Voice Mail User Guide

Your Toolbox

Information Technology Services
Humanities 314
651-696-6525
651-696-6778 (fax)
helpdesk@macalester.edu

General Guidelines

Your mailbox number is usually the last 4 digits of your phone number.
Your default password is 12 followed by your voice mailbox number, e.g., 1 2 XXXX.
When finished recording, press #.
To bypass a greeting and leave a message, press # or 5.
Message Waiting – The message light indicates you have a message.
To program call forwarding to Voice Mail, use 6666 as the destination number.
To transfer a caller directly into a mailbox, use 5666 as the transfer to number, then enter the mailbox number, press # at the prompt.
To put your name as a label on your mailbox in place of your phone number, record your PERSONAL VERIFICATION

Before you log in to setup your CallPilot mailbox, you should:

Know your CallPilot mailbox number. Usually, the mailbox number is the last 4 digits of your phone number.
Know your temporary CallPilot mailbox password—your mailbox number preceded by 1 2.
Select a personal password (between 4 and 16 digits long).
Prepare a script to use as your personal greeting.

Standard Commands/Settings

COMMANDS

CallPilot has many standard commands common to all features. If you learn these standard commands, you can use all CallPilot features without memorizing every step. For example,

TO:	PRESS:
Play	2
Record	5
Help	✳
Save	(no action required)
Exit system	8 3
Delete	7 6

SETTINGS

Message Storage—10 to 20 minutes
Read messages—deleted 30 days after listening to them, you will be notified before messages are deleted.
When your mailbox is full, call answering is NOT blocked.
Maximum length of a greeting is 3 minutes.
Incoming messages can be no longer than 2 minutes.

First-Time Login

CHANGE YOUR PASSWORD, RECORD YOUR PERSONAL VERIFICATION, AND YOUR GREETING

Press Message or dial 6666 (dial 651-696-6666 from off campus).
Enter your mailbox, followed by #. SHORTCUT: Instead of entering your voice mailbox, just press # when logging in from your office phone.
Enter your initial password, 1 2 [voice mailbox], followed by #.
Change your password. You will be prompted to enter your new password again, followed by #.

CallPilot passwords cannot: be your extension number; be a consecutive ascending or descending numeric sequence (e.g., 12345, 54321); repeat a numeric sequence (i.e. 121212); nor have a single digit repeated more than two times in a row (i.e. 11111).
Record your name, followed by #.
Press 8 2 for greetings.
Press 1 for external greeting. All callers hear your external greeting when no internal greeting is recorded.
Press 5 to record. Wait for the tone, then record your greeting.
Press # to end the recording.
Hang up when finished.

Greetings

To record just one greeting for ALL callers, use the external greeting. Callers off campus hear the external greeting and on campus hear the internal greeting. The temporary greeting can be used to advise callers that you are away from the office.

RECORD OR CHANGE YOUR GREETING

FOR:	PRESS:
Greetings menu	8 2
External greeting	1
Internal greeting	2
Temporary greeting	3
Personal Verification	9
Record	5
End recording	#
Return to main menu	4

Accessing Your Mailbox

FROM YOUR OWN EXTENSION:

Dial 6666 or press Message
Press # when prompted for mailbox
Enter your password, then press #

FROM ANOTHER EXTENSION:

Dial 6666

Enter your mailbox number, then press #

Enter your password, then press #

FROM AN OUTSIDE LINE:

Dial 651-696-6666

Enter your mailbox number, then press #

Enter your password, then press #

Play Messages

After logging in, voice mail messages will play automatically.

WHILE PLAYING MESSAGES

FOR:	PRESS:
NEXT message	6
PREVIOUS message	4
PLAY ENVELOPE	7 2
SKIP BACKWARD 5 seconds	1
SKIP FORWARD 5 seconds	3
PAUSE	#
RESUME	2
SPEED UP message playback	2 3
SLOW DOWN message playback	2 1
INCREASE VOLUME	2 6
DECREASE VOLUME	2 4

Options For Handling Messages

DELETE/RESTORE MESSAGES

You can delete and restore (undelete) messages before, during, or after playing the message. Deleted messages are removed from your mailbox at the end of your CallPilot session. You cannot restore a message after you exit voice mail.

