How to use unified messaging voicemail

Set up and access voicemail mailbox

Set up your mailbox

To set up your voicemail mailbox, follow these steps:

  1. Dial 43333 or press the MSGS button (identified by an envelope symbol on some telephone models). The system will say "Welcome, you are connected to Imperial College's Unified Messaging System. Please enter your PIN, then the # key or, if this is not your extension, press the * key ".
  2. Enter the PIN provided in the email you received from Microsoft Exchange and press the # key. The system will say "Your administrator has given you a temporary PIN. Let's replace your PIN. To change your PIN, press 1."
  3. Press 1 and enter a new 6 digit PIN, followed by the # key.
  4. Re-enter your new 6 digit PIN, followed by the # key when prompted. You have changed your PIN.
  5. Press 1 to change the name for your voicemail mailbox.
  6. Wait for the tone and then say your name and your department. Press the # key. The system will play back the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
  7. Press 1 to accept your recording once you are happy with it. You have changed the name on your voicemail mailbox.
  8. Press 1 to record a personal greeting. A personal greeting is played to callers when you are on another call or there is no answer.
  9. Wait until you hear the tone and then begin your recording. Press the # key when you are finished. The system will play you the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
  10. Press 1 to accept your recording once you are happy with it. You have added a personal greeting.
  11. Replace the receiver. You have set up your voicemail mailbox.

Message notifications

Now that you have set up your voice mailbox, whenever someone leaves you a voicemail you will receive an email notification. The email will usually have the name or number of the person who left the message in the From field and will have a subject of "Voice Mail from…“.

Access your voicemail mailbox

To access your voicemail mailbox, follow these steps:

From a College Cisco IP telephone
    1. Dial 43333 or press the MSGS button.
    2. Wait for the prompt and then enter your PIN and press the # key.
    3. Say "Voicemail".
        From a non-Cisco College telephone
        1. Dial 43333.
        2. Wait for the prompt and then enter your 5 digit College extension number.
        3. Wait for the prompt and then enter your PIN and press the # key.
        4. Say "Voicemail".
        From an external telephone or mobile
        1. Dial +44(0)207 594 3333.
        2. Wait for the prompt and then enter your 5 digit College extension number.
        3. Wait for the prompt and then enter your PIN and press the # key.
        4. Say "Voicemail".

        Listen to your messages

        To listen to and manage your messages in your voicemail mailbox, you need to either login to your College email or access the voicemail system via a telephone.

        There are three ways you can listen to your messages:

        • by clicking the Play button in the email notification. This will play your message through your PC speakers or headphones, if they are connected;
        • via your telephone by clicking on Play on Phone;
        • by dialling into the system and entering your PIN.

        Play the message over your computer speakers or headphones

        When you open the email you will see a series of buttons at the top of the screen. To listen to the message, simply press the Play button. Fast-forward, rewind, pause and stop the message as it's playing by using the buttons.

        Play the message on your telephone

        To play the message on a College telephone, follow these steps:

        1. Click on the Play on Phone button in the top right hand side of the message.
        2. Enter the 5 digit College extension number of the telephone on which you would like to play the message. After entering the extension number, the telephone in question will ring.
        3. Pick up the receiver and listen to the message.

        Play the message by dialling into the system

        To play the message by dialling into the system, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key. The system will then say “You have X new voice message and X new email message. Main menu to listen to your voicemail messages say voicemail or press 1”.
        3. Say "Voicemail" or press 1.
        Note

        If you read the email, it will not show up as a New voicemail when you access the voicemail system. It will have become a saved voicemail. If you change the email notification of a voicemail to unread, it will become a New voicemail again.

        Commands to use when listening to messages

        FunctionTouchtoneVoice command
          Pause   2   Say "Pause"
          Next message   #   Say "Next message"
          Rewind   1   Say "Rewind"
          Delete   7   Say "Delete"
          Restore or un-delete   *7   Say "Restore message now"
          More options   0   Say "More options"
        Summary of the table's contents

        Edit your greeting

        Record your personal greeting

        To record your personal greeting, follow these steps:

        1. Dial 43333 or press the MSGS button 
        2. Enter your PIN follow by the # key .
        3. Press 6 for personal options.
        4. Press 2 to record your greetings.
        5. Press 1 to record your personal greeting.
        6. Press 1 again.
        7. Wait until you hear the tone and then begin your recording.
        8. Press the # key when you are finished. The system will play you the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
        9. Press 1 to accept your recording once you are happy with it.
        10. Replace the receiver.

