How To: Avaya IP Office Training Video – Visual Voicemail & Voicemail Setup

Today we are going to show you how to set up your voicemail for the first time using Avaya embedded voicemail running in IP Office mode.

How to: Set up your voicemail

To setup your voicemail simply press the message key and you will then be presented with: listen, message, greeting, password, etc. To set up your greeting simply arrow down to greeting. Either press the corresponding button, or you can hit select, or ok. At this time you will be prompted on one of the soft buttons with either record, or listen to what it is today. To simply record your message, lift the handset for better voice quality, press record. As soon as you press record, we will start recording. Record your message and you will be present with the button to press stop. At this point you will be presented to listen to your message. If you like it, you must hit the submit button in order for the message to be saved.

How to: Set up your name

We will now show you how to set up your name, in embedded voicemail for Avaya IP Office. Your name will allow you to become part of the dial by name directory as well as present itself on messages delivered to other users in the system. To record your name follow the following steps:

1.  press *17 to get into your voicemail.
2. Once you are in your voicemail, press *05
3. You will be prompted to change the recording by pressing 2
4. After you have recorded your name you can save by pressing 2 or rerecording by pressing 3
5. Once complete, you can hang up.

Reminder: for best voice quality, lift the handset instead of using the speaker phone when recording your name.

How to: change your password

We will now show you how to change your passcode on embedded voicemail for Avaya IP Office. To change your passcode:

1. Press your message key and arrow down to the line that indicates password or passcode
2. Press select, ok, or corresponding button
3. You will now be prompted to enter your passcode
   1. NOTE: Passcode cannot be your extension, consecutive digits (i.e. 1111), or descending or ascending digits (i.e. 1234)
   2. Press save when complete

You can now enter your mailbox remotely outside of the office.

How to: Retrieve Visual Voicemail Messages from your inbox

We will now go through the steps of using Avaya embedded voicemail and what we call visual voicemail to retrieve messages that have been left on your voice mailbox. When you have a message the red message waiting indicator will be lit up as well as the message key or the history button. To retrieve your message:

1. Press the message key
2. To play your new message press okay/select
   1. This shows your caller id information, the date and timestamp of the message
   2.  To play, the soft button changes to the play button
      1. Other soft-key options include: call back, delete, save, or copy.
      2. You are able to pause the message and reverse by pressing the left arrow or fast forward by using the right arrow.
      3. To delete the message, press the more key (soft-key), and you will see the delete key appear on the screen.
      4. If you save the message, the saved messages light would be lit up with a 1 on the screen, if you listened to it and did not delete it 1 message would be added to the old messages section.
         1. NOTE: Messages you have listened to and not deleted will self-delete after 24 hours or the next system reboot.

How to: Send a Copy of a Voicemail to Another User on the System

We will now show you how to send a copy of a voicemail to another user in the system within Avaya embedded voicemail for Avaya IP Office.

1. To access your voicemail, press the highlighted message key
2. After you have found the message you would like to send to another user select the message.
3. Press the more key and the soft-key “copy” will appear
4. After selecting copy, your soft-keys will change to “record” and “send to”
   1. If you would like to record an introduction to this message, simply press record and speak, press stop when finished.
   2. Now select “send to” soft-key and enter the users extension or look them up on the directory.
   3. Once you have the desired user, select “add” and then select “send” to send them the message.
   4. The message has been sent to the desired user.

For more Avaya IP Office tutorials visit our YouTube page. Click here to connect with Chris Skordahl who walked you through this tutorial. For more information and updates on how KAISERComm can help your business, follow us on Facebook, and Twitter at @KAISERComm.