Octel Voice Mail How-to

The Octel voice mail system is available 24 hours a day, 7 days a week, from any touch-tone phone in the world. Once you're familiar with the system prompts, you may override them by pressing a keypad command. Be sure to always exit the voice mail system by pressing 99. To activate your voice mail, you must first set up Call Forwarding.

• Set up a new mailbox
• Retrieve messages
• Access the mailbox
• Listen to new messages
• Change the greeting
• Change the mailbox name
• Change the security code
• Program offsite message notification
• Record alternate greeting
• Keypad commands
• Quick message

Set up a new mailbox

To set up a new mailbox, follow the steps below. Listen carefully to the system prompts.

1. Call your voice mail access number (684-4000 or 684-4800).
2. Press # (pound).
3. Enter your mailbox number (or press # if you're calling from the line with voice mail).
4. Enter 123456 (the system default security code).
5. Enter a new security code using 0-9, then press #. Your code must be six to 10 digits long.)
6. Enter the new security code again, then press #.
7. Follow the prompts to record a mailbox name (for example, your name and department).
8. Follow the prompts to record a personal greeting (for example, "Hello, this is Jane Smith ...").
9. At the "Ready" prompt, press 99 to exit.

In order for voice mail to answer your calls, you must activate call forwarding.

Retrieve messages

To manage the voice mail system's memory capacity, new messages (those you've not heard) will be erased from the system 20 days from the date they are received. If you save messages, they are erased from the system 10 days from the date you saved them. Delete any unnecessary messages on a regular basis.

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).

4. Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Listen to new messages

1. At the "Ready" prompt, press 5 to listen. While listening, you may:

• Back up – press 2
• Back up to the beginning – press 22
• Go forward – press 4
• Obtain time and date of the message – press 8

2. After listening to the message, do one of the following:

• Erase message – press 3
• Save message – press 7
  
  NOTE: When you listen to a message in its entirety, you must press 7 to save the message or the system will erase it when you exit the voice mail system.

3. To listen to additional messages, press 5.
4. Press 99.

Change the greeting

You may change your greeting as often as you like. OIT recommends you change your greeting when you are away from work (for example, on vacation). If you need the ability to store alternate greetings, contact the OIT Telecom Help Desk at 684-2200.

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).
• Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Record a new greeting

1. At the "Ready" prompt, press 4 (for greeting).
2. Optional: Press 5 to listen to your current greeting.
3. Press 6 (for new greeting). Listen carefully to the system prompts.
   NOTE: While recording, you may press 22 to back up to the beginning.
4. To stop recording, press # (pound).
5. Optional: To listen to your new greeting, at the "Ready" prompt, press 45.
6. Press 99 to exit.

Change the mailbox name

Your mailbox name announces the user of the mailbox (for example, "Jane Smith, Pediatrics."). When leaving messages, Octel users hear your mailbox name before they hear your message. The mailbox name also plays when someone sends you a quick message.

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).

4. Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Change the mailbox name

1. At the "Ready" prompt, press 16 (to access custom options).
2. Press 8. Listen carefully to the system prompts.
3. To stop recording, press # (pound).
4. Press 99.

Change the security code

When the individual using a voice mailbox leaves the department or is no longer using a mailbox, OIT recommends you change the security code. If you do not know the current security code, contact the OIT Telecom Help Desk at 684-2200 to reset it to the default (123456).

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).

4. Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Change the security code

1. At the "Ready" prompt, press 16 (to access custom options).
2. Press 2 (for security code). Listen carefully to the system prompts.
3. To save the new security code, press # (pound).
4. Press 99 to exit.

Program offsite message notification

With offsite message notification, you will be notified (via pager or telephone) when you have a new voice mail message. This feature works with local numbers only, including Duke (970-xxxx) digital pagers and non-Duke pagers. Follow the instructions below to activate offsite message notification.

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).

4. Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Program additional message notification

1. At the "Ready" prompt, press 16 (for custom options).
2. Press 3. The prompt "Enter a new offsite or pager number, then press pound" will be played.
3. Do one of the following:

• To be notified by digital Duke pager (970-xxxx):
• 1. Enter the last 4 digits of your Duke pager ID.
  2. Press * (star).
  3. Enter your voice mail access number (684-4000 or 684-4800). This number will display on your pager when you receive new voice mail messages.
  4. Press # (pound).
• To be notified by non-Duke pager:
• 1. Enter your seven-digit pager number.
  2. Press * *.
  3. Enter your voice mail access number (684-4000 or 684-4800). This number will display on your pager when you receive new voice mail messages.
  4. Press # (pound).
• To be notified by telephone:
• 1. Enter a local seven-digit telephone number. When you have new voice mail messages, this number will ring. When the call is answered, the system will announce that you have new messages and prompt for the mailbox security code.
  2. Press # (pound).

4. Press 99 to exit.

Record alternate greeting

Contact OIT t 684-2200 if you're interested in using alternate greetings. Using alternate greetings allows you to record mutliple greetings for future use (for example, on holidays, during inclement weather, or after office hours). Alternate greetings are stored in your mailbox as saved messages. When you activate an alternate greeting, it will be swapped with the current greeting, which will become a saved message. Mailboxes with the alternate greeting feature are not automatically purged of messages. In order to conserve memory in the voice mail system, delete any unnecessary messages on a regular basis.

Access the mailbox

1. Call the voice mail system (684-4000 or 684-4800).
2. At the prompt, press # (pound).
3. Do one of the following:

• Press # (if calling from the line whose mailbox you're accessing).
• Enter your mailbox number (typically your phone number).

4. Enter your security code. A prompt will announce the number of new and saved messages you have, then say "Ready."

Record an alternate greeting

1. At the #34;Ready" prompt, dial 114.
   
2. At the tone, record your alternate greeting.
3. To stop recording, press #.
   

To record additional greetings, repeat the steps above.

Activate an alternate greeting

1. At the "Ready" prompt, press 192.
2. Press 5 until you hear the desired greeting.
3. While listening to the desired message, press 115. This message will now be the active greeting, and the old greeting will be stored as a saved message.
4. Press 99 to exit.

Keypad commands

The table below lists the various commands available in the Octel voice mail system. Note that the command digit(s) often correspond to a letter on the touch-tone telephone keypad (indicated in bold).

Quick message

To leave someone a voice mail message, it is not necessary to call their telephone number and wait to hear their greeting. To leave a quick message:

1. Call the voice mail system (684-4000 or 684-4800).
2. Press * (star).
3. Enter the desired mailbox number (usually the phone number). Listen for the mailbox name.
4. Record your message.
5. Hang up