Voice Mail, Telephone, Telephone Web Interface & Misc
Sandy Tynan
Telecommunications
Smith 107
Extension 2899
Voice Mail Features
How do I access my voicemail from another phone?
Dial extension 3000. From outside WHOI dial 508-289-3000
What is my voicemail password?
The default password is the same as your extension number, please change it.
How do I record my unavailable or temporary greeting?
Log in to your mailbox with your user name and password
Press 0 for mailbox options
Press 1 to record your unavailable message or 4 to record your temporary greeting
Follow the voice prompts. When done press the star * key and the # key to exit and disconnect.
How do I delete my temporary greeting?
Log on to your voicemail box
Press "0" for Mailbox Options.
Press "4" to select temporary greeting.
Press "2" to select erase temporary greeting
Why are callers still hearing the standard voicemail canned greeting when I have recorded my unavailable greeting?
Log in and delete your temporary greeting even is you did not make one. One could have pressed this option but not made a greeting. By selecting this option and not recording a greeting the canned greeting is played, as this greeting takes precedence over your unavailable greeting.
How can I skip the greeting and leave a message?
Press the # key and start talking immediately (there is a short tone but it is often not heard, so start talking as soon as you hit the # key).
How can I skip the voicemail header and advance to the message?
Press the 1, the header (name, ext, #, date and time of the call) will be skipped and the message plays immediately.
How can I skip forward or backward through voicemail messages?
Pressing the * will rewind backwards by 3 seconds and # will skip forward 3 seconds. Multiple presses will jump you multiple times. Warning if you jump ahead to many times you may get disconnect, as the # is also a command for hang-up.
How can I stop the beeping on my phone? Turn of the message waiting Beep
Select the Menu button on the phone, arrow down to Preferences, press the check mark to select it, arrow down to the MWI (Message Waiting) Notifications, press the check mark to select it. There are three options: silent, beep or reminder. Press the arrows to left or right to select the option, press the check mark to select the option, press the X mark two times to back out to the menu options.
How do you get a call to be answered by voice mail before 10-12 rings?
(The ip ring cycle is shorter so you hear 10-12 rings but the caller only hears 4-5 rings)
Press the X button to silence the phone while it is ringing and send the call directly to voicemail.
I have a message waiting light but there is no message to play?
The caller has hung up without leaving a message, use 7 to delete the header and 6 to go to the next message.
Can I use the Broadcast Message Feature? (Send the same message to a Distribution List of multiply users)?
Not available at this time.
Is there an Express Message 6600 feature on the VoIP voicemail system?
Yes, there is. You must first log in to your mailbox and can only send to one user at a time.
Log into your mailbox
At the menu greeting press 3 for advance options
Follow the prompts
Press 5, at the “press 5 to leave a message" prompt”
At the extension prompt - Dial in the ext. number you want to send the message to
At the prompt, "Please leave a message at the tone when done hang up or press # key to stay logged in to your mailbox"
Record your message at the tone and follow the prompts to hang up or select another feature.
How to access old messages without listening to new messages, exiting and re-entering messages feature?
Log on to Voice Mail by pushing the Messages line or dialing 3000.
Press your extension number and password.
Press 2 to change folders.
Press 1 for the old messages folder.
Press1 to play old messages
Press 7 to delete
Press 6 to advance to next message
Press the # key to log off
How do I access old messages after listening to new messages without exiting
and logging back on?
Log on to Voice Mail by pushing the Messages line or dialing 3000.
Enter your extension number and password.
Press 1 for new messages.
At any time while Listen to new messages you can change folders by pressing 2.
Press 2 to change folders
Press 1 for old messages
Press 1 again for old messages
Press 6 to go to next message
Press 7 to delete message
To advance and delete old messages with out listening to them rapidly
Press 76,76, and keep pressing 76 until you get to the end.
Press the # key to log off
I understand that the voicemail system is limited to 99 messages per mailbox. What happens when that limit is reached?
Once the limit of 99 voicemail messages stored for your mailbox is reached, a caller reaching your voicemail will hear a message indicating that the mailbox is full and cannot store any new messages. The caller will be unable to leave a message for you.
Which voicemail greeting is played if I have activated DND (do not disturb)?
The message you recorded for the unavailable greeting is played to the caller reaching your phone with DND active.
Which voicemail greeting is played if I press the X key when my phone is ringing?
The message you recorded for the unavailable greeting is played to the caller if you press the X key while the phone is ringing.
Why do my voicemail messages get cut off when I use the playback of messages via Email? The problem that some people have reported with voicemail messages seemingly being prematurely truncated is occurring during the playback of messages sent via the Email notification. This is happening at the local computer playing the message and is not a problem with the new voicemail system or in the delivery of the message over the Email system. Some older computers may have hardware limitations that make it difficult to playback the message, but in most cases the problem is in the software configured to play the sound file.
The message file sent to you via Email is a copy of the voicemail message sound file that is stored on the voicemail system. If it plays correctly on your phone, then your computer will play correctly on your computer unless the sound playback program being used is causing problems. You can listen to the message as it is stored on the voicemail system from any phone, not just VoIP phones. Just call into the system at 508-289-3000 and enter your extension # voicemail password #
There are many different applications on most people's computers that may try to playback the voicemail sound file, a .WAV sent as an attachment in the Email message. Some programs don't work as well as others and some may also cutoff the playback when they try prompting you to do an upgrade. Your Email client will try to invoke one of these depending upon how it and/or the operating is configured.
For Windows users, the best application to use for playing the voicemail messages is Windows Media Player version 10 (version 9 will work, I'm not 100% certain about earlier versions). If another application is being used, I suggest changing over to Windows Media Player and give detailed instructions for doing this at the end of this message. If you are using a different application and never experience any playback problems you can leave it as is if you prefer.
