Voice Mail User's Guide

General Notes :

1. The number of a voice mailbox consists of 4 digits and is same as the number of the user's telephone extension.
   
   

2. For first-time access or access after deletion of the security code, please use "0000" as your security code and then press "#".
   
   

3. For deletion of any security code due to its being forgotten or unknown, please notify FMO in writing or via e-mail to "fminfo".
   
   

4. Notification of voice messages is by means of short soft ringing of your telephone at intervals of 15 min. until they are retrieved. For users in the Li Ka Shing Tower, the notification of voice messages is by means of operation of an indicator light of the telephone set.
   (Note : you have to wait for another 15 min. if you are using the telephone at the time the first notification is given.)
   
   

5. Voice mail facility is only provided to eligible staff who has made the request.
   
   

1. When you are on campus and are using PolyU's telephone
   
   
   1. Dial the extension number 7888.
      
      
   2. Enter your security code. (Note : please see General Notes (2) above)
      
      or
      
      
2. When you are outside PolyU or are not using PolyU's telephone
   
   
   1. Dial the telephone number 27667888.
      
      
   2. Enter your voice mailbox number. (Note : please see General Note (1))
      
      
   3. Enter your security code. (Note : please see General Note (2))
      
      

1. Access your voice mailbox as described above.
   
   
2. Press "3" to access PhoneManager function.
   
   
3. Press "1" to move to the Personal Options menu in PhoneManager function.
   
   
4. Press "4" to change your security code.
   
   

5. When prompted, enter a numeric security code followed by pressing "#".
   (Note : Your security code can be any length from a minimum of 4 digits up to a maximum of 15 digits.)
   
   

6. Confirm the new security code by entering it again followed by pressing "#". The VMS will tell you that your security code has been changed.

1. After changing your security code, press "5" at the Personal Options menu to record your name (first and last).
   (Note :When recording your name, there is no need to include an introduction such as "Hello, this is ......" because the VMS already provides an introduction.)
   
   

2. Press "2" to begin recording, then speak your name. Press "2" again to stop recording.
   
   
3. After recording your name, you can : -
   
   
   • Press "6" to review your name.
   
   
   
   • Press "4" to delete your name and start over.
   
   
   
4. When you are satisfied with the recording, press "5" to save it.

1. Once you have recorded your name, press "3" at the Personal Options menu to record a personal greeting.
   
   
2. Press "2" to record your personal greeting.
   
   
3. Press "2" to begin recording, then speak the greeting you want your callers to hear. Press "2" again to stop recording.
   
   
4. After recording your personal greeting, you can : -
   
   
   • Press "6" to review your greeting.
   
   
   
   • Press "4" to delete your greeting and start over.
   
   
   
5. When you are satisfied with the recording, press "5" to save it.
   
   
6. Press "*" to leave PhoneManager function.

1. Each time you access your voice mailbox, the VMS tells you how many new and saved voice messages you have. You have the following options to choose from : -
   
   
   1. Press "1" to listen to new voice messages.
      
      
   2. Press "5" to listen to saved voice messages.
      
      
   3. Press "6" to access selected voice messages.
      
      
      • Press "1" to listen.
      
      
      
      • Press "2" to forward the voice message to one or more voice mailboxes.
      
      
      
      • Press "4" to delete.
      
      
      
      • Press "5" to save.
      
      
      
   4. Press "7" to retrieve deleted voice message.
      (Note : you can retrieve any deleted voice messages before exiting your voice mailbox. Once you exit, however, the VMS deletes these messages.)
   
   
   
2. When you are listening to voice messages, the following features are available for use : -
   
   

   Pause/Continue

   1. Press "1" to pause. While paused you can : -
      
      
      • Increase the playback speed by pressing "4" or decrease the playback speed by pressing "7", one or more times.
      
      
      
      • Increase the playback volume by pressing "6", or decrease the playback volume by pressing "9", one or more times.
      
      
      
      • Set a bookmark by pressing "5".
      
      (Note : Only one bookmark is allowed for one voice message.)
      
      
      • Resume listening from bookmark by pressing "8" from any point in the voice message.
      
      
      
      • Continue listening by pressing "1".
      
      
      
      
      Forward
      
      
   2. Press "2" and follow the voice prompts to forward the voice message to one or more voice mailboxes.
      
      Back Up 5 Seconds
      
      
   3. Press "3" to repeat a previous portion of the voice message that lasts about 5 seconds.
      
      Delete/Recover
      
      
   4. Press "4" to delete this voice message.
      (Note : you can retrieve any deleted voice messages before exiting your voice mailbox. Once you exit, however, the VMS deletes these messages.)
      
