Voice & Unified Messaging

Out Of Office Greetings

How do I record my Out of Office greeting?

When your status is Out of Office (changed via the Voice Mail Personal Options), your Out of Office greeting message will be played. You can record a personal greeting or use the standard Out of Office greeting that uses your name.

First, Access voicemail

From the main menu: using the Voice Interface, Say Personal Options. If you are using the Touchtone Interface, Press Option 6.

Then:

Press 2 to record your greeting

Press 2 to select Record your Out of Office greeting

Press 1 to begin recording your greeting

Record your Out of Office greeting and press # when finished

Your Out of Office greeting will be replayed

After recording your Out of Office greeting:

Press 1 to Accept

Press 2 to Re-record

Press * to Cancel and use the Out of Office greeting provided by Outlook Voice Access

Once you accept your recording, press ** to return to the main menu.

How can I turn on or off my Out of Office greeting?

Outlook Voice Access provides two types of greetings that are played when a call goes to voicemail. The voicemail greeting is played if you are in the office and the Out of Office greeting is played if your Out of Office status is turned on.

Note: When voicemail is turned ON, your telephone will ring six times before proceeding to voicemail - even if the Out of Office setting is selected. If you wish to send all calls directly to voicemail without ringing, choose to divert your calls. See setting up your voicemail‌ for more information.

Can I use the telephone to turn off and on my Out of Office greeting AND my Out of Office e-mail reply?

Yes, you can.

To turn ON your Out of Office greeting and Out of Office e-mail reply:

First, Access voicemail

From the main menu: using the Voice Interface, Say Personal Options. If you are using the Touchtone Interface, Press Option 6.

Then:

Press 1 to turn on your Out of Office greeting. If you have not already recorded an Out of Office greeting, press 1 to record one now

Press 1 to Accept

2 to Re-record

3 to Delete and use the Outlook Voice Access standard greeting

If you do not already have your e-mail Out of Office reply on, you will be asked if you wish to also start sending Out of Office e-mail replies

Press 1 to turn it on, or

Press * if you want to leave it off and return to the Personal Options menu.

To turn OFF your Out of Office greeting and Out of Office e-mail reply:

First, Access voicemail

From the main menu: using the Voice Interface, Say Personal Options. If you are using the Touchtone Interface, Press Option 6.

Then:

Press 1 to turn off your Out of Office greeting. If you also have your e-mail Out of Office reply turned on, you will be asked if you want to turn this off as well. If you do not have your e-mail Out of Office reply turned on, then you will return to the Personal Options menu

Press 1 to turn it off, or

Press * if you want to leave it on and return to the Personal Options menu.

Choosing Voicemail Or Touchtone

You can navigate the voicemail menus by using your voice or by touchtone. Voice is the default option. Please note that when using the voice interface, some menu options must be accessed by using the telephone keypad.

To change from voice to touchtone:

• First, Access your voicemail
• Say Personal Options
• Dial 4 to select the Touchtone Interface

To change from touchtone to voice:

• First, Access your voicemail
• Dial 6 for Personal Options
• Dial 4 to select the Touchtone Interface

Missed Call Notifications

Why do I keep getting e-mails about missed calls?

After 6 unanswered rings, incoming callers are diverted to your voicemail. If the caller hangs up without leaving a voice message, you will receive a Missed Call Notification in your Inbox.

A Missed Call Notification looks like a regular e-mail with the unique icon in the icon column:

You will see varying degrees of information about the caller, depending on who it is. If the caller is a University of Huddersfield member who is using Unified Messaging you will see their name, department and work phone number etc in the e-mail.

Can I reply to missed calls through e-mail?

If you receive a missed call from someone else in the University, or from someone whose details you have saved in your Contacts, then the caller's name should appear in the subject of the message. You can then reply to the missed call with an e-mail by clicking the reply button in Outlook.

 

Forwarding Calls

Forwarding calls to Unified Messaging or to another extension:

If you activate this option, your telephone will not ring and all calls will go directly to Voicemail and subsequently be delivered to you as voicemails within your Outlook client or missed call notifications, if appropriate.

To turn on:

Dial *4 7800 #

To turn off:

1. Dial #4
2. Your divert has now been cancelled and calls will not be diverted to Unified Messaging

Forwarding call to an alternative number

If you actvate this option, your telephone will not ring and all calls will go directly to an alternative extension number which you choose.

To turn on:

Dial *4 <chosen extension number> #

To turn off:

Dial #4

Changing & Resetting Your PIN

To change or to have your telephone PIN reset, you will need to contact IT Support on x3737 or by email at it.support@hud.ac.uk

 

Resetting Your PIN

1.  From your phone dial 7800, enter your extension number, enter your PIN followed by #
2.  Select Personal Options - select option 3