Voice Communications

What is Voicemail ?

Voicemail is a centralised recording facility that allows you to access voice messages that may have been left when you were unavailable to take phone calls personally. Voicemail is available from every University telephone extension at a cost of $1.00 per month and can be set up once your School / Department Head grants approval. To apply for voicemail please speak to the voicemail contact in your area.

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Advantages of Voicemail

Voicemail enables users to retrieve, send and manage voice messages 24 hours a day, 7 days a week from any tone dial telephone in the world.
Voicemail can store an unlimited number of voice messages for up to 14 days.
Voicemail records messages of up to 5 minutes in length.
Voicemail does not require any extra equipment or phone lines.
Incoming calls can be diverted to voicemail :
o on ‘No Answer’
o on ‘Busy’
o on both ‘No Answer’ and ‘Busy’
o immediately (without ringing)
Several extensions may share one voice mailbox.
Several voice mailboxes may share one extension.

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How to Set Up a Voice Mailbox

Step 1 : Handset

The setup of your voice mailbox depends on the type of handset you have:

From an analogue, cordless or digital handset on the Ericsson PABX, dial 6100.
From a Cisco IP phone, press the Messages button.
If you are prompted for your Mailbox Number, there is no mailbox in existence for your extension. If you are prompted for your Security Code, the mailbox exists but may be one left by a previous user and you probably won't have the correct Security Code. In either case, contact Communications to have your mailbox created or reset, as appropriate.

If ringing from outside the University you will be prompted for your Mailbox Number then your Security Code. Your mailbox number is your four-digit extension number.

Step 2 : Security Code

When prompted, enter 0000, the default security code for a new mailbox. If the code is not accepted please contact Voice Communications staff on 6191.
Enter a new security code of your choice (between 4-15 digits) and verify it when prompted.

Step 3 : Greeting

When prompted, record your name. This does not form part of your voicemail greeting. (It is heard by the sender when posting a message direct to another mailbox and confirms that the message will be delivered to the intended recipient).
Record your voicemail greeting using the same style that you would for an answering machine.
Your greeting can be changed at any time to inform callers when you will be out of the office etc. Access voicemail (call 6100 or press the Messages button) and press 3132 to change your greeting.

Step 4 : Logout

Press * * * * to logout of your Voice mailbox and then go to final step :

Step 5 : Diversions

Even though your Voice mailbox setup is complete, your missed phone calls still need to somehow divert to Voicemail and there are three options, outlined in the table below :

Voice Mail Box Set up Options
Type of Diversion Characteristics Comment

'No Answer' (NAN)

Diverts to Voicemail after 5 rings at your extension.

The most popular option.

'No Answer and Busy'
(NAN & BSY)

Picks up messages when you are on the phone or away from the phone.

Disadvantage in that call-back cannot be used.

'Follow Me' (FME)

Diverts immediately to voicemail.

Useful to override your normal 'No Answer' diversion.

The NAN and NAN & BSY options can only be programmed by Voice Communications staff. Email your choice to communications@utas.edu.au and it will be programmed by the end of the same working day.
You can program the FME option yourself from an extension on the Ericsson PABX. Key in *21*6100# and hangup. All calls to your extension will divert immediately to voicemail. Your phone will not ring, nor will it pling (audible Message Wait Indication). To cancel the diversion, key in #21# and hangup.
If you have a Cisco IP phone press the CFwdAll button and then the Messages button. Press CFwdAll to cancel the FME diversion.

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Message Indication & Retrieval

From Your Own Extension

Analogue phones:
Analogue phones (e.g. Ericsson handsets with an R button) will give off a short, sharp 'pling' every 5 minutes when you have voice mail waiting. If an immediate diversion such as 'Follow Me' is in force, the pling is suppressed. The pling can be turned off permanently by Voice Communications staff.

11-Sep-2006, enter your security code.

Digital phones:
Your digital phone can be programmed to give off a 'pling' when a message is waiting. Alternatively, the Message Wait button will flash. Digital handsets with a display window will also exhibit Message Waiting text.

To listen to your message(s) press the Message Wait button (if activated). Otherwise dial 6100, enter your security code and follow the prompts.

IP phones:
When there is voice mail waiting on your Cisco IP phone the red indicator on the hand piece will light up. 7940 and 7960 Series Cisco IP phones will also display a flashing message icon next to the line button.

To listen to your message(s) press the Messages button, enter your security code and follow the prompts.

From Another Extension within the University

Access voicemail following the instructions above, then press *#.

From Outside the University

If you have an Ericsson extension, use one of the regional access numbers listed below :

6226 6100 Hobart and surrounding areas

6324 6100 Launceston and surrounding areas

6430 6100 Burnie and surrounding areas

If you have a Cisco phone, call 6226 6300 or 6335 4390.

Press # to bypass the welcome message and receive the mailbox prompt immediately.

Enter your mailbox (extension) number.
Follow the prompts.
NOTE: Voicemail messages resulting from calls to your extension will only be delivered to your mailbox, regardless of any diversions in place.

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