callers within SIUE hear your Internal Greeting.
  • All callers hear your Temporary Absence Greeting, if you record one. The Temporary Absence Greeting (TAG) is used in situations where your normal working routine will be interrupted for a period of time (i.e. vacation, business trips, etc.). The TAG temporarily overrides your existing external and internal greetings while your are away from your office. You control the expiration date and time for the TAG so your normal internal/external greetings are restored on the date and time you select.

Recording External or Internal Greeting

  1. Log In to Call Pilot Voice Mail.
  2. Press Eight Key Two Key for greeting.
  3. Press One Key for external greeting or Two Key for internal greeting.
  4. Press Five Key to record.
  5. Press Pound Key to stop recording.
  6. Press Two Key to play the greeting.
  7. Press Eight Key Three Key to log off or Four Key to return to messages.

Recording A Temporary Absence Greeting (TAG):

The Temporary Absence Greeting (TAG) is used in situations where your normal working routine will be interrupted for a period of time (i.e. vacation, business trips, etc.). The TAG temporarily overrides your existing external and internal greetings while your are away from your office. You control the expiration date and time for the TAG so your normal internal/external greetings are restored on the date and time you select.
  1. Log In to Call Pilot Voice Mail.
  2. Press Eight Key Two Key Three Key
  3. Press Five Key to record a temporary greeting.
  4. Press Pound Key to stop recording.
  5. Press Nine Key to set the expiry date for your temporary greeting. Enter the month, date and time pressing Pound Key after each entry. For the standard expiry time of 12:01 a.m. with any future date, press Pound Key for time.

    Pressing Pound Key Pound Key Pound Key sets "no expiry". NOTE: If you do not set an expiry date, your temporary absence greeting will remain in effect until you delete it. To delete this greeting, Press Seven Key Six Key

  6. Press Four Key to exit.



Assigning a Custom Operator

You can set up your mailbox to connect callers to another number. This allows you to offer your callers the option of speaking to one of your assistants or colleagues in lieu of leaving a message. You must tell your callers that they have this option in your Personal Greetings. Callers should be instructed in your Personal Greetings to press zero before the tone if they wish to speak to someone in your absence. You should advise your callers of this option early enough in your Personal Greeting recording that they have sufficient time to press zero before the tone. To assign a Custom Operator:

  1. Log In to Call Pilot Voice Mail.
  2. Press Eight Key Zero Key for mailbox options.
  3. Press One Key to change the Custom Operator number.
  4. Enter the new Custom Operator's number, then press Pound Key.
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