Legacy Voice Mail Instructions

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Logging In

Logging in means accessing your mailbox in the Voice Messaging system so that you can play your messages and use all the other Voice Messaging features. You can log in from any Touchtone phone.

To log in from your own phone

  1. Dial 5000 from any on campus phone. You will hear a prompt asking you to enter your mailbox number
  2. Press the # button. (Your mailbox number will automatically be entered.) You will hear a prompt asking you to enter your Password
  3. Enter your password, then press # button.(You see dashes instead of your password. Then you hear the mailbox summary.)

To log into another phone

(When you are away from your own phone you can access your mailbox from any other Touchtone phone.)

  1. Dial the Voice Messaging access number. (585) 395-5000. (You will hear a prompt asking you to enter your mailbox number.)
  2. Enter your mailbox number, then press # button. (You will hear a prompt asking you to enter your password.)
  3. Enter your password, then press # button. (You see dashes instead of your password. Then you hear the mailbox summary.)

To log in after leaving a message

After you have called a Voice Messaging user and left a message, you can log in to Voice Messaging with out hanging up.

  1. After you have finished leaving your message, press the # button. (You will hear "Recording Stopped." you are still connected to Voice Messaging.)
  2. Press 81. (You will hear "Message left. Mailbox?")
  3. Follow the steps for logging in.

Changing Passwords

For security reasons, you should change your password from the one you were first assigned. After that, you can change your password as often as required. Help keep your mailbox secure by choosing passwords that are not easily discovered.

To change your password

  1. Follow the instructions to enter the voice mail system.
  2. Press 84 and follow the system prompts. Note: The voice mail system requires annual password changes for increased security. When changing your password, you will not be able to use any previous passwords.


Personal Verification

Personal Verification records your name and other details such as your title and extension number. Your personal verification is used in your greetings and outgoing messages, name dialing, and remote notification announcements.

To record a personal verification

  1. While logged in to Voice Messaging,"Personal Verification for mailbox."829.
    You Will Hear-
    "Personal Verification for mailbox."
  2. You Will Hear- "The Personal verification is (name)." or
    "There is no name for personal verification of mailbox (number)."
  3. Press 5 to record. Wait for the tone, then record your name and, if you wish, your title or extension number.
  4. Press# to end recording
  5. When you have finished recording, you will hear your name.
    • To play your name, press 2.
    • To rerecord, press 5 to record while at the beginning of your name.
      Note- The new recorded name will replace the old one.
      Record your name and press # to end recording.


Record Your Greeting

Callers from outside your organization hear your external greeting; callers within your organization hear your internal greeting. All callers hear your temporary absence greeting if you record one.

To record your greeting

  1. While logged into Voice Messaging, press 82.
    You Will Hear- "For your external greeting, press 1. For your internal greeting, press 2. For your temporary greeting, press 3."
  2. Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting. Note- Once you've made your selection you may press 2 to play your current greeting.
  3. Press 5 to record. Wait for the tone before you start to speak.
  4. Press # to end recording.
    You Will Hear- "Recording stopped." "To review the greeting, press 2. To add to it, press 5. To exit, press 4."
    Note- Expiration date is for temporary greetings only.
  5. To play the greeting you recorded, press 2.

To record and delete your greetings

  1. To rerecord the greeting, press 5 while at the beginning of the greeting. Record the new greeting and press # to end the recording.
    Note- The new recording will erase the old one from the place where you started to rerecord.
  2. To delete one of your greetings, press 76 at the greeting. (You cannot delete the standard system greeting.)
    Note- If you delete your external greeting, your callers hear the standard system greeting. If you delete your internal greeting, your callers hear the external greeting or the systems greeting. If you delete your temporary greeting, callers hear external, internal, or system greeting.

To set the expiration date (for temporary greetings)

  1. To set the expiration date for your temporary greeting, press 9.
  2. Enter the month, day, and time, pressing # after each entry.
    Note- If you do not set an expiration date, or if you press # for all three settings, your temporary greeting will remain in effect until you delete it.
  3. For the standard expiration time of midnight with any future date, press # for time. Pressing ### sets "no expiration."
  4. To exit, press 4.


Playing Your Message

Your phone may have a message-waiting light to indicate new messages, or you may hear a special dial tone when you pick up the handset. When you play your messages, new messages play first, followed by previously played messages.

  • After logging in, listen to the mailbox summary.
    1. Note- You hear the number of new messages you have, and if any of them are urgent.
    2. Listen to the first message envelope, or go to step 3. (If you have the Autoplay feature, your messages will play automatically.
      Note- You hear the sender's name, with the date and time of the message.
    3. Press 2 to play the message.

