University of Oregon

Campus voicemail system information

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Faculty/Staff
Researcher
Student
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Voicemail system basics

  • How to initialize your new voicemail box so it's ready to use

    - Dial into the voicemail system:
      
    From: Dial:
     a campus telephone  6-1111
    off campus Eugene area  (541) 346-1111
    off campus Portland area  (503) 412-3801

    - enter your five digit UO extension

    - enter the default security code.
      If you don't know the default security code, ask your department phone coordinator or call our office: (541) 346-6387

    At this point the mailbox setup tutorial will start.  Your mailbox is not set up until you run through the setup completely.  It prompts you to:

    1) change your security code.  It must be 6 digits or longer, and not use your extension or be overly simple like 123456.
    2) record your name
    3) record your normal greeting

    Once you have run through all three steps, the system says "Congratulations!".  At this point you are done and can hang up, your mailbox is set up.
     
  • How to call in and check for/listen to messages

    - Dial into the voicemail system:
      
    From: Dial:
     a campus telephone  6-1111
    off campus Eugene area  (541) 346-1111
    off campus Portland area  (503) 412-3801

      then:

    - enter your five digit UO extension

    - enter your mailbox security code.

    Press "2" to retrieve messages if any, then "0" to listen to messages.  Pressing 0 again at any time during playback of a message will start the message from the beginning.

    Hang up when done.
     
  • Managing your messages (deleting/saving/fowarding):

    After listening to a voicemail message, you can delete it, save it temporarily, or forward it:

    - To delete a message:  press "*" then "3".  
      Note you can do this at any time during message playback, no need to listen to an entire message before deleting it.

    - To save a message temporarily: press "#" to save a message and skip to the next message (if any).
      Note you can do this at any time during the message playback, no need to listen to the entire message before saving it.

      The typical save time is 20 days, after that the system will automatically delete/expunge old messages.  
      To keep a message permanently, see below for a method to save a copy on your computer.

    - To forward a copy of the message: during or after playback, press "1".  The system prompts you to press "1" if you wish to reply back by voice message, or "2" to foward a copy.  Press 2 to forward a copy, you are prompted to record any comments if you wish, press "#", then you are prompted for one or more recipients.  The recipients are the five digit UO extension (aka "mailbox number") of the recipient.  Press # after each recipient, then # when done adding recipients, then # to send.  Here's the sequence to forward a message to extension 6-1234:

    "1" "2" (record comments if any) "#" "61234" "#" "#" "#"

      All of the above is prompted by the system, just listen to and follow the instructions.
     
  • How to download/save a copy of a message permanently (to your computer)

    There are two ways to do this:

    1. Set up email notification (making sure to request the voicemail message as a .wav format email attachment).
        Once email notification is set up and working:
          - dial into voicemail as if you were checking messages
          - listen to the message you want to keep, while listening press "2" to forward the message
          - record any preamble if any, press "#"
          - enter your own 5-digit extension as the recipient, press "#"
          - press "#" then "#" once more to send.
        Check your email, you will have a copy of the message as a .wav format attachment.

    It's important to do all of the above before any message you want to save times out and gets automatically deleted, usually 20 days from when it was left.  Note that you can always login to voicemail, listen to all your saved messages, and resave them (by pressing the "#" key when you are listening to them) - that resets the 20-day deletion countdown clock.

    2. Login to the voicemail web interface using your 5-digit UO extension and voicemail security code.
        At this point, if you only see one tab across the top that says "Dashboard" but no adjacent tab called "Inbox":
        Call our office at 6-6387 (off campus: 541-346-6387) and request we enable the web Inbox for your mailbox.

        Once that's done, log out and back into the voicemail web interface.
        - click on the "Web PhoneManager Settings" link on the left pane.
        - Select "Download" as the playback setting
        - critical: click OK in the upper left corner to save the setting above
        - click on the "Home" link on the left bar, then on the "Inbox" tab.
        - click on the message you want to save, it will highlight in blue
        - clik on the downward facing arrow on the very right, under the message timestamp.  This begins the download.

      At this point, what happens depends on your computer and browser.  Many browsers will just save the downloaded .wav file along with your other downloads.  On a mac you might get prompted to play the message in quicktime or to save the message.  Save it somewhere for your future use.
     
  • How to change your security code

    Dial into the voicemail system, enter your extension, then your security code.  Press: 

    "5" then "1" then "4".  When prompted enter your new security code (six digits mimimum) followed by the "#" sign.  Repeat entry of the new security code and "#" sign.
     
  • Voicemail basics quick reference
     

    You want to:  Key press:
    Listen to messages  From initial voicemail menu press 2, then 0
    save a message*  after/while listening, press #
    Delete a message  * then 3
    Rerecord your normal greeting  5 then 4 (record new greeting) then #
    Record/set your out of office greeting  5 then 6 (record out of office greeting) then #
    Change your security code  5 then 1 then 4 (enter new code) then #,
     re-enter new code then # to save.

    * - default message storage time is 20 days on system, if you need to keep a message longer than this see the section above re. saving it permanently.
     

Recordings & greetings

  • How to change your normal greeting

    Dial into the voicemail system, enter your extension, then your security code.  Press:

    "54" (record new greeting) "#"

    Or use the longer method, press:
    "5-1-3-2-2-2" (record new greeting) "2"
  • How to record and set your out of office greeting

    Dial into the voicemail system, enter your extension, then your security code.  Press:

    "56" (record out of office greeting) "#"
  • How to change back to the normal greeting from the out of office greeting:

    Dial into the voicemail system, enter your extension, then your security code.  You'll be advised your out of office greeting is ON, you can press "4" to remove it (which makes your normal greeting active.  Or to continue keeping your out of office greeting active, press "5".
     

Notifications you have voicemail

The typical way you know you have voicemail is the red light on your campus phone.  However, you can also set up your voicemail account to send you an email,  an SMS message to your cell phone, and/or call you when you have new voicemail.

Other voicemail resources

  • web interface for setting voicemail preferences.  Login with your 5 digit UO extension, and your voicemail security code.
    Please note that the web interface is only available from a campus network, or via a VPN connection to campus.
     
  • Telephone user interface reference