Telephone Services

• To Access Your PhoneMail Box
• To Set up Your PhoneMail Box
  • To Record Your Name
  • To Record Your No Answer Greeting
  • To Record Your Busy Greeting
  • To Set up Referral Extension
  • To Record Your Alternate Greeting
  • To Change Your Password
  • To Set Abbreviated Prompts
• Managing Messages in PhoneMail
  • Listening to Your Messages
  • Saving, Deleting, and Replaying Messages
  • Changing the Volume and Speed of Your Messages
  • Stopping Your Messages
  • Answering and Forwarding Messages
  • Sending Recorded Messages
  • Leaving a Message when PhoneMail Answers Your Call

The PhoneMail System:

• Answers your telephone automatically and plays your personal greeting
• Accepts and stores voice messages in your mailbox. (Note: Telephone Services offers PhoneMail boxes with 10-message capacity, 20-message capacity, and 30-message capacity. The capacity includes new messages and stored messages.)
• Notifies you when you have new messages with a stutter dial tone or a message waiting light.
• Lets you play back your messages at your convenience.
• Allows you to send and receive messages anytime, from anywhere.

Note: The University of Tennessee has two PhoneMail systems. For users located on the main campus, Agricultural campus, Middlebrook Building, NTRC, Pellissippi Research Center, University Club, and Parking Services, the direct access number for your PhoneMail is 974-3600. All other locations must use the direct access number: 946-6245.

To log into PhoneMail from your telephone on campus:

1. Dial the direct access number (974-3600 or 946-6245), then press the # key
   
2. Dial your password (must be at least 8 digits, but no more than 24) then press the # key
3. You are prompted to:
   • Press 3 to listen to your messages
   • Press 1 to record a message
   • Press 8 to change your answering options
   • Press 9 to change your mailbox options

1. Dial the direct access number (974-3600 or 946-6245), then your 5-digit extension number, then press the # key
2. Dial your password then press the # key
3. You are prompted to:
   • Press 3 to listen to your messages
   • Press 1 to record a message
   • Press 8 to change your answering options
   • Press 9 to change your mailbox options

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Recording or Changing Your Two Personal Greetings

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The Busy Greeting: A busy greeting answers all calls when you are on the telephone. For example:

"Hello, this is (name) with (department). I am presently on the telephone. Please leave a message at the tone and I will be glad to return your call as soon as possible. However, should you need to speak with someone immediately, please press 0, then #, and your call will be directed to the (receptionist, etc.)."

To Record Your Busy Greeting:

1. Access your mailbox, then press 8 for answering options.
2. Press 1 for personal greetings.
3. Press 1 to change regular greetings.
4. Press 2 for the busy answer greeting.
5. Press 1 again to record your greeting.

   While you are recording your greeting, you can:

6. Press * 7 3 to replay the greeting you just recorded, or * 6 1 to delete and record the greeting.
7. Press * to stop the recording.
8. Press # to replay the recorded greeting.
9. Press * 7 6 to log out of the system.

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Referral Extension

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The Alternate Greeting

Your alternate greeting can substitute for your regular greetings when the PhoneMail system answers your telephone. Use the alternate greeting when you are out of your office. When you return, switch back to your regular greetings. For example:

"Hello, this is Robin. I am in meetings all day today. Please leave a message, and I will return your call as soon as I can. If you need to speak to someone immediately, please press 0, then the # sign. You will be transferred to Mary Yetter, my secretary. Thank you."

Or this: "Hello, this is John. This office will be closed Monday, January 14 from 3:00 p.m. to 5:00 p.m. I will return calls on Tuesday, January 15. Please leave a detailed message so that I can call you back. Thank you."

1. Access your mailbox, then press 8 for answering options.
2. Press 1 for personal greetings.
3. Press 2 to change alternate greeting.
4. Press 1 to record your greeting

   While you are recording your greeting, you can:

5. Press * 7 3 to replay the greeting you just recorded, or * 6 1 to delete and record the greeting.
6. Press * to stop the recording.
7. Press # to replay the recording.
8. Press * 7 6 to log out of the system.

1. Access your mailbox, then press 8 for answering options.
2. Press 1 for personal greetings.
3. Press 3 to select which greeting will answer.
4. Press 2 for your alternate greeting.

To Deactivate Your Alternate Greeting:

1. Access your mailbox, then press 8 for answering options.
2. Press 1 for personal greetings.
3. Press 3 to select which greeting will answer.
4. Press 1 for your regular greetings.

Changing Your Password

To change your password, follow these steps:

1. Access your mailbox, then press 9 for mailbox options.
2. Press 3 to change your password (of 8 to 24 digits).
3. Enter your new password, then press #. The PhoneMail system verifies your new password.

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Setting Abbreviated Prompts

When you are more familiar with PhoneMail, you can use abbreviated prompts. Follow these steps:

1. Access your mailbox, then press 9 for mailbox options.
2. Press 2 for prompt level.
3. Press 2 for abbreviated.

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Changing the Volume:

While listening to a message, press 5 to increase the volume, or press 8 to decrease the volume.

Changing the Speed:

While listening to a message, press 9 to increase the speed, or press 7 to decrease the speed.

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Stopping a Message

• Press * 7 3 to replay the entire message.
• Press * 7 8 to replay the last few words.
• Press * 9 8 to move ahead a few words.
• Press * 9 3 to skip to the end of the current message.
• Press * 7 7 to replay the time the message was created.
• Press * 2 to skip forward to next message header (recorded message introduction).

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Answering and Forwarding Messages

After you delete or save a message:

• Press 1 to record and send an answer to the message sender.
• Press 7 0 to call the message sender.
• Press 9 to forward the message to another extension.
• Press # to continue to the next message.

Sending Recorded Messages

To send a recorded message to someone:

1. Access your mailbox, then press 1 to record.
2. When prompted, record your message. Press * # when finished.
3. Dial the PhoneMail box number of the person the message is for and then press #. Repeat this step for each person who is to receive the message.
4. Press # when finished entering all of the destinations of the message.
5. Press # again for regular delivery, or press 3 for special delivery, then follow the prompts.