Available functions while listening to your messages

  1. To skip back, press 1.
    Note- Message playback moves back five seconds.
  2. To skip forward, press 2.
    Note- Message playback moves ahead five seconds.
  3. To play the message faster, press 2 3; to play the message slower, press 2 1.
  4. To pause, press #; to continue press 2.
  5. To go to the next message, press 6.
  6. To go to the previous message, press 4.
  7. To play the message envelope, press 7 2.
  8. To go to a specific message, press 8 6, (message number), and #.
  9. To delete a message, press 7 6. You can restore a deleted message (within the current session only) by pressing 7 6 again.


Replying to Messages

You can record a reply to a message sender, and send your reply to all the other recipients of the message, if they are known to Voice Messaging.

  • After listening to the message, press 71 to reply to sender.
    1. You Will Hear- "Reply to (sender's mailbox number or name). Voice Messaging automatically addresses your reply to the sender.
    2. When you are ready, press 5 to record your reply. Wait for the tone, then begin recording.
    3. When you have finished recording, press #.
    4. To send the message, press 7 9.
      You Will Hear- "Message Sent."

To reply to all recipients

  1. If you want to play the list of recipients to whom your reply will be sent, press 72.
    Note- You hear the contents of the message envelope, containing the list of recipients.
  2. Press 7 4 to reply to all recipients.
    You Will Hear- "Reply all. To (sender's mailbox number or name)." Voice messaging automatically addresses your reply to all recipients.


Forwarding Messages

You can forward a message to another mailbox, to a distribution list, or to a person with no voicemail (a nonuser). You can record an introduction to the original message.

  • After hearing the message, press 73 to forward.
    1. You Will Hear- "Forwarding message (number). Enter a list of addresses."
    2. Enter the mailbox number, phone number, or distribution list to which you want to forward the message, then press #.
      Note- You hear the name or mailbox number, or both, of the distribution list number. Repeat this step for any other mailbox numbers, phone numbers, or distribution lists. End by pressing #.
    3. To record an introduction, press 5, wait for the tone, then speak. End the recording by pressing #.
    4. To send the message, press 79.
      You Will Hear- "Message sent.


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 leaving a message or speaking to one of your assistants or colleagues.

In your greeting, you can tell callers to press 0 after the tone if they wish to speak to someone in you absence.

  1. While logged in to Voice Messagaing, press 80 for mailbox options.
    Note- A prompt tells you the current custom operator number.
  2. Press 1 to change the number.
  3. Enter the new custom operator number, then press #.
    You Will Hear- "The operator assistance number has been changed to (number)." 

Express Messaging

Express Messaging is a fast method of leaving a message in another Voice Messaging mailbox without logging in to your own mailbox to compose and send a message.

  1. Dial the express messaging access number. (585) 395-5100.
    You Will Hear- "Express messaging. To mailbox?"
  2. Enter the mailbox number of the person for whom you are leaving the message, then press #.
    You Will Hear- "(Name or mailbox number.) Please leave a message after the tone."
  3. Wait for the tone, then record.
  4. Hang up

Composing Messages

You can compose a message to one or more people or distribution lists, then edit the message if necessary, and send it when you are ready. You address your message before recording it. Before you send a message which you have recorded, you can check it and edit it if required.

To address and send a message

  1. While logged in to Voice Messaging, press 75 to compose a message.
    You will hear- "Compose. Enter a list of mailboxes."
  2. Enter the first address (mailbox number, name address, distribution list number, network user, open network user, or nonuser number), then press the # button.
    You will hear- "The name(on mailbox) or mailbox number."
  3. Continue to enter numbers followed by # button until you have finished, then press # button again.
    You will hear- "To begin recording, press 5. to end recording, press number sign."
  4. Press 5 to record. Wait for the tone, then record your messages. End the recording by pressing # button.
  5. To send the message, press 79.
    You will hear- "Message sent"

To cancel an address entry

  1. To cancel the last mailbox number or distribution list number you entered, press 0#.
    You will hear- "Address(mailbox number)canceled."
  2. Repeat this step for each number you want to cancel, erasing entries one at a time. After you have pressed the final #, you cannot cancel any numbers.

To edit your messages

  1. To play your message, press 2.
  2. To skip back, press 1. (The Message playback moves back 5 seconds.)
  3. To skip forward, press 3. (Message playback moves ahead 5 seconds.)
  4. To play the message faster, press 23; to play the sessae slower, press 21.
  5. To pause, press # button; to continue press 2.
  6. To erase the message and re-record, press 5 while at the beginning of the message.(The new message records over the old one.)
    Wait for the tone, then record. Press # button to end the recording.
    You Should Hear- "Recording stopped."
  7. To add to the end of the message, press 5 while at the end of the message. Wait for the tone, then record.
    Press # button to end the recording. (The new recording is added.)
  8. To re-record part of the message, press 5 while at the place in the message where you want to start. Wait for the tone, then record.
    Press # button to end the recording.
  9. To delete the message entirely, press 76.
    You Should Hear- "Message deleted." 


