Voicemail

Voicemail  Service (Faculty and Staff)

There are three different voice mail service levels. A Basic voicemail box (adequate for most clients) allows up to 20 messages to be stored at one time. An Enhanced Voicemail box allows 40 messages to be stored, and a Premium voicemail box allows up to 70 messages.

Many administrative telephone lines have voicemail boxes assigned to them. However, voicemail service is optional and will not be assigned to an administrative telephone line unless the service is requested by the telephone contact person. 


Activating a New Voice Mail Service (Faculty and Staff)
  • On campus from your office phone:
    • Dial 9-3000
    • Enter the temporary security code that has been assigned to you. This will take you to the Main Menu. Follow the voice prompts to set a new security code, record your name, and record a greeting for your callers. Note: Until you activate your voice mail service, your callers will hear the message, "I'm sorry, but the person you called did not activate the voice messaging service. Please try again later. Good-bye."
    • Once you have completed the tutorial, your voicemail box will be ready to accept messages.
  • Off campus from your cell or other phone:
    • Dial 459-3000
    • To access your mailbox press the pound key (#) and enter your five digit extenion, then enter your security code – this will take you to the Main Menu

Voicemail Storage Capacity

Your voicemail box can store up to 20 messages, and each message can be stored for up to 99 days. Your message count includes both new and saved messages. If your mailbox is full, callers will hear a message to that effect instead of your outgoing message, and they will be unable to leave a message for you. To maximize the number of new messages your mailbox can receive, remember to delete a message once you have listened to it, provided that the message is for you.


Accessing Voice Mail
  • From campus office, dorm room or apartment phone:
    • Dial 9-3000
    • Enter your security code – this will take you to the Main Menu
  • From a Campus Phone Other Than Your Own
    • Dial 9-3000
    • Press * when the greeting asks for your security code
    • Press # when the greeting asks for the extension number that you want to reach
    • When prompted, enter your extension (mailbox) number
    • When prompted, enter your security code
  • Off campus from your cell or other phone:
    • Dial 459-3000
    • To access your mailbox press the pound key (#) and enter your five digit extention, then enter your security code – this will take you to the Main Menu

Setting a Security Code

You can change your Security Code from your voice mailbox.

  • Access your voice mailbox by dialing 9-3000
  • Enter your current security code
  • Press 3 for Phone Manager
  • Press 1 for Personal Options
  • Press 4 to change your Security Code
  • Enter a new Security Code between 4 to 15 digits long, followed by #
  • Confirm your new Security Code by entering it again, followed by #

TIP: Quickly advance to the Security Code by pressing [3-1-4] from the Main Menu.


Personal Greeting - Standard / Normal

Your Standard / Normal Greeting plays when you are unable to answer calls. To record or change your Standard / Normal Greeting:

  • Press 3 for Phone Manager Functions
  • Press 1 for Personal Options
  • Press 3 for Personal Greeting
  • Press 2 to record your Normal Greeting

Your current recording will play, followed by these options:

  • Press 2 to make a New Recording
    • Start recording press 2 - stop recording press 2 again
  • Press 4 to Discard current recording
  • Press * to Quit

Personal Greeting - Out-of-Office (Faculty and Staff)

Your Out-of-Office Greeting plays if you are going to be away from your telephone for an extended period of time. This greeting plays in place of the Standard / Normal Greeting when enabled. Your Normal Greeting is unaffected and resumes playing when the Out-of-Office Greeting is off or removed. To record or change your Out-of-Office Greeting:

As soon as you record a new Out-of-Office greeting, it's automatically enabled. You will need to log back in to your voice mailbox to turn off your Out-of-Office greeting.

  • Press 3 for Phone Manager Functions
  • Press 1 for Personal Options
  • Press 3 for Personal Greeting
  • Press 3 to record your Out-of-Office Greeting
  • Press 2 to make a New Recording
    • Start recording press 2 - stop recording press 2 again
  • Press 4 to Discard current recording and re-record
  • Press 5 to Save
  • Press 6 to Review
  • Press *** to Quit

If previously recorded, the existing greeting plays, followed by these options:

  • Press 2 to make a New Recording
    • Start recording press 2 - stop recording press 2 again
  • Press 4 to Discard current recording and re-record
  • Press 5 to Turn On current Out-of-Office greeting
  • Press *** to Quit

When you return back to the office and you login to check your voice mail, you will be reminded that you have your Out-of-Office Greeting turned on.

