Note: This information pertains only to employees who have submitted a Voice Mail request form to the campus telephone office, received set-up instructions with a temporary password and have activated their voice mailbox. If you have not requested a voice mailbox and received and followed set-up instructions from the telephone office, you will not be able to activate a mailbox on your campus extension.
Requests for voice mailboxes must be submitted on a Voice Mail request form via the Phone Office web page. Once the form is received and processed by our department, activation instructions will be e-mailed to the person who submitted the request. Please contact the Phone Office at 18297 if you have any questions.
How to forward an extension to voice mail.
How do I set my extension forward-all to voice mail so that my phone
does not ring?
If you have a D-term telephone or an analog telephone (the phone
does not have a display window), from your phone, lift the handset
to hear dial tone. Press the "*" key followed by "1". You will hear
what sounds similar to a "busy" tone. YOU ARE SUPPOSED TO HEAR THIS
TONE. As soon as you hear this tone, dial 18555, you will then hear
a steady tone. Hang-up when you hear the steady tone. Your phone is
now set forward-all to voice mail. When a caller dials your number,
your phone will not ring and voice mail will pick-up immediately.
Remember to cancel this setting by obtaining dial tone, then
pressing "*2" and hanging up. You will be unable to make outgoing
calls until you unforward your phone. If your telephone has a
FWD-ALL button, your may activate the forward-all feature by getting
a dial tone, pressing the FWD-ALL button and then dialing 18555 and
then hanging up. The light on the FWD-ALL button will light up red
when this feature is activated. To cancel this feature, you may get
a dial tone, press the FWD-ALL button and then hang-up. The light on
the button will go out when the feature is no longer active.
If you have a CISCO IP phone, press the button below the CFwdALL icon displayed at the bottom of your display screen. Without lifting the handset, dial 18555 to forward to voice mail. The message "Forwarded to 18555" will appear at the bottom of your display screen. You may still make outgoing calls while your phone is forwarded to voice mail. To cancel CFwdALL, press the CFwdALL button. You will hear a short beef and the "Forwarded to 18555" message will be removed from your display screen.
How do I set voice mail to pick-up when my line is busy?
IF YOUR EXTENSION ROLLS OVER TO ANOTHER EXTENSION WHEN YOUR LINE IS BUSY, DO NOT SET YOUR PHONE "FORWARD BUSY" to voice mail as this will override the roll over setting. If your phone is not in a roll-over group and you have either a D-term or analog phone, you may set your extension forward-busy to voice mail by lifting the handset to obtain a dial tone, then pressing the "*" key and then 6 followed by 18555 as soon as you hear a busy tone. When you are on the phone and another call comes in, the caller will be routed to your voice mailbox. To cancel this feature obtain dial tone, and then press "*7". If your telephone has a FWD-BUSY button, you may activate the forward-busy feature by getting a dial tone, pressing the FWD-BUSY button followed by 6 and then 18555 as soon as you hear the busy tone. The light on the FWD-BUSY button will be lit red when the feature is active. To cancel this feature, you may get a dial tone and then press the FWD-BUSY button, and then hang-up. The light will go out when the feature is no longer active.
If you have a CISCO IP phone, the forward-busy to voice mail feature is programmed into your phone before it is delivered to you, the feature is not controlled at your telephone. If this feature has not been activated on your phone, please go to the Phone Office web page at www.cuc.claremont.edu/phone and submit a Work Order request to have this feature activated.
How to change your mailbox greeting and skip greetings.
How do I change my personal greeting?
Access your voice mailbox as you normally would. After entering your password, press "4" for personal options, followed by "1" for greetings and transfer, and then "1" again to change your greeting. The system will respond by telling you which greeting is active, playing your greeting for you, and then prompting you to rerecord your greeting. You may want to refer to the flow-chart you received when your mailbox was established. If you no longer have a flow chart, you may access one from the Phone Office web page or request one by calling 18297 or e-mail firstname.lastname@example.org.
How do I activate an alternate greeting?
When you will be away from your office for an extended period of time, you may want to activate an alternate greeting. This greeting does not erase your original greeting. Set-up an alternate greeting by entering your voice mailbox and then selecting "4" for personal options, "1" for greetings and transfer, and then "1" again to change your greeting. The system will respond by telling you which greeting is current and then playing that greeting. At the conclusion of hearing your current greeting, the system will prompt to either rerecord the current greeting or select an alternate greeting. Follow the prompts to select an alternate greeting and after recording the alternate greeting, make the alternate greeting your current greeting. When the alternate greeting is no longer needed, go back into your voice mailbox and select "4" for personal options, "1" for greetings and transfer, and then "1" again to change your greeting. The system will tell you that your alternate greeting is current, will play the greeting for you and then will ask you if you want to rerecord or if you want to turn it off. Follow the prompt to turn off your alternate greeting and return to your standard greeting.
How can I skip greeting when I reach someone's voice mailbox?
As soon as the greeting begins, press the "#" key to skip the greeting and go directly to the "beep" prompt to leave your message.
How to retrieve messages from on or off campus.
What to do when you think your mailbox is "broken."
What to do when your voice mailbox is *full*
How do I avoid hearing the “your mailbox is full”
When you delete a voice mail message, it is routed to a deleted
folder in the event that it needs to be retrieved. When the deleted
folder becomes full, you will hear the system prompt that your
mailbox is full. When you hear this prompt, follow the steps below
to delete your deleted messages.
- Access your mailbox and then select 3 to review old
- Select 2 for deleted messages.
- Select 1 to permanently erase all deleted messages.
- Do not hang-up until the system tells you that all deleted
messages have been deleted. If you hang-up before hearing that
prompt, no messages will be deleted.
A permanently deleted message cannot be retrieved. To avoid hearing
the “your mailbox is full” system prompt, you may want
to delete your deleted messages at least every other month. If any
questions, please call 18297 or
e-mail the phone office.
Cisco has made some
web based tutorials for their phones that you may want to use.
See a diagram of the voice mail system.