CALL EXPRESS VOICE MAIL

CallXpress is an advanced voice mail system that answers your calls when you can’t. Your personalized greetings can let callers know if you’re on another call, away from your desk or out of the office. It also offers your callers the option to press 0, to be transferred to the department secretary, University switchboard, or anyone else that you like to define as your answering point.

Easily access messages while you are at home or on the road, and never miss another urgent call or message, no matter where you are. With Message Notification, when a message is received, an alert can be sent right to your pager, telephone, mobile or SMS-capable device. Choose how and when you’d like to be notified.  Access messages or change greetings from anywhere in the world.

For questions about any of the services listed, call the system administrator at ext.  (or 216-397-4664), or email your questions to the System Administrator (choose this link to send an email now).  

ACCESSING YOUR VOICE MAILBOX    

• From your desk telephone,  dial extension 7000.  
• From another phone on campus, dial extension 7999, wait for greeting, press #, then your mailbox number XXXX.
• From a mobile or home telephone,   dial (216) 397-6200, wait for greeting, press #, then your mailbox number XXXX.  Note: You can contact the system administrator to have your cell and/or home phone number added as an Alternate Extension, in order to simplify access while away from campus.

VOICE MAIL FEATURES

 Press  to listen to  new messages or

Press  to listen to saved messages

Note: To delete a message, press 4 at any point while listening.

SENDING MESSAGES

• Press  to record and send a message to another on campus mailbox user
• Enter the mailbox number (XXXX) of the recipient, or press # to dial by name
• Press  to begin recording the message, then press  to stop recording.   You will then receive a set of options before finally sending your message.  Follow the prompts.

PHONE MANAGER OPTIONS

Access your mailbox

Press  to access Phone Manager. 

In phone manager you can access your personal options in order to change your security code, name recording, or greetings. You can also access messaging options in order to change your message envelope (caller information that is played before your message play) settings.  

• Press  to select Personal Options, then
• Press 3 1 to change your busy greeting (you may need to request this feature)
• Press 3 2 to change your standard greeting
• Press 3 3 to change your out of office greeting the message
• Press 4 to change your security code
• Press 5 to change your name recording

OR

• Press  to select Messaging Options, then
• Press  to change message envelope settings
• Press 1 to hear envelope information before messages
• Press 2 to hear envelope information after messages
• Press 9 to hear envelope information only on request.  Note: If you have turned off envelope information, you can request it at any point while listening to a message by pressing, * *.

  For more detailed information in regard to the features mentioned, plus many more, choose this link to access the Voice Mail User's Guide.  You can download a copy to your computer if you choose.

 

 How do I initially set up my voice mail?

Typically, you will dial ext. 7000, then, enter the (temporary) security code. At this point, the system tutorial will step you through the setup process by asking you to set a new security code, record your name, then record your personal greeting. Contact the system administrator listed at the top of this page to receive your temporary security code.

I’m having trouble accessing my voice mail.  

If you hear the message: “Invalid entry, if you need assistance, please contact your system administrator”, it means that your voice mail account has been locked out due to bad security code attempts. Contact the administrator per instructions at the top of this page.

I will be away from campus for a period of time.  How do I set my “out of office” greeting?

Choose this link to open and/or download the document: Out of Office Greeting Document

How do I send the same message to multiple recipients?

Contact the system administrator and request access to a “distribution list”.  You can request a personal list, or a department list.

If I delete a message by accident, is there a way to recover it?

As long as you don’t disconnect (hang up) from the current voice mail session in which you deleted the message, you can recover that same message.  Once you log out, the message will be lost. Refer to the Voice Mail Users Guide, then refer to the “Recovering Deleted Messages” section.

My messages are playing back too quickly (or too slowly). How do I correct this?

Choose this link to open and/or download the document: Message Playback Speed

While I am listening to my messages, is there a way to skip to the next message without having to listen to the entire, current message?

Yes.  While listening to a message, press 7 to skip to the next message. Continue pressing 7 until you find the message you are looking for. The message you skipped through will stay in it’s present state, and you can listen to it later.

While listening to a message, is there a way to rewind or fast forward a few seconds, pause the message, or listen to the message from the beginning?

REWIND or FORWARD– While listening to a message, press 3 to rewind (5 seconds), or 9 to forward (5 seconds).

PAUSE a MESSAGE- If someone steps into the office unexpectedly, while listening to a message, press 1 to pause the message. Press 1 to resume the message where you left off.

REPEAT a MESSAGE– If you are already listening to a message and you would like to listen to the message from the beginning, press 6. The message will start again from the beginning, this time however, without the caller information.

Note: When repeating a message, you can always recall the envelope (caller) information by pressing * *, at any time during a message.

   Helpful Hints:

 Bypass Greeting

When your call to someone’s desk phone goes unanswered, it plays the person’s voice mail greeting, beeps, then allows you to leave a message.  If you are in a hurry, and want to leave your message faster, there is a way to stop the greeting from playing, and allow you to leave your message.

1) When you hear the person’s greeting start, press 1.  The greeting will stop, the system will beep and allow you to leave your message immediately.

Dial By Name

If you don’t know the extension of someone (excluding students), you can use the Dial by Name feature to find it, and then be transferred to that extension.

1) From your office telephone, dial 7000.

2) When you are prompted to enter your security code, do not enter it but press *8.

You will be prompted to enter the first few letters of the person’s last name.

Example: S M I for Smith. If you enter 4 letters (S M I T), you will find the person you are looking for, faster.

The system will then list each person whose last name matches the letters you entered, followed by the option to press 1, 2, etc, to be transferred to them.

Once you press the appropriate option, the system will announce the name of the person, along with their extension number, and then you will be transferred to them.

Help Menu

After you have logged into your mailbox, you can access the help menu at any time, by pressing the # key. Whether you are listening to a message, making a message, or forwarding a message, if you are confused as to what your current options are, press # and a full list of the current options will be played for you.

 

Voice Mail Users Guide