  • To remove it press 4 (this will not erase the greeting)
  • To continue playing the Out-of-Office greeting press 5


Listening To and Managing Messages
  • Press 1 to listen to New Messages after logging into your mailbox
  • Press 5 to listen to Saved Messages

You can use the following commands to handle, answer, or get information about a message you have just reviewed.

During Message Playback, the following options are available:

  • Press 6 to return to the beginning of the message
  • Press 3 to rewind 5 seconds
  • Press 4 to Delete a message
  • Press 9 to Fast Forward 5 seconds
  • Press 7 to Skip to the next message
  • Press 5 to Save the message
  • Press 00 to Hear the Date and Time of the message
  • Press 8 to Reply to the sender of the message
  • Press 8 and 3 to Call Back the sender’s extension (calling campus extensions only)
  • Press 2 to Forward the message
  • Press 1 to Pause/Resume Play

Tip: You can retrieve a recently Deleted Message if you are still logged in to your current mailbox session. Return to the Main Menu where you will be given the option to Retrieve Deleted Messages [7].


Recording and Sending Messages

To Record and Send a Message:

  • Press 2 at the Main Menu
  • Record your message at the tone, press 2 when done
  • Press 6 to Review the message
  • Press 4 to Discard and re-record
  • Press 0 to Review Routing Options
  • Press 3 to Back up 5 seconds
  • Press 9 to Advance 5 seconds
  • Press * to Cancel message
  • To Approve for sending and begin addressing, press #
    • Address your message
    • Enter a 5-digit mailbox
    • Continue entering addresses, then press # when done
    • To Cancel the previous Address, press *
    • To Erase the message, press **
    • To Send, press #

Call Back the Sender

During or after listening to a message, you may place a return call to the sender of the message when their call back number is available.

To Call Back the Sender:

  • Press 8 and 3 during or after the message. You are placed on hold while the voice mail system places the call. You will not hear ringing during the transfer.

Reply to Messages

While you are listening to a message, you can send a Reply when it is another UCSC campus voice mailbox owner on the voice mail system.

To Reply:

  • Press 8 during the message
  • Press 2 to Start recording
  • Press 3 to Transfer to the sender’s extension
  • Record your reply after the tone, press 2 when done
  • To Send your reply immediately, press # OR Listen for additional sending options (e.g. “Urgent”)
  • To Quit, press *

Message Tags

When leaving someone a message or sending a message, you have the option of marking your message Private, Urgent, or Return Receipt. The recipient of the marked message will hear a Message Tag at the beginning of the message.

  • Create your Message by pressing 2 at the main menu
  • Record your message at the tone, press 2 when done recording

Set Routing Options

  • Press 0 for Routing Options, then choose an option below
    • Press 1 to specify Future Delivery
    • Press 2 to specify Urgent
    • Press 3 to specify Private
    • Press 5 to specify Return Receipt
    • Press 8 to Leave a Callback Number
    • When done with routing, press # to approve the message for sending
    • Address your message
    • Enter a 5-digit mailbox number
    • Continue entering addresses, then press # when done
    • To Cancel the previous Address, press *
    • To Erase the message, press **
    • To Send, press #

Bookmark a Message

While listening to a message you can put a bookmark at a specific spot in that message. This will allow you to return to listening and skip to the bookmark in the recording.

  • While listening to message press 1 to pause the message playback.
  • Press 5 to set the bookmark at this location. After the bookmark is set the message will resume playing.
  • At anytime during the continued playback you can press 1 again and 8 to return to the bookmark. Playback will resume from the bookmarked location.
  • At anytime during the continued playback you can press 5 to save the message.

To hear the message from your saved messages press 5 from the main subscriber menu (what you hear when you first log into your mailbox).

Anytime during the playback of the message you can press 1 and then 8 to jump to the bookmark location in the message. Playback will resume from the bookmarked location in the message.