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Technology

Voicemail Instructions

The PhoneMail system provides the campus with voice messaging boxes for all employees, by request, and automated attendant routing. Once you are familiar with the system you do not need to listen to all of the options, you may make a selection without being prompted. There are many more features available,   Please view the PhoneMail decision tree for a detailed mapping and more selection options.

Instructions for using your PhoneMail box

PhoneMail can be accessed from campus or off-campus

On Campus

  1. Dial extension 1200(you will hear Ms. PhoneMail)
  2. Enter your PhoneMail box number and press #
  3. Enter your passcode and press # (when accessing PhoneMail for the first time the default passcode is 111)
  4. (You are now at home state)

Off-Campus

  1. Dial 424-1200 (you will hear Ms. PhoneMail)
  2. Enter your PhoneMail box number and press #
  3. Enter your passcode and press # (when accessing PhoneMail for the first time the default passcode is 111)
  4. (You are now at home state)

Changing passcode

The system will require you to change the passcode from the default.  Passcodes must be at least 5 characters long. (suggestion: If you are having trouble thinking of a five character code consider using your zip code)

  1. From home state press 9 for mailbox options
  2. Press 3 for passcode
  3. Enter a new code and press #.  The passcode will be repeated back to you.
  4. If the new code is correct press #.

** You are the only person who will know your passcode once you have changed it, so make note of it in a secure yet accessible place, we will not be able to look it up.  If you enter a wrong passcode 3 consecutive times the system will hang up on you.  If you enter a wrong passcode 5 consecutive times the system will lock you out.  If this should happen contact the Telecommunications Coordinator to unlock/ remove the protection from your box.

Listening to messages

PhoneMail boxes can hold up to 20 messages new and saved.  Each message can be 3 minutes long.  It is important to keep on top of your messages and delete those that are not necessary to save.  This leaves space available for other messages to be left and maintains necessary memory in the PhoneMail system. However, please note! The system has an auto deletion function, which will delete saved messages that are older than 10 weeks.  If you have a message that is very important to save long term, it would be best to transfer it to paper or audio recording.

  1. Get to home state
  2. Press 3 to listen to your messages.
  3. After each message you will be asked to save, delete or replay.  Press 4 to save.  Press 6 to delete. 
    • To replay a message, press 73.
    • To pause message playback, press *
    • To continue message playback, press 3
    • To skip backwards 8 seconds while message is playing, press *78
    • To forward message after save/ delete, press 9

Recording and selecting greetings

Recording your name greeting

All you need to record is your first and last name

  1. Get to home state
  2. Press 8 for answering options
  3. Press 4 for recorded name
  4. Press 1 to record your name
  5. Press * when finished 

Recording your regular greeting

This is your personal recorded greeting and you have three minutes to say what you like (as a representative of Las Positas College, please be sure it is educationally appropriate). 

  1. Get to home state
  2. Press 8 for answering options
  3. Press 1 to change your greetings.
  4. Press 1 to change your regular greeting.
  5. Press 1 to record your greeting.
  6. Press * when you have finished your greeting. 

Recording the alternate greeting

This recording is good for leave of absence.  By recording an alternate greeting your regular greeting will remain in tact and will not need to be re-recorded upon return.  However, you will need to select which greeting to have the system play (see below).

  1. Get to home state
  2. Press 8 for answering options
  3. Press 1 to change your greetings
  4. Press 2 to change your alternate greeting
  5. Press 1 to record your greeting
  6. Press * when you have finished recording

Selecting which greeting to play

When using multiple greetings you will need to identify to the system which greeting you’d like to be played.  After recording your greetings select either to have your regular or alternate greeting answer your calls.

  1. Get to home state
  2. Press 8 for answering options
  3. Press 1 for greetings
  4. Press 3 to select greeting
  5. Select 1 for regular or 2 for alternate greeting

Disabling message acceptance

A few Instructors have asked if they may use a different method for communicating with students, such as: a home, work or cell number.  This is perfectly acceptable.  However, we ask that you record a greeting that states this arrangement and then disable message acceptance. This way your information can be relayed to the caller but your PhoneMail box will never fill up and you will never need to check it.  Record a greeting using the steps listed above, then disable message acceptance.

  1. At home state
  2. Press 8 for answering options
  3. Press 2 for answering mode
  4. Press 6 to not accept messages
  5. Press # to play your greeting but not take messages

For adjunct faculty and other guest user PhoneMail boxes

Adjunct Faculty and other employees who do not have an office on campus are issued guest mailboxes which are only on-campus extensions and not 7-digit direct dial numbers.  Callers trying to reach these extensions must call the campus main number and use the automated attendant.

  1. Dial 424-1000
  2. Select option 1
  3. Enter the desired PhoneMail box number
  4. Press # if correct

Tips while leaving a message

  • To bypass ones greeting and leave a message, press 1
  • To stop recording and re-record message, press *61
  • To mark a message urgent after recording, press *#33
  • To mark a message private after recording, press *#32

Technology

Stephen Gunderson
925.424.1674

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Page last modified: July 14, 2009