There are effectively 3 types of voicemail. General voicemail, personal voicemail, and after-hours voicemail. General VMs normally go to extension 200 (this extension is usually assigned to a receptionist, or someone who is best suited to handle general VMs).
If enabled, personal VMs go to the extension on which they were left.
After hours voicemails will go the on-call phone (except in the case of an escalated call or a service inquiry. Multiple cell phones are ringing in those instances, so there is no way for the system to know which cell phone should receive the message.
Voicemails can be accessed from any phone in the office, but there are a few different procedures based on where you are accessing them from.
Most of the time, we will set up your voicemail to automatically forward the messages to the email address of your choosing. This is a great way to keep up-to-date on new messages. You can listen to the recordings directly from your browser.
Keep in mind that listening to a VM from your email will not mark the message as read on your desk phone in the office.
Voicemail can be accessed by pressing the envelope looking button on your phone.
If checking from another phone, you will need to dial *98. You will then be prompted for the number of the extension you want to check and your voicemail password. Default password is your extensions number preceded and followed by a 9. So, if you are extension 220, your voicemail password is 92209.
If you are checking the voicemail of your own extension, you will not be required to type your password.
Once you have accessed your mailbox a recording will announce whether you have any new messages.
If you have new messages, you will be prompted to push ‘1’ to hear them.
Once you have listened to all the new messages you can hang up. Your messages will be automatically moved to the ‘Old messages’ folder.
During the playback of messages, it is possible to skip forward to the next message by dialing ‘6’ or back to the previous message by dialling ‘4’.
Once you have heard each message you can select one of the following options or dial ‘6’ to skip to the next message:
‘3’ Advanced Options - this includes the option to hear the time the message was left and the caller’s number
‘5’ Repeat message
‘7’ Delete message
‘8’ Forward message to another user - you will be asked for the extension number to send the message to
‘9’ Save message
To hear messages that you have already listened to, first access your mailbox. If you have new messages the system will announce this. At the prompt select ‘2’ to change folders then select ‘1’ for old messages.
If you have no new messages, the system may prompt you to push ‘1’ for old message. This is quicker than changing folders using the method above.
Press the physical envelope looking button on your phone then dial ‘0’ at the prompt for mailbox options.
You can then choose to record greetings as follows:
‘1’ Unavailable message (used when the extension is not answered)
‘2’ Busy message (used when the extension is on another call)
‘3’ To record your name (used within pre-recorded greetings)
‘4’ Temporary greeting – You can override the other greetings with a temporary option. This might be useful if you are on holiday or away for an extended period. Don’t forget to return to this menu to disable it after use though!
It can be difficult to know what to say in your voicemail recording. Here are some of our suggestions.
You have reached the voicemail box of ___________. I’m sorry I’m not available to talk right now, but if you leave a message, I’ll get back to you as soon as possible.
You’ve reached ___________ at Home Instead Senior Care. I’m unavailable to take your call now. Please leave a message at the tone. Thanks.
This is _______________ and you’ve reached my voice mail since I am presently unavailable. Sorry about that. Please leave a message at the tone and I’ll get back with you.
Hi. This is _____________. I’m unavailable to take your call at the moment. Please leave me a message at the tone so I can get back with you.
“You have reached the voicemail box of ___________. I’m sorry I’m on the phone right now, but if you leave a message, I’ll get back to you as soon as possible.
You’ve reached ___________ at Home Instead Senior Care. I’m on the phone and can’t take your call now. Please leave a message at the tone. Thanks.
This is _______________ and you’ve reached my voice mail since I on the phone at the moment. Sorry about that. Please leave a message at the tone and I’ll get back with you.
“[Your name]”
Thank you for calling ___________, I’m currently on vacation until ___________, please leave your message and I will get back with you as soon as possible. If your message cannot wait until my return, please call back and explain your situation to the person that answers, and they will be able to help you.