        Change your personal greeting

        To change your personal greeting, follow these steps:

        1. Dial 43333 or press the MSGS button. 
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 2 to record your greetings.
        5. Press 1 to record your personal greeting. The system will play your current recording to you and then give you the following options: To AcceptRe-recordUse the default Outlook Access Greeting, or Cancel.
        6. Press 2 to re-record.
        7. Wait for the tone and then begin your recording.
        8. Press the # key when you are finished. The system will play the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
        9. Press 1 to accept your recording once you are happy with it.
        10. Replace the receiver.

        Enable the default out of office greeting

        To enable the default out of office greeting, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 1 to enable the out of office greeting. The system will say "Your telephone out of office greeting has been turned on. The out of office greeting is played to callers who request to leave you a message when your Out of Office status is turned on. If you do not record a greeting, the standard greeting is played. To record your greeting, press 1 or press the * key to cancel."
        5. Replace the receiver.
        Note

        If you press the * key in step 4, the system will then ask if you want to start sending out of office reply emails. If you do, press 1, otherwise press the * key.

        Record and enable your personalised out of office greeting

        To record and enable your personalised out of office greeting, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 1 to enable the out of office greeting. The system will say "Your telephone out of office greeting has been turned on. The out of office greeting is played to callers who request to leave you a message when your out of office status is turned on. If you do not record a greeting, the standard greeting is played. To record your greeting, press 1 or press the * key to cancel."
        5. Press 1.
        6. Wait for the tone and then begin your recording.
        7. Press the # key when you are finished. The system will play the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
        8. Press 1 to accept your recording once you are happy with it.
        9. Replace the receiver.
        Note

        If you press the star key (*) in step 4, the system will then ask if you want to start sending Out of Office reply emails. If you do, press 1, otherwise press the star key (*).

        Change your personalised out of office greeting

        To change your personalised out of office greeting, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key .
        3. Press 6 for personal options.
        4. Press 1 to enable the out of office greeting. Your current out of office greeting will be played to you.
        5. Press 2 to re-record your greeting.
        6. Wait for the tone and then begin your recording.
        7. Press the # key when you are finished. The system will play the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
        8. Press 1 to accept your recording once you are happy with it. The system will ask you if you want to start sending out of office reply emails.
        9. Press 1 if you want to start sending out of office reply emails or press the * key if you do not.
        10. Replace the receiver.

        Deactivate your out of office greeting

        To deactivate your out of office greeting, follow these steps:

        1. Access your voicemail mailbox. The system will remind you that your out of office greeting is on.
        2. Press 7 to deactivate the out of office greeting.
        3. Replace the receiver.

        Change your interface (touchtone, voice commands)

        Permanently change your interface to touchtone

        To change your interface to touchtone permanently, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 4.
        5. Replace the receiver.

        Temporarily change your interface to touchtone

        To change your interface to touchtone temporarily, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press and the system will prompt you to press 0 again.
        4. Press 0. The system will now give you the main menu options.
        5. Press the relevant key for the change your interface to touchtone temporarily option.

        Change your interface back to voice commands permanently

        To change your interface back to voice commands permanently, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 4.
        5. Replace the receiver.

        Change your mailbox name

        To change your voicemail mailbox name, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 2 to record your greetings.
        5. Press 3 to record your name. The system will play your current recording to you and then give you the following options: To AcceptRe-recordUse the default Outlook Access Greeting, or Cancel.
        6. Press 2 to re-record.
        7. Wait for the tone and then begin your recording. We recommend that you say your name, followed by your department.
        8. Press the # key when you are finished. The system will play the recording you just made and give you the following options: To AcceptRe-record, or Cancel and Use the default Outlook Access Greeting.
        9. Press 1 to accept your recording once you are happy with it.
        10. Replace the receiver.

