Phone Mail

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Sample Greetings
Listening to Your Messages
 


SETTING UP PHONE MAIL

It is FP&C Department policy that all FP&C personnel record a custom greeting which presents a professional image. This custom greeting should at a minimum contain a 'regular' custom greeting that includes who you are and how callers can reach you if you carry a cell phone or digital pager. You should also let callers know how to reach a staff member in the case of emergencies. Some sample greetings have been provided and can be accessed by clicking this "Sample Greetings" link or the button on the left. You must also make sure your phone will roll to either the main FP&C switchboard number 982-4621 or the HS FP&C main number 982-2822 whenever a caller presses 0 and # for emergencies (these are called referral extensions) . This is what allows callers to get out of the 'phone mail loop' and reach a support staff member.  Please make every attempt to discourage callers from routinely contacting our support staff except in the case of legitimate emergency situations when it would be appropriate for them to try and locate you. For these emergencies it is also very helpful for you to have your Microsoft Exchange calendar current since that is the first place a staff member will look to try to locate you in the case of an emergency if they can't reach you by pager or cell phone. For a review on how to use Microsoft Exchange Calendar, click on this link.

Xpressions Home Page

Xpressions User Guide (.doc)

Xpressions Access Numbers

Direct Access Number

(To access voicemail within the office)

 4-7000
Remote/After Hours Direct Access Number

(To access voicemail from off Grounds' locations)

 434-924-7000
Forward Access Number

(Extension used to forward your calls directly to voicemail)

 3-0095
To transfer a caller to a Voicemail Box to leave a message: With caller on the line, press Transfer and then dial the Transfer Access Number.  Next, dial the person's extension and press the # key twice.  Then hang up. 3-0098

 

Click on one of the links below to go directly to the bookmarks on this page for the specific action described:

Xpressions Voicemail

You will need to take the following steps to change the old phone mail greeting, record your name, change your password and change your alternate greeting:

1.    Record Your Name:
  1. Dial 4-7000
  2. Press the # key
  3. Dial your password (5551212 is the default)
  4. Press 8
  5. Press 4

2.    Change Your Password:

  1. Dial 4-7000
  2. Press the # key
  3. Dial your password (5551212 is the default- Xpressions will verify your new password; New passwords cannot be consecutive numbers, i.e.: 123456, your extension number, or the same number in sequence, i.e.: 111111.  The system requires a "secure" Password.)
  4. Press 9
  5. Press 3
     
3.    Change Your Regular Greeting When No One Answers The Phone:
  1. Dial 4-7000
  2. Press the # key
  3. Dial your password
  4. Press 8
  5. Press 1
  6. Press 2
  7. Press 3 for Internal, 4 for External
  8. Press 1
  9. Press * # when finished (* 6 1 to delete and start again)
     
4.    Change Your Regular Greeting When You Are Currently On The Phone:   
  1. Dial 4-7000
  2. Press the # key
  3. Dial your password and Press # key
  4. Press 8
  5. Press 1
  6. Press 2
  7. Press 2
  8. Press 1
  9. Press * # when finished (* 6 1 to delete and start again)
     
5.    Change/Set Your Alternate Greeting (Vacation, Sick, etc.):   
  1. Dial 4-7000
  2. Press the # key
  3. Dial your password and Press # key
  4. Press 8
  5. Press 1
  6. Press 1
  7. Press 1
  8. Begin speaking at the tone. Press * and then # when finished
  9. Press 3 (Your calls will now be answered by your alternate greeting)
     
6.    Change Back to Your Regular Greeting (Upon Return):   
  1. Dial 4-7000
  2. Press the # key
  3. Dial your password and Press # key
  4. Press 8
  5. Press 1
  6. Press 3
  7. Press 1 (Your calls will now be answered by your regular greeting)

7.    Set Your Referral Extension

  1. Dial 4-7000
  2. Press 8
  3. Press 3
  4. If you hear Kenn McDermott saying "The Facilities Planning & Construction Department at the University of Virginia" your referral extension is set correctly - Press 4 and hang up
  5. If you hear anything else, Press 1
  6. Enter 2-4621
  7. Press the # key
  8. Press the # key

SETTING THE 'R' BUTTONS

  • Set Your "R" Button to automatically retrieve your PhoneMail messages:
OPTION 1 OPTION 2
Get a dial tone on your phone


Get Dialtone
 
Dial *566


Dial *566
 
Press the "R" button


Press ‘R’ button
 
Dial 4-7000


Dial 47000
 
Press Hold

Press HOLD
Press the # key


Dial your extension (i.e. 24609)
 
Enter your password


Press #
 
Press the # key


Dial your new password
 
Press 3


Press #
 
Hang up


Hang up
 

PROGRAMMING THE MESSAGE WAITING (MSGWT) BUTTON:

