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Voice Mail Instructions

 


Initial Mailbox Setup

  • Press the “voice mail” button on your phone.
  • The system will prompt you to put in a temporary passcode, which is 1234.
  • The system will then take you through a tutorial that guides you through setting a private passcode, recording your mailbox name and recording your greeting.
  • Once you have completed the tutorial and have heard the statement, “Congratulations, you have now been set up on the new system,” your mailbox setup is complete (and you can hang up).

Log-on Procedures (from your desk)

  • Press the “voice mail” button.
  • When the system answers, enter your passcode, then hit #.

Log-on Procedures (when away from the District)

  • Dial the voice mail system at 972-860-7444.
  • When the system answers, enter * plus your four-digit phone number, followed by #.
  • Enter your passcode.

Zero Out Option

This feature allows a caller, when hearing your voice mail greeting, to press zero and be routed to a predesignated person who will answer the call. An example of how your greeting might sound is, “You have reached the mailbox of John Doe. Leave your name and number and I will return your call. If you need to speak to someone immediately, please press zero now."

You must contact your telephone coordinator to request that this feature be activated on your mailbox.


Pager Notification for Urgent Messages

This feature lets mailbox users set up their mailbox to send a call to their pager when a message is urgent. An example of how your greeting might sound is, “You have reached the mailbox of John Doe. Leave your name and number and I will return your call. If this is an emergency, leave your message and then hit the # and 2 keys." When the caller hits # and 2, this marks the message as urgent, and the system will send a page to the user’s pager.

If you wish to initialize this feature:

  • Log into your mailbox.
  • Press the 4 key (for setup options), then 2 (for message settings), then 1 (for change message notification).
  • The system will prompt you through setting up the pager notification function.

Distribution Lists (or Private Lists)

This feature gives the user the ability to set up individual, private lists, which lets you record one message and send it to all users on the list simultaneously. Each mailbox can have up to 20 private lists.

To set up distribution lists:

  • Log into your mailbox.
  • Press the 4 key (for setup options), then 2 (for message settings), then 4 (for private lists).
  • The system will prompt you through setting up your lists.

To clear out old, deleted messages (from your desk):

This feature lets a user clear old, saved messages. Each mailbox will hold approximately 45 messages, which includes new, saved and deleted messages. This feature will only clear out your old, deleted messages in your deleted message folder, not new or saved messages. This needs to be done periodically when you log into your mailbox and are told that your mailbox is full and you have no new messages.

To clear out old, deleted messages:

  • Press the “voice mail” button.
  • When the system answers, enter your passcode.
  • To review old messages, press 3.
  • To delete all messages in your deleted item folder, press 2.
  • Your deleted messages will be permanently deleted when you press 1.
  • To cancel, press 2.