Distribution List

A distribution list saves you time when you are sending a message to a group of addresses. In Personal Distribution Lists, you add, delete, and search for numbers. System Distribution Lists are supplied by your system administrator.

To create a personal distribution list

*You can create up to nine personal distribution lists, each containing up to 99 entries.

  1. While logged in to Voice Messaging, press 85.
    You will hear- "Call Pilot Tools. For distribution list press 5, to exit press #"
  2. Enter 5.
    You will hear- "Distribution list, Enter the distribution list number, followed by #."
  3. Enter a number from 1 to 9 to identify the list, then press #.
    You will hear- "Distribution list (number)."
  4. Press 5 to create the list.
    You will hear- "(Compose Distribution list. Enter a list of addresses separated by #. End the list with an extra # .)
  5. Enter the first address (mailbox number, name address, network user, or nonuser number), then press #.
    To delete a number or name after you enter it, press 0#.
    You will hear- "Address (number) canceled."
  6. When the list is conplete, press #.
    You will hear- "End of list."

To play, edit, or delete a personal distribution list

  1. While logged in to Voice Messaging, press 85.
    You will hear- "Call Pilot Tools. For distribution list press 5, to exit press # "
  2. Enter 5.
    You will hear- "Distribution list, Enter the distribution list number, followed by #.
  3. Enter a number from 1 to 9 to identify the list, then press #.
    You will hear- "Distribution list (number)."
  4. Press 2 to play the list.
  5. Press 5 to add numbers. Enter each number, then press #. When the list is complete, press #.
  6. Press 6 to find a number in the list. Enter the number, then press #. If the number is in the list, you can delete it by pressing 76. If the number is not in the list, you can add it by pressing 5.
  7. To delete an entire list, press 76. You can restore it by pressing 76 again immediately after deleting it.
  8. To exit, press 4.


Tagging Messages

When you create a message you can tag it to indicate that you want it handled in a special way. There are six message tagging options.

Message Tagging Options:

  1. Urgent
    Urgent messages are announced when the recipient logs in. Urgent messages to other network sites are batched to be sent at a time defined by your administrator. They are sent before standard messages.
  2. Private
    If a message is tagged private, the recipient of the message cannot forward it. Messages tagged private cannot be sent to open network sites.
  3. Standard
    Standard messages addressed to users at other network sites are batched to be sent at a time defined by your administrator.
  4. Acknowledged
    If you tag a message for acknowledgment, you receive a confirmation message when the recipient plays your message. If the recipient is an open network user, the acknowledgment only indicates that the message was delivered to the user’s mailbox.
  5. Economy
    Economy message tags are used on networked systems. Economy messages are sent to remote sites at an economical time for long-distance rates, as defined by your administrator.
  6. Timed delivery
    You can tag a message to be sent at a specific time on a specific date.

Examples of timed delivery

If your system uses a 12-hr format:

For Delivery today at 3 p.m. For Delivery today at 8:05 a.m. November 15th
Month # Month 11 #
Hour, minutes 3# Day 15#
p.m. 2 Hour, minutes 805#
a.m. 1

If your system uses a 24-hr format, see these examples.

For Delivery today at 3 p.m. For Delivery today at 8:05 a.m. November 15th
Day # Day 15 #
Month# Month 11#
Hour, minutes 15# Hour, minutes 805#

Tagging Messages

You tag a message before sending it. You can use one or more tags per message, and you can remove and change tags.

  1. After composing a message or calling and leaving a message, press 7 0.
  2. If you compose and record a message, there are six tagging options:
    • For urgent delivery, press 1.
    • For private delivery, press 4.
    • For acknowledgement delivery, press 5.
    • For timed delivery, press 6.
      Note- If you call and leave a message, only urgent and private tags are available. If you are calling from your mailbox, acknowledgement is also available.
  3. To send the message, press 79.

Message tagging shortcut

To tag the message without waiting for the prompt, enter the full number of the tag. For example, to tag a message urgent or private

  1. Press 701.(for urgent)
  2. Press 704.(for private)

To specify timed delivery

  1. Press 70.
    You Will Hear- "Message options."
  2. Press 6.
  3. Enter the month, day, hour, and minute, following each by # . For current month, day, or hour time, press 0 only.
  4. Press 1 for a.m., press 2 for p.m.
    You Will Hear- "Your message has been tagged for timed delivery (date) (time)."
  5. To send the message, press 79.
    You Will Hear- "Message sent."

To remove a tag

  1. Before sending a message, you can remove a tag. Press 70, then retag.
  2. To retag urgent to standard, press 2.
  3. To retag economy to standard, press 2.
  4. To retag private tag, press 4.
  5. To remove acknowledge tag, press 5.
  6. To remove timed delivery tag, press 6.

Last Updated 8/28/17

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