How to: Voicemail

Voicemail Overview

Your voicemail can be accessed either using the telephone (dialling into the voicemail system) or via the web portal. Much of the functionality is available either via the web or over the telephone - you can choose.

Some users find the voice prompts to be confusing. This guide therefore gives you the sequence of options to enter to short cut the voice prompts. There is no need to wait for the voice prompt at each stage.

How to: Voicemail on the web

How to: Voicemail via telephone

Set your voicemail password for person phones

You will need to set a Chorus voicemail password in order to change your greeting or to access voicemail using the phone. To do this:  

1. Go to https://register.it.ox.ac.uk/self/chorus_pin.

2. Enter a six digit numerical password in the password fields (see note below).  

3. Make sure you remember the voicemail password as you will use this to listen to your voicemail messages. 

TIP: The resulting message will advise that the voicemail password will be available for use in ten minutes. If you try to use it before it is ready, you will be advised that the voicemail password is not valid, and your account will be locked after three attempts. If this happens, you can wait for 30 minutes and try again – there is no need to call the Service Desk.

Back to top

Set your voicemail password for non-person phones

If your phone is connected to a role e.g. reception or IT office and you do not have a login to the web portal for it, you will need to use this method to change the password.  

1. Go to https://voicemail.chorus.ox.ac.uk.

2. Enter your extension number (5 digits) and the pin.  If you do not know this, try the default pin before contacting the service desk by emailing chorus@it.ox.ac.uk to ask for a temporary voicemail password to be set.  Please change your temporary pin as soon as possible.

3. Browse to Personal Settings and then Voice mail system on the menu on the left.

4. Click on the Change PIN button

5. Enter your new pin into the New PIN and Confirm new PIN boxes.  Put your old PIN into the User password box.

Locate voicemail in the web portal

To navigate to the Voicemail tab in the web portal:

1. Click the icon at the top left of the screen. If you have new voicemail entries,  this will be indicated as a green number above this icon 

2. A list of your received voicemails will be shown.

Back to top

Listen to and manage messages via the web portal

1. To play back your voicemail, click the play button on the entry – this will play through the speakers of your PC / laptop, or via a headset or headphones if you are using these.

TIP: To play a voicemail through the phone rather than through the computer speakers:

1. Click on the communication options button .

2. Choose ‘Play on Phone’ from the communication options list.

Back to top

View details of callers via the web portal

You can view full contact details from the voicemail tab by clicking on the name in the entry.

Back to top

Delete/clear all entries from voicemail via the web portal

To delete a single entry from your voicemail:

1. Hover over the entry until a ‘x’ appears on the left-hand side of the entry.

2. Click on the ‘x’ to delete the entry.

To delete all voicemail:

1. Click the ‘Clear all’ button in the top-right hand corner of the Voicemail Tab

2. Confirm at the dialogue box.

Back to top

Log into the voicemail web assistant

 Browse to https://voicemail.chorus.ox.ac.uk/ and log in with your ID number and PIN.

 Your ID number is your 5 digit extension number.

 Your PIN is your Chorus voicemail password, which was set up at registration.  See instructions for how to set it here: Set your voicemail password

Back to top

Record your name via the web

What is a Personal Name Recording and what is a Personal Greeting?

1.Log in to the voicemail web assistant

2.Select ‘Personal settings’, then ‘Recordings’ from the menu.

3. Click ‘Create’

   

4. Select the radio button for ‘Personal name recording’, and then click ‘Create’.

   

5. You will be prompted for the extension number you would like the voicemail system to call in order to record your message.

     Enter the relevant number and click ‘OK’.

   

6. The system will then call the extension number (answer the call) and the screen will change to show as below. 

    Press record and say your name.  Once finished, press pause.

              You can then press play to hear your recording back.  Once you are satisfied with the recording click ‘Exit’.

 

             

         7. Next, click ‘Save’ or to delete the message and start again click ‘Discard/Delete’.

             

              The standard system voicemail greeting will now be:

    “The party you have called *your name* at extension *your extension number* cannot be reached.
      To leave a message begin speaking at the tone…”. 

              This will be superseded by the more advanced greetings if they have been set up.

Back to top

Record a personal greeting via the web

What is a Personal Name Recording and what is a Personal Greeting?

The Personal Alternate greeting is used if you want a single greeting for all scenarios (whether internal, external,
  after hours etc.) Greater flexibility can be achieved by recording the individual greeting options.

    1. Select ‘Personal settings’, then ‘Recordings’ from the menu.  Note that if you have already set your Personal name recording, it will be in the list.

    2. Click ‘Create’

   

    3. Select the radio button for ‘Personal greeting’, and select Personal Alternate from the drop down list.

       (Personal After Hours | Personal Busy | Personal Internal | Personal External | Personal Alternate), then click ‘Create’

   

             The process/screens are then the same as personal name recording, except that there is a longer duration to record
             (120 seconds as opposed to 10 seconds with the name recording).

Back to top

Record multiple personal greetings via the web

What is a Personal Name Recording and what is a Personal Greeting?

