VoiceWorks
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User’s guide
C-2 • Frequently used group mailbox procedures
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3.
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The system will ask for the mailbox’s password. Enter it, followed by the # key.
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4.
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You’ll hear any previously recorded group messages that have not yet been deleted by all
members of the group. Delete by pressing 7.
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5.
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Exit by dialing the * key.
Editing the group members list
Group mailboxes may have members added or deleted from the list. Keep the member list in
mind when your company hires new employees, and when employees leave the company. The
broadcast mailbox does not allow the member list to be modified; it includes all mailboxes in
which a personal greeting is recorded.
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1.
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Dial the voice mail system’s extension number.
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When the system answers, you’ll hear the
main greeting of the automated attendant.
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2.
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Identify yourself to the system:
• Press the * key.
• Enter the mailbox’s number.
• Press the # key.
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3.
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The system will ask for the mailbox’s password. Enter it, followed by the # key.
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4.
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The mailbox will then announce the number of new and old messages and begin the playback.
At any time, you may press 5 to enter programming mode.
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5.
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Select option 3,
Edit the list of group members.
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6.
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Then select to add a mailbox, delete a mailbox or hear the entire member list.
Changing a group mailbox’s personal greeting
Each group mailbox can store up to three different personal greetings simultaneously, in your
own voice. Each greeting can give your callers the status of the group’s availability. Selecting a
greeting from among the three minimizes the need to re-record the greeting when your
availability changes.
Sample greetings
Greeting 1:
Hi, this is the Sales Department at [company]. We’re all on the phone right now,
so please either dial zero to reach an operator, or leave us your name,
telephone number and a detailed message at the tone and we’ll get back to you
as soon as we can. Thanks!
Greeting 2:
Hi, this is the Sales Department at [company]. We’re all on the phone right now.
To reach Customer Service, dial 110. Or you can leave us a message at the
tone — we check the box regularly — or dial 2 now to leave us an urgent
message. Thanks!
Greeting 3:
Hi, this is the Sales Department at [company]. You've reached our offices after
normal business hours, so please leave us your name, telephone number and a
detailed message at the tone, and we’ll respond to it the next business day.
Note: It’s easy to change VoiceWorks
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personal greetings, as you’ll see, so a greeting such
as the third example could be readily adapted as a message for use on weekends and
during company holidays.
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You may have to call the system administrator to obtain this number.