        Reset or change your PIN

        Reset your Microsoft EUM PIN

        To reset your PIN, follow these steps:

        Outlook 2013 and 2010
        1. Click on File.
        2. Select the Manage Voice Mail button. The system will open your default web browser and load up the Office 365 login page, which will require you to login.
        3. Login using your College username (username@ic.ac.uk) and password.
        4. In the left-hand panel click on Reset PIN.
        5. Click on Reset my voice mail PIN
        6. Confirm by clicking Yes. The system will email you a new temporary PIN which you will need to change next time you access your voicemail mailbox.

        Office 365 web access

        1. Go to https://www.imperial.ac.uk/office365
        2. Login using your College username (username@ic.ac.uk) and password.
        3. Click on the gear icon on the top right and then type Options in the search field. This will bring up a selection, choose Voice mail.
        4. In the left-hand panel click on General then Voice mail and Reset PIN.
        5. Click Reset my voice mail PIN and then Yes to confirm.
        6. Select Reset my voice mail PIN... The system will email you a new temporary PIN which you will need to change next time you access your voicemail mailbox.
        7. Save and logout.

        Change your Exchange Unified Messaging PIN

        To change your PIN, follow these steps:

        1. Dial 43333 or press the MSGS button.
        2. Enter your PIN follow by the # key.
        3. Press 6 for personal options.
        4. Press 3 to change your PIN.
        5. Enter your new 6 digit PIN followed by the # key.
        6. Replace the receiver.

        Stop missed call emails

        To stop missed call emails, follow these steps:

        Outlook 2013 and 2010

        1. Click on File. Select the Manage Voice Mail button. The system will open your default web browser and load up the Office 365 login page, which will require you to login.
        2. Login using your College username (username@ic.ac.uk) and password.
        3. In the left-hand panel under Voice mail click on Notifications
        4. Untick the box that says “Send an email message to my inbox when I miss a phone call”.
        5. Click Save.

        Office 365 web access

        1. Go to https://www.imperial.ac.uk/office365
        2. Login using your College username (username@ic.ac.uk) and password.
        3. Click on the “gear” icon on the top right and select Options from the drop-down list.
        4. Click on General then Voice mail and Notifications.
        5. Untick the box that says “Send an email message to my inbox when I miss a phone call”.
        6. Click Save.


        Divert calls to voicemail and remove divert

        Divert calls

        To divert your calls to voicemail straight away, follow these steps:

        Cisco IP 7906 or 7911

        1. Press the More soft-key on your telephone.
        2. Press CFwdALL.
        3. Enter the number 43333.

        Cisco IP 7945, 7965 or 7975

        1. Press CFwdALL.
        2. Enter the number 43333 or press the Messages button 

        Cisco IP 6941 or 6961

        1. Press the Fwd All soft-key.
        2. Enter the number 43333 or press the Voicemail button (it has an envelope on it).

        Remove divert

        To remove the divert directing all calls to your voicemail, follow these steps:

        Cisco IP 7906 or 7911

        1. Press the More soft-key on your telephone.
        2. Press CFwdALL.

        Cisco IP 7945, 7965 or 7975

        1. Press CFwdALL.

        Cisco IP 6941 or 6961

        1. Press the Fwd OFF softkey.

        Transfer a caller to a colleague's voicemail directly

        To transfer a caller to a colleague's voicemail directly, follow these steps:

        1. Press the Transfer button on your telephone. The call will go on hold and the caller will hear music.
        2. Dial 42424. The system will say "You are connected to Imperial College's Unified Messaging Auto Attendant. Enter the extension of the person you are calling."
        3. Wait to be prompted and then enter the extension number of the colleague the caller would like to leave a message for. The system will say "Connecting you to <colleague's name>. To leave a message instead, press the # key.
        4. Press the # key on your telephone. You can press this key as soon as the system starts to say your colleague's name. If the # key is not pressed, it will ring the person's telephone instead of transferring you to the person's voicemail.
        5. Press the Transfer soft-key or the Transfer button to complete the transfer.