The Catholic University of America

Voice Mail at CUA

Managing Your VOICE MAIL Account

Most CallXpress voice mail subscribers complete a quick setup tutorial the first time they log on to their mailboxes. After your mailbox has been setup, you may want to manage your account by performing any of these tasks.

The following sections discuss these tasks in more detail.

Your Security Code and Mailbox Name

Changing your Security Code (1 6, 1, 4)

When your account is first created, it is assigned a default security code. To prevent other people from gaining access to your account, be sure to change your security code as soon as possible.

To change your security code:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To change your security code, press 4.
  5. When prompted, press the digits in sequence, followed by the # key.

    Note:The code must be between 5 and 15 digits. Do not use obvious codes such as repeating one digit five times.

  6. To confirm your new security code, enter it again, followed by the # key. You have successfully changed your security code.

Recording Your Name (1 6, 1, 5)

Your mailbox has an audio name associated with it. This should be your first and last name only; do not include your department or position title. You can add additional information about yourself in your greetings.

To record your name:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To record your name, press 5.
  5. To begin recording, press 2 and say your name (first and last). Then press 2 to stop recording.
  6. Optionally, do the following:
    If you want to ... Press ...
    Review your name 6
    Delete your name and start over 4
    Cancel and exit without saving or recording *
  7. To save the recording, press 5.

Your Recorded Greetings

CallXpress offers you three different greetings: Busy, Standard and Out-of-Office.

If calls go to voice mail because you are on your line, callers will hear your Busy greeting.

If calls go to voice mail because you didn?t answer the phone, callers will usually hear your Standard greeting.

If you are away from the office for an extended period of time, say for vacation, holiday, training, sickness, attending a conference, etc., you may record and activate an Out-of-Office greeting for callers to hear in place of your Standard greeting. You may switch between your Standard and Out-of-Office greetings as needed. This feature allows you to keep a permanent Standard greeting that you can override when needed with an Out-of-Office greeting.

Recording Your Standard Greeting (1 6, 1, 3, 2)

Your standard greeting is the message callers hear when they are directed to leave you a voice message.

Note You may want to write your greeting down on paper before recording it. The following is an example of a typical standard greeting:

"You've reached the voice mailbox for {your name}. I am not available to take your call. Please leave your name, number, and a message after the tone. I will return your call as soon as possible. Thank you for calling."

To record your standard greeting:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To record a personal greeting, press 3.
  5. To record a standard greeting, press 2.
  6. To begin recording, press 2 and speak your greeting. Then press 2 to stop recording.
  7. Optionally, do the following:
    If you want to ... Press ...
    Review your greeting 6
    Delete your greeting and start over 4
    Cancel and exit without saving *
  8. To save the recording, press 5.

Recording Your Busy Greeting (1 6, 1, 3, 1)

Your busy greeting is the message callers hear when you are on the telephone.

Note You may want to write your greeting down on paper before recording it. The following is an example of a typical personal greeting:

"You've reached the voice mailbox for {your name}. I am on the phone right now. Please leave your name, number, and a message after the tone. I will return your call as soon as possible. Thank you for calling."

To record your busy greeting:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To record a personal greeting, press 3.
  5. To record a busy greeting, press 1.
  6. To begin recording, press 2 and speak your greeting. Then press 2 to stop recording.
  7. Optionally, do the following:
    If you want to ... Press ...
    Review your greeting 6
    Delete your greeting and start over 4
    Cancel and exit without saving or recording *
  8. To save the recording, press 5.

Recording and Using Your Out-of-Office Greeting (1 6, 1, 3, 3)

When you are away from your account for an extended period of time, you can let people know by recording and activating an out-of-office greeting. CallXpress plays this recording to your callers instead of your standard greeting, until you turn it off again.

The following is an example of a typical out-of-office greeting:

"You've reached {your name}. I am currently away from the office and will not be back until {date}. Please leave me a message and I will return your call as soon as I get back to the office. If you need more immediate assistance, please press * nnnn to reach {person's name}. Thank you for calling."

To record your out-of-office greeting:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To record a personal greeting, press 3.
  5. To record an out-of-office greeting, press 3.
  6. To begin recording, press 2 and speak your greeting. Then press 2 to stop recording.
  7. Optionally, do the following:
    If you want to ... Press ...
    Review your greeting 6
    Delete your greeting and start over 4
    Cancel and exit without saving or recording *
  8. To save and activate the greeting, press 5.

Note: CallXpress reminds you that your out-of-office greeting is active each time you log on to your mailbox.

Using the Rapid Recording Commands

If you need to update your standard greeting, your busy greeting, or your out-of-office greeting quickly, use the rapid recording commands in the User Options menu.

To use the rapid recording commands:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. Press the key for the kind of greeting you want to record.
    If you want to record ... Then press ...
    Your standard greeting 4
    Your busy greeting 5
    Your out-of-office greeting 6
  4. Record your greeting at the tone and press any key to stop recording.
  5. To save and activate the greeting, press #. Otherwise, press * to quit.

Note Recording an out-of-office greeting activates it automatically. CallXpress reminds you that your out-of-office greeting is active each time you log on to your mailbox.

Reviewing Your Current Greetings (1 6, 1, 3)

After you have personalized your account, you may want to check your personal and out-of-office greetings from time to time. Reviewing your greetings also tells you whether or not the out-of-office greeting is currently active.

Note CallXpress also reminds you that your out-of-office greeting is active each time you log on to your mailbox.

To review your current greetings:

  1. Log on.
  2. For PhoneManager, press 1 6.
  3. For Personal Options, press 1.
  4. To access the option to review personal greetings, press 3.
  5. Do one of the following:
    If you want to review ... Press ...
    Your busy greeting 1
    Your personal greeting 2
    Your out-of-office greeting 3
  6. To exit without changing the greeting, press *.

Some material on this page © 2004-2005 Applied Voice & Speech Technologies, Inc. Used with permission.