Delete: While at a message mark it for deletion	7 6
Restore: Before ending session, return to the message marked for deletion	7 6

REPLY TO ANOTHER CALLPILOT USER

After listening to a message or while it is playing, you may reply to the sender through voice mail.

Reply	7 1
Record reply	5
End recording	#
Send Reply	7 9

FORWARD TO ANOTHER CALLPILOT USER

After listening to a message or while it is playing, you may forward the message to another CallPilot user.

Forward	7 3
Enter mailbox number(s) to which you want to forward the message
End the list	#
Record introduction	5
End introduction	#
Send forwarded message	7 9

CALL SENDER

Place a call to sender of a message (on-campus only) 9

Compose Messages

To compose a message, you address it first, then record your message and send it. You can address a message to one or more mailbox or distribution lists. Before you send a message, you can edit it and add message options.

COMPOSE

Log in, then	7 5
Enter the first mailbox or distribution list number	#
Continue to enter mailbox or list numbers followed by	#
End list	#
Record message	5
End recording	#

ADDRESSING OPTIONS

Before sending, you can tag the message as Urgent or Private, Request an acknowledgment, or set a specific time for message delivery.

Urgent	7 0 1
Private	7 0 4
Request acknowledgement	7 0 5
Timed Delivery (Follow prompts to enter month, day and time)	7 0 6

User Options

CHANGE GREETINGS

Recommended: Use External Greeting as standard greeting and Temporary Greeting when out of the office.

CHANGE EXTERNAL GREETING

Log in, then	8 2 1
Begin recording	5
End recording	#
Replay	2
Re-record	5

CHANGE TEMPORARY GREETING

Log in, then	8 2 3
Begin recording	5
End recording	#
Replay	2
Re-record	5
Set expiry date for temp greeting, while in temp greeting	9
Enter the month, day, and time	# after each entry
For the current month or day	#
Use a 24 hour clock. For example, for 4:00pm, enter 1600
For the standard expiry time of one minute after midnight on the date you specified	# for time
No expiry	# # #

CHANGE PASSWORD

Log in, then	8 4
Enter your new 4 – 16 digits	#
Enter new password again	#

CHANGE PERSONAL VERIFICATION

Log in, then	8 2 9
Record name	5
End recording	#

BLOCKING MESSAGES OPTIONS

Log in, the press 8 0
Message blocking 7
Turn message blocking on or off:
To turn message blocking on at all times 1
To turn message blocking off 2
To block your messages only when a temporary greeting is in effect 3
To allow callers to speak to your assigned operator 1
To have callers disconnected after your greeting 2

Personal Distribution Lists

A distribution list saves time when you send messages to a group of mailboxes. You can create up to 99 personal distribution lists and each list can contain up to 200 entries.

CREATE A DISTRIBUTION LIST

Log in, then	8 5 5
Enter a number from 1–99 to identify the list	#
Record a list name	9
Record	5
End recording	#
Enter mailbox numbers for the list	#
List is complete	#

ACCESS DISTRIBUTION LIST TO REVIEW OR EDIT

Log in, then	8 5 5
Enter the distribution list number	#
To hear summary of your distribution lists	✳
delete the chosen list	7 6
play the contents of the list	2
search for a mailbox	6
Enter mailbox number	#
Add a mailbox	5
Delete a mailbox member from list	7 6

Express Messaging

Express messaging allows you to deposit a message in another user’s mailbox without first ringing that phone or logging into your own mailbox to compose a message. Express messaging is also used to transfer a call directly into another user’s mailbox. Express Messaging is available for on-campus calls only.

TO SEND AN EXPRESS MESSAGE

Dial Express Messaging	5666
enter mailbox number of the desired destination, followed by #	XXXX #
Record your message
End call	hang up

TO TRANSFER A CALL DIRECTLY INTO VOICEMAIL

Press	Transfer
Dial Express Messaging	5666
Enter desired 4-digit mailbox number, followed by #	XXXX #
Press	Transfer