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Greetings and Auto Messages

Greetings

A greeting is not your name, but your message to the caller. This message should reflect when you will be returning calls and if or when you are available.

You should also give your caller the option of pressing 0 (emergencies or help) if your voice mailbox is set up with a 0 destination.

Because most people do not like recording their greeting, you can record up to nine greetings and activate them as needed. The best way to keep your callers informed is to record a new message each day. Keep it brief!

To record or re-record a greeting:

  1. Press 3 at the menu.
  2. Press 1 to record a greeting.
  3. Press 1 again to indicate that you are recording greeting number 1 (2 for greeting number2, etc.).
  4. Press 1 to record your greeting. To approve your greeting, press #. If you want to re-record your greeting, press 1.
  5. Press 1 to activate this greeting or # to save, but not activate.

 

Multiple Greetings

There are several different call types: internal, external, busy, don't answer, and outside of hours. Internal is a call from another extension on campus and external is a call from the outside. A busy is when you're on the telephone and don't answer is when you're away from your desk. Outside-of-Hours are incoming calls placed outside of your Prime-time hours. Your prime-time hours are set by your System Administrator, i.e. (8 AM to 5 PM).

To administer multiple greetings:

  1. Enter 3 for your greeting.
  2. Enter 4 to administer call types.
  3. Do one of the following: Press 1 to distinguish between Internal/External Calls or, Press 2 to distinguish between Busy/Don't Answer calls.
  4. Do one of the following: Press 3 to additionally distinguish Prime-time and Out-of-Hours calls or,
  5. Press 4 to approve the call types without distinguishing between Prime-time and Out-of-Hours calls.

If your choice was Internal and External Greeting, follow the instructions below:

  1. Enter 3 for your greeting.
  2. Enter 1 to create or change your greeting. Indicate the greeting you will record (1-9), Press 1.
  3. Speak your greeting.
  4. Press one of the following choices: 1 to end your greeting, 23 to hear your greeting, *D to Delete your greeting and re-record, Press # to approve your recording, press 0 (zero) to use this greeting (1 for Internal, 2 for External, 3 for Out-of-Hours), hang-up if you are finished or press **X to exit the system.

If your choice was Busy or Don't Answer Greeting, follow the instructions below:

  1. Enter 3 for your greeting.
  2. Enter 1 to create or change your greeting.
  3. Indicate the greeting you will record (1-9), Press 1.
  4. Speak your greeting.
  5. Press one of the following choices: 1 to end your greeting, 23 to hear your greeting and re-record,
  6. Press # to approve your recording.
  7. Press 0 (zero) to use this greeting, (1 for Busy, 2 for Don't Answer, 3 for Out-of-Hours).

 

Activate a Greeting

  1. Press 3 at the menu.
  2. Select the greeting you want to activate (1,2,3, etc.)
  3. Administer call type or press 0 to activate for all calls.

 

Listen to Your Greeting

  1. Press 3 at the menu.
  2. Press 0 to listen to your greeting.
  3. Press the number of the greeting you want to listen to: Press 2 to review the status of the greeting (active or not active), Press 0 to replay the greeting,
  4. Press *D to delete the greeting, Press # to approve the greeting, Press 1 to re-record the greeting.

 

Scan All Greetings

  1. Press 3 at the menu.
  2. Press 2 to scan your greetings. You will hear the individual greeting number, the greeting, and the status of that greeting. You can Press *# to return to the menu, Press 0 to listen to a greeting again,
  3. Press 1 to re-record a greeting, Press 2 to backup to the previous greeting, Press # to skip a greeting,
  4. Press *D to delete a greeting.