      Save
      
      
   5. Press "5" to save the voice message for future reference.
      
      Review
      
      
   6. Press "6" to listen to the message again from the beginning.
      
      Skip
      
      
   7. Press "7" to skip to the next voice message without taking any action on the current voice message.
      
      Reply
      
      
   8. Press "8" and follow the voice prompts to reply to the sender in different circumstances.
      
      Advance 5 Seconds
      
      
   9. Press "9" to advance through the voice message in 5-second increments.
      
      Info/Group Selection Options
      
      
   10. Press "0" to : -
       
       
       • Get the sender's name and delivery information by pressing "0" again.
       
       
       
       • Select the current message for group processing by pressing "1", or all messages by pressing "7".
       
       
       
       • Cancel selection of the current message by pressing "2".
       
       
       
       • Cancel selection of all messages by pressing "8".
       
       Help
       
       
   11. Press "#" at any time to review all of the menu options.
       
       Cancel/Exit
       
       
   12. Press "*" once to cancel this function. Press it several times to exit the VMS.
       
       

1. The VMS provides a number of features that allow you to customise the way your voice mailbox works. You need first to move to PhoneManager function by pressing "3" after accessing your voice mailbox. You can then :
   
   
   1. Press "1" to move to the Personal Options menu.
      
      or
      
      
   2. Press "2" to move to the Messaging Options menu.
   
   
2. When you have moved to the Personal Options menu, the following features are available for use : -

   Change Message Notification

   1. Press "1" to change message notification. The VMS tells you if this feature is on or off. You can change the status of this feature or edit its setup by pressing "3". The VMS steps you through the process of identifying the messages you want to be notified of and when, then allows you to update your personal call list. A personal call list can contain up to nine phone and page numbers at which to be notified. The VMS will call each of the numbers in the list in the order entered. When modifying an entry in the list, you will need to specify its list entry number, from 1 to 9.
      
      Change Daily Message Reminder
      
      

   2. Press "2" to change daily message reminder. The VMS tells you if this feature is on or off. When you turn it on, you will need to specify the time and phone number at which to notify you.
      
      Record Personal Greeting
      
      

   3. Press "3" to record your personal greetings.
      
      Change your Security Code
      
      
   4. Press "4" to change your security code. Enter a new security code, then press the "#" key.
      
      Record your Name
      
      
   5. Press "5" to record your name.
      (Note : if a name is currently recorded, the VMS plays it for you, then gives you a chance to change it.)
   
   
   
3. When you have moved to the Messaging Option menu, the following features are available for use : -

   Change Voice Message Forwarding

   1. Press "4" to change voice message forwarding. The VMS tells you if this feature is on or off. You can change the status of this feature or edit its setup by pressing "3". The VMS asks you for the voice mailbox to which you want voice messages forwarded, then steps you through the process of identifying the voice messages you want forwarded and when.
      
      Change Voice Message Presentation Order
      
      

   2. Press "5" to change voice message presentation order. The VMS can present voice messages in the order received (first-in first-out) or present newer voice messages first (last-in first-out). Please just follow the voice prompts.
      
      Change Voice Message Envelope Settings
      
      

   3. Press "6" to change voice message envelope settings. Envelope information tells you when a voice message was sent, indicating time and, depending on when the voice message was sent, day or date. You can set the VMS to provide envelope information automatically when playing each voice message. There are options that allow you to receive envelope information before or after listening to a voice message, or only upon request (by pressing "0" then "0" while listening to the voice message).
      
      

1. With a few simple steps, there are a number of features that allow you to quickly record and send a message to one or more voice mailboxes. You need first to move to recording and sending menu by pressing "2" after accessing your voice mailbox. You can then : -
   

   Pause/Continue

   1. Press "2" to pause while recording a message. Press "2" again to resume recording.
      
      Back Up 5 Seconds
      
      
   2. Press "3" while reviewing your message to back up through the message in 5-second increments.
      
      Delete
      
      
   3. Press "4" to delete the voice message you are recording and start over.
      
      Send
      
      
   4. Press "5" when are satisfied with your voice message. Please just follow the voice prompts if you are sending the message to more than one voice mailboxes.
      
      Review
      
      
   5. Press "6" to listen to your voice message before sending it.
      
      Advance 5 Seconds
      
      
   6. Press "9" when reviewing your voice message to advance in 5-second increments.
      
      Access Message Routing Options
      
      
   7. Press "0" to access the following message routing options : -
      
      
      1. Press "1" to specify future delivery of the message.
         
         
      2. Press "2" to set urgent status.
         
         
      3. Press "3" to restrict message forwarding.
         
         
      4. Press "5" to request return receipt notification.
         
         
      5. Press "8" to leave a callback number where you can be reached.
      
      
      Help
      
      
   8. Press "#" at any time to review all of the menu options.
      
      Cancel/Exit
      
      
   9. Press "*" once to cancel this function. Press it several times to exit the VMS.

Voice Mail System Operation Flow Chart