For Mac users if you are running MacOS X and the standard Email client you should be OK.
If you are having problems with the playback of voicemail messages and this document does not help, please send a response of voip-operators@whoi.edu with as much specific information as you so we can further diagnose the problem.
What are some of the delivery options for Voicemail?
1. Voicemail via your telephone and in your email.
The default option is delivery in both locations, and must be deleted in both locations as they are stored on two different servers.
2. Voice Mail via your telephone only.
3. Voice Mail via Email only. If this option is chosen you can no longer retrieve voicemail messages via the telephone.
Phone FeaturesWhy does my phone only dial letters?
Pick up phone, select button under the 123 or abc on the telephone display and push it until ABC is selected, showing Capital ABC with the numbers 123 above it. (The other options are for dialing in name and ip address)
How can I stop my phone from beeping when I am on a call?
Select Menu button on your phone.
Arrow down using the buttons under the arrows on the display or use the arrows on the silver. navigation key to the Phone Behaviour option.
Select Phone Behaviour by pushing the check mark next to the silver navigation key or with the buttons under the check mark on the display.
Arrow down to Call Waiting option.
Select Call waiting by pushing the check.
Push the buttons under the left or right arrows on the display to select option desired.
Options = On, Off, Visual Only, Ringer.
- Ringer and On = Gives a beep in your ear and visual display with calling line ID if available on the display and a flashing lite by the next next available key.
- Off = Sends call to voicemail on the first ring when you are on the line wilth no okption to answer the call.
Press the X mark button next to the silver navigation key three times to back out to the Menu options.
How many parties can I have using the conference feature?
Only three.
How can I make a conference call?
There are two options:
1. Three party conference
After the phone is connected with two calls: one on hold and one active, PLUS you, you can connect all three phones in a conference by pressing the conference button or the key under the display icon
2. MeetMe Conference feature Can also be used from a Nortel phone.
Assign a 6-digit conference number
Please use your two-digit department number plus your four-digit telephone extension number.
Send the conference number to your attendees along with the MeetMe number 508-289-3192 or ext 3192 for internal attendees. When attendees dial the MeetMe number 508-289-3192 they will be requested to enter a number for the conference they want to attend.
How do I change the ring tone? Select the menu button, arrow down to “Line”. Select Line option by pressing the check mark, arrow down to the “Ring Tone”, press the check mark, select the line for which you wish to change the ring tone, use the up/down arrows to play the different rings, press the check mark to select desired ring, press the X button twice to exit out of the menu options. There is also the selection for silence for users with multiple lines on their phone
When someone calls me, my phone does not ring.
Look at the display and make sure that DND is not active.
How do I answer a 2nd call when on a call, without losing either call?
Put the first call on Hold and answer the second one.
Why does my phone ring 10-11 rings before it goes to voicemail?
The ip phone ring cycle is shorter than other phones; the caller only hears the standard 4-5 rings.
To send a call immediately to voicemail and stop the ringing, press the X button.
How can my coworker pick up his line and get the call that I just answered on my phone on his extension number? When I place the call on hold it does not light the line on his phone.
The call is now yours; you must transfer it back to his phone.
Push transfer key and dial his extension number, push the check mark to complete the transfer back to his phone.
How can I access my web phone interface?
To access your web page first locate your ip address and the last four digits of the phones MAC address for the password
· Push the ? Help button, this will give you the ip and MAC address.
· Bring up a browser and type in the ip address of your phone.
· At the login prompt use the last four digits of the MAC address for both your user name and password.
· See all the features you can change via your web phone
· Scroll down to the end of the page on the left for the Snom 360 manual; you will need Acrobat to open it.
What can be done via my web phone interface?
Set up speed dial numbers
Set of address book; allows you to select caller and dial from PC or phone.
The 9 or 91 must be in the dial sequence, no spaces or - dashes for speed dial and address book numbers.
To access your web page first locate your ip address and the last four digits of the phones MAC address for the password
- Push the ? Help button, this will give you the ip and MAC address.
- Bring up a browser and type in the ip address of your phone.
- At the login prompt use the last four digits of the MAC address for both your user name and password.
- See all the features you can change via your webphone
- Scroll down to the end of the page on the left for the Snom 360 manual, you will need Acrobat to open it..
Will my phone work if the internet is down?
Will my phone work if the Internet is down?
Yes, except in some rare outages, it will
depend on which part of the Internet is down:
1. WHOI has redundant servers and multiple paths. If parts of the internal
network (within WHOI) are having a problem no phone on that portion will
work. Example Redfield 1st floor switch may be down, so Redfield
1sts floor phones will not work.
2. If the outage is external from our ISP provider YES you
will have phone service. All of our telephone calls go out via Verizon T-1
lines, not over our ISP with the exception of MIT calls using the access
code 88+3+XXXX.
Where can I find my phones user manual? Go to the web interface for our phone and click on Manual in the left column.
How can I access my web phone interface?
To access your web page first locate your ip address and the last four digits of the phones MAC address for the password
· Push the ? Help button, this will give you the ip and MAC address.
· Bring up a browser and type in the ip address of your phone.
· At the login prompt use the last four digits of the MAC address for both your user name and password.
· See all the features you can change via your web phone
· Scroll down to the end of the page on the left for the Snom 360 manual; you will need Acrobat to open it.
What will happen to all the FAX machines? They will remain as is for now. Once we bring on line the analog channel bank all the FAX lines will be moved over. The change will be transparent to the users.
Will my phone work is there is no power? Yes, all the network ports used for phones will have power over Ethernet. All the network closets have UPS’s that have been resized to last several hours and in the major buildings that have generators the closet have been put on the generators.