  1. Get a dial tone on your phone
  2. Dial ##30
  3. Dial 4-7000
  4. Hang up

SETTING YOUR SPEED DIAL BUTTONS

  1. Get a dial tone
  2. Press the # key twice
  3. Press 3
  4. Press a key from 1 to 0 to identify a location (you can program a total of ten locations by using all ten digits)
  5. Enter the phone number EXACTLY as you would if dialing it from scratch (For example: press 8 to get the FACS dial tone then enter your FACS number for UVA long distance access, then press 1, then dial the area code and the number OR press 9 for an outside line, then dial the number)
  6. Hang up

USING YOUR SPEED DIAL BUTTONS

  1. Press the # key once
  2. Press 3
  3. Press the key associated with the location you want to dial

CAMPING-ON

  • Allows you to 'Camp-On' to an extension you have called that is busy
  1. Press the # key once
  2. Press 1
  3. Hang up
  4. Wait for callback

SETTING UP A CONFERENCE CALL

  • PLEASE NOTE THAT THE UVA ROLM SYSTEM LIMITS THE CALL TO 8 PARTIES IN A CONVERSATION (INCLUDING THE INITIATOR)
    AND ONLY TWO (2) CAN BE OUTSIDE THE UNIVERSITY
  1. Call the first party (This one may be external to UVA if there is a first party outside the University)
  2. Press Flash
  3. Call the second party (This one may be external to UVA if there is a second party outside the University)
  4. Press Flash
  5. Press the * key once
  6. Press 4
  7. Press Flash
  8. Call the third party (This one must be internal to UVA ONLY)
  9. Press the * key once
  10. Press 4
  11. Press Flash
  12. Call the fourth party (This one must be internal to UVA ONLY)
  13. Press the * key once
  14. Press 4
  15. Press Flash
  16. Call the fifth party (This one must be internal to UVA ONLY)
  17. Press the * key once
  18. Press 4
  19. Press Flash
  20. Call the sixth party (This one must be internal to UVA ONLY)
  21. Press the * key once
  22. Press 4
  23. Press Flash
  24. Call the seventh party (This one must be internal to UVA ONLY)
  25. Press Connect

Here is some additional information about this type of calling from an ITC web page:

"Conference call
Allows you to have up to 8 parties in a conversation; two of the 8 may be external parties. Call the first person and then use the steps below to add each new party:
1. Press FLASH.
2. Dial new extension or 9 + local number or 8 + FAC + 1 + long-distance number.
3. Press CONF or FLASH *4 to connect each party.
4. To reconnect to conference if call is refused, busy, or isn't answered, press

Connect
Connect Allows you to connect to an automatic camped-on call, a newly-available line, alternate between parties, or reconnect with a transferred call. Whenever your call waiting (Call WTG) light is on, you may press CONNECT or FLASH *1 to speak with the waiting caller. Press CONNECT again to toggle back."

CONSULTATION

  • Allows you to put one party on hold and call another
  1. Call the first party
  2. Press Flash
  3. Call next party
    To alternate between parties:
  4. Press Flash
  5. Press the * key once
  6. Press 1
  7. Press CONNECT

FORWARD CALLS TO ANOTHER EXTENSION

  1. Get a dial tone
  2. Press the # key once
  3. Press 9
  4. Dial the other extension number
  5. Hang up
    To Cancel:
  6. Get a dial tone
  7. Press the # key twice
  8. Press 9
  9. Hang up

TO PLACE A CALLER ON HOLD

  1. Press Flash
  2. Press the * key once
  3. Press 9
  4. Hang up
    To reconnect the held call:
  5. Get a dial tone
  6. Press the * key once
  7. Press 1
  8. Press CONNECT

TO PICK UP SOMEONE ELSE'S PHONE FROM YOUR PHONE

  1. Get a dial tone
  2. Press the * key once
  3. Press 3
  4. Dial the other extension number
    To answer a ringing phone in your Pick-up Group (phones within earshot):
  5. Get a dial tone
  6. Press the * key twice
  7. Press 3

SAVED NUMBER REDIAL

  1. Call the number that you would like to save
  2. Press Flash
  3. Press the # key once
  4. Press 4
  5. Hang up
    To redial the saved number:
  6. Get a dial tone
  7. Press the # key once
  8. Press 7

TRANSFER A CALL TO ANOTHER EXTENSION

  1. Press Flash
  2. Press the * key once
  3. Press 7
  4. Dial the extension number to transfer to
  5. Inform the party that someone is being transferred to them
  6. Hang up
    If no one answers or is busy, to return to original party:
  7. Press Flash
  8. Press the * key once
  9. Press 1
 

Facilities Planning & Construction - 575 Alderman Road - PO Box 400726, Charlottesville, VA 22904-4726 - (434) 982-4621 - Fax: (434) 982-4628
Site Maintained by: FP&C Webmaster
This Page Last Modified: Thursday, November 19, 2009 10:38:28 AM -0500 
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