Please note that there are two similar FAQ items covering this topic. This one is for the SVMi-E series voicemail system, the other is for the older SVMi series (no E). If you are unsure if which version you have, and if these steps do not seem to work properly, you may have the other version. Refer to that FAQ item instead in that case. 

As long as the user knows the security code to access a mailbox, the user can complete all of the necessary steps to set up their mailbox without any outside assistance. If the security code is not known, please refer to the separate FAQ item on resetting a mailbox security code.

Please use this document as an addendum to the keyset user guide and voicemail system user guide to assist users in setting up and personalizing their voice mailboxes.

There are four steps that must be completed.

1. Set a mailbox password
2. Record a mailbox name
3. Enter a directory name
4. Record a personal greeting

All of these procedures require the user to access their voicemail box either from within the office or from outside of the office.

To access your voicemail box from within the office - simply press the VOICEMAIL button on your telephone, or dial extension number 529. Enter your security code when prompted.

To access your voicemail box from outside of the office - dial the main company number and wait for the automated attendant to answer or ask the receptionist to transfer you to extension 529. At the main company greeting, press # followed by your extension or mailbox number. Enter your security code when prompted. If you have a private telephone number that rings directly to your own personal greeting, you can press # followed by your security code to log into your mailbox.

Set the mailbox password – the default mailbox password of 0000 should never be left, as it allows unauthorized users to access voicemail messages, and to make changes and possibly cause financial damage to your organization. Therefore, it is strongly advised that ALL mailbox passwords be change from their default setting. To set the mailbox password, follow these instructions.

1. Access your mailbox.
2. Press # for personal services.
3. Press 7 for personal administration.
4. Press 1 to change the mailbox password and follow the instructions given.

Record a mailbox name – Mailbox names are used to identify a user to outside callers when calls are being transferred, and in the voicemail directory, and also to identify a user to other employees on forwarded and internal voicemail messages. To record a mailbox name, follow these instructions.

1. Access your mailbox.
2. Press # for personal services.
3. Press 7 for personal administration.
4. Press 2 to record your name and follow the instructions given.

Enter a mailbox directory name – the voicemail system directory uses the mailbox directory name entry. When callers enter the digits to spell an employee’s first or last name, the voicemail system searches the mailbox directory entries for a match. Therefore, if the directory function of the voicemail system is used, it is crucial that all users enter the spelling of their first and last names into the voicemail system. To enter a mailbox directory name spelling, follow these instructions.

1. Access your mailbox.
2. Press # for personal services.
3. Press 7 for personal administration.
4. Press 3 to enter a directory name and follow the instructions given.

Record a personal greeting – it is important to record a professional and informative personal greeting that callers will hear when they reach your voicemail box. A greeting such as “Hi, this is John, I’m not in right now so leave me a message” will suffice, but does not inform the caller of the many other options that are available to them. While listening to a greeting, the caller has the following options:

1. Wait for the tone and leave a message.
2. Press 1 to skip the remainder of the greeting and leave a message.
3. Press zero to return to the company operator.
4. Press * to return to the main greeting and try another extension.
5. Press 2 or another single digit that can be custom-programmed to transfer them to an assistant, another department, or even the user’s cell phone.
6. Dial another user’s extension number to try that extension instead.

Therefore, here are some sample greetings that are more informative to callers and can give a more professional image than the short sample greeting listed above.

• “Hi this is John, I am currently out of the office or away from my phone, to leave me a message, press 1 or simply wait for the tone. Or, to be transferred to the company receptionist, press zero. Thank you for calling.”
  
  
• “Hi this is Susan, I am currently out of the office or away from my phone, to leave me a message, press 1 or simply wait for the tone. To reach my associate, John, dial 202 now. Or, to be transferred to the company receptionist, press zero. Thank you for calling.”
  
  
• “Hello, this is Roberto, I am currently out of the office or away from my phone, to leave me a message, press 1 or simply wait for the tone. To be transferred to my cell phone, press 2 now. Or, to be transferred to the company receptionist, press zero. Thanks for calling and have a great day.”
  
  
• “Hi this is Maria, To leave me a message, press 1 now. On Wednesday, October 23rd, I’ll be out of the office in the morning on appointments, and will be in the office for the majority of the afternoon. To reach the company operator, press zero, otherwise, leave me a message after the tone. Thank you.”

To record your personal greeting, follow these instructions:

1. Access your mailbox.
2. Press 5 for mailbox greeting administration.
3. Press 1 to assign your no-answer greeting.
4. Press 2 to edit the current greeting and follow the instructions given.