Accessing Your Voicemail/Mailbox Telephone Article

Employees with voicemail as a feature on their office phones will have a mailbox. The mailbox is where users can check voicemail, change the security code, record greetings, and record the name associated with the mailbox.

To log into the mailbox while on campus, dial 334-844-1000. Once you hear the mailbox attendant, you can enter the security code. If there are any new voicemails, these will start to play immediately. 

To log into the mailbox while off-campus, dial 334-844-1000 and enter the mailbox number (the full telephone number) as 334-844-XXXX, followed by the security code.

Playing Your Voicemail Messages

Via telephone access:

1. Log into your mailbox. Any new messages will be retrieved. 
2. Press 2 to play the current message.
3. Press 6 to go to the next message or press 4 to go to the previous message.
4. To disconnect, press 8 > 3, or hang up.
5. While playing a message:
   
   • To skip back five seconds, press 1; to skip forward five seconds, press 3.
   • To play the message slower, press 2 > 1; to play the message faster, press 2 > 3.
   • To play the message softer, press 2 > 4; to play the message louder, press 2 > 6.
   • To pause, press #; to continue, press 2.

Via email access:

Voicemails are sent to an email Inbox that is associated with the mailbox. You can play these messages by opening the email and playing the file in the attachment.

Changing Your Voicemail Password

1. Log into the mailbox.
2. Press 8 > 0 > 1 > 4.
3. Enter a new security code and press #.
4. Enter the new security code again, then press #.

Recording a Voicemail Greeting

1. Log into the mailbox.
2. Press 8 > 0 > 1 > 3.
3. To record your standard voicemail greeting, press 2.  If you already have a current message recorded, you can press 4 to discard it.  To record a new message, press 2.
4. To record an out-of-office greeting, press 3.
5. Press 5 to record. Wait for the tone, then record your greeting or name.
6. Press # to end your recording.
   * To review your recording, press 2.
   * To delete a greeting, press 7 > 6.
7. Press 4 to return to your messages.

Recording your Name

1. While logged into your mailbox, press 8 > 0 > 1 > 5.
2. Your current recording will play.
3. Listen to the prompts to record a new name.
4. Press 5 to record. Wait for the tone, then record your greeting or name.
5. Press # to end your recording.
   * To review your recording, press 2.
   * To delete a greeting, press 7 > 6.
6. Press 4 to return to your messages.

Composing Voicemail Message

A voicemail message can be sent from a user’s mailbox to another user.  It is a voice message as opposed to an email message.

1. Dial 4-1000 and log into your mailbox.
2. While logged into your mailbox, press 7 > 5.
3. Enter the first address, then press #. You can enter more addresses followed by #. (To cancel an address, press 0 #).
4. When you have finished, press # again.
5. Press 5. At the tone, record your message, then press #.
   
   0. To play the message, press 2.
   1. To add options and attachments, press 7 > 0, Urgent 1, Private 4, Acknowledge 5, Timed Delivery 6, and Add Attachment 7.
6. Press 7 > 9 to send the message.

Responding to Voicemail Messages

Via telephone access:

Before, during, or after playing a message:

Contact Sender

• To contact the sender, press 9. Speak to the person or leave a message, then hang up.

Reply

• To reply to a message, press 7 > 1, record a reply, then press 7 9 to send it.

Reply All

• To reply to the sender and all message recipients, press 7 > 4, record a reply, then press 7 9 to send it.

Forward

• To forward a message, press 7 > 3. Address the message, then press 7> 9 to send it. You can record an introduction before sending the message.
• To play the message envelope, press 7 > 2.

Via email access:

Voicemails are sent to the email inbox associated with the mailbox.

Reply

• Do not reply to a message using the Reply capability in Outlook.
• To reply to a message using a voice reply, please follow the instructions above for replying via telephone access.

Forward

• To forward a message using a text (email) reply, click on the Forward button.
• A new window will open.
• Enter an email address in the “To” field or click on the “To” button to search for email addresses using the Global Address book.
• Click OK.
• Repeat the above procedure for entering email addresses in the CC or BCC fields.
• Click on the Text Message button and enter your text reply message in the Text box below.
• Click the Send button on the toolbar.

Deleting and Restoring Voicemail Messages

Via telephone access:

Delete: Before, during, or after playing a message, press 7 > 6.
Restore: To restore a deleted message, including a message that has been auto deleted by the system, return to the message and press 7 > 6.

Via email access:

Delete: You may delete voice mail messages in the same way you delete email messages. A message deleted through Outlook also removes it from the voice system.

Automatically Forward Voicemail Emails

Use the following steps to set up a rule to automatically forward all voicemail emails.

1. Right-click a voicemail email from the list of messages inside Microsoft Outlook.
2. Select Rules, then select Create Rule.
3. In the Step 1 conditions area, check from AU Voicemail
4. Press the Next > button.
5. In Step 1: Select the action(s) area, check forward it to people or public group.
6. In Step 2: Edit the rule description area, click the people or public group link.
7. When the address book window opens, select the recipients, and press the OK button.
8. Press the Next button twice.
9. On the last screen, check Turn on this rule and press the Finish button.

Using Express Voice Messaging

Express Messaging allows users to directly place a message in another user's mailbox without first ringing the destination phone.

1. Lift Handset - Enter the Express message number 334-844-1205.
2. Enter the 4-mailbox number and the # key.
3. Leave your message after the tone.
4. Press # to stop Recording, 2 to play it, 76 to delete it, then 5 to record. Then press 83 and hang up).