The instructions above cover how to set a single voicemail greeting. In Chorus, this is known as the ‘alternate greeting’. Some areas may want to have different greetings for different scenarios. These are known as ‘regular greetings’, and the following are available:

  • Busy – this is the greeting callers will here when the line is busy, useful to let your caller know that you are there but on the phone, as opposed to not there.
  • Internal – this is the greeting that internal callers will hear.
  • External – this is the greeting that external callers will hear.
  • Outside Hours – this is the greeting that will be heard for calls outside hours. You can set which hours are considered outside hours.

    1. Select ‘Personal settings’, then ‘Recordings’ from the menu.  Note that if you have already set your Personal name recording, it will be in the list.

    2. Click ‘Create’

   

    3. Select the radio button for ‘Personal greeting’, and select the appropriate one from the drop down list.

       (Personal After Hours | Personal Busy | Personal Internal | Personal External | Personal Alternate), then click ‘Create’

   

             The process/screens are then the same as personal name recording, except that there is a longer duration to record
             (120 seconds as opposed to 10 seconds with the name recording).

If you have chosen to set an After Hours greetings, you will need to define your out of hours periods as per the section below.

Back to top

Record Out of Office greetings via the web

An out of office voicemail greeting is similar to setting the out of office reply in Outlook – it is a personalised message informing callers that you are away and any other required details such as who to call in your absence, when you are back, etc.

The out of office voicemail greeting takes priority over all other voicemail greetings. That is, if you have a personalised alternate greeting, or have recorded different personal greetings, these will not play whilst the out of office voicemail greeting is set.

When you set the out of office voicemail greeting, you also set the expiry date. At the end of the expiry date day, the voicemail system will revert to your previous settings.

    1. Select ‘Personal settings’, then ‘Recordings’ from the menu.  Note that if you have already set your Personal name recording, it will be in the list.

    2. Click ‘Create’

   

    3. Select the radio button for ‘Out of office recording'.  If you do not see this option, click on Recordings and delete the existing out of office recording (you can only have one)

      

   

            4. You will be prompted for the extension number you would like the voicemail system to call in order to record your message.

             Enter the relevant number and click ‘OK’.

5. The system will then call the extension number (answer the call) and the screen will change to show as below. 

      Press record and say your name.  Once finished, press pause.

      You can then press play to hear your recording back.  Once you are satisfied with the recording click ‘Exit’.

    

  6. Next, click ‘Save’ or to delete the message and start again click ‘Discard/Delete’.

    

     Note that if you go back to ‘Recordings’, the ‘Out of office recording’ is now in the list. 

     You can delete this from here, then re-record another if required or download an existing recording.

     

      Now that an Out of office recording has been made, it needs to be set.

  7. Select ‘Personal settings’, then ‘Time profiles’ from the menu

  8. Set the date as the last date you will be out of the office and your out of office message will be played; this will override
      any other recorded greetings.

 9. Click on save.  (You can test by ringing your extension as this is activated immediately).

      

Back to top

Send all calls directly to voicemail on the web

You do this by setting up voicemail as a preferred device.  See the instructions here: Set up Voicemail as a Preferred Device

Back to top

Setting your voicemail time profiles

 Browse to https://voicemail.chorus.ox.ac.uk/ and log in with your ID number and PIN.

 Your ID number is your 5 digit extension number.

 Your PIN is your Chorus voicemail password, which was set up at registration.  See instructions for how to set it here: Set your voicemail password

 

Choose Time Profiles from the Personal Settings menu.

9. The Time Profiles window will appear.

Where you have recorded greetings, these will be shown as ‘Personal’ in the drop down box. In the example above, a greeting has been recorded for Internal and Busy.
Where greetings have not been recorded (in the example above, External and After-hours, the default greeting will be heard. The default greeting is “The party you have called, [Recorded Name], at extension ##### can not be reached. You may leave a message or transfer to another extension. To leave a message, begin speaking at the tone, or to transfer out of Xpressions, press 0”.

Use the check boxes against business days to specify your working days.

Change your working hours in the Business hours section if necessary.

Calls received on a day not checked as a business day, or received outside the specified business hours, will be played the After-hours message.

Click Save.

Back to top

Notification settings via the web

 All your voicemail messages are sent to your email by default. 

 If you would like notifications to SMS or to other email addresses log into the Web Assistant.

 1. Select ‘Personal settings’, then ‘Notification’ from the menu.

 2. Select ‘Create notification’.  Note that the radio buttons to enable/disable notifications are
     not active until a notification has been created.

     

  3. Fill in a name for the notification, tick ‘Voice mails’. 

      Next for SMS put <yourmobilenumber>@oxsms.co.uk (this example is regarding SMS but you could have a different email address here), e.g. myname@gmail.com

      Next select the required Time dependency, and then click ‘Save’. Click ‘Continue’ at the confirmation message that “the data has been saved”.

     

  4. Go back and select ‘Personal settings’, then ‘Notification’ from the menu. 

      The notification that was just created is now in the list (disabled).

      The Enabled/Disabled radio buttons are now active, select ‘Enabled’ and click ‘Save’.

     

 

Back to top

Setting up an announce and hang-up mailbox

Browse to https://voicemail.chorus.ox.ac.uk/ and log in with your ID number and PIN.

 Your ID number is your 5 digit extension number.

 Your PIN is your Chorus voicemail password, which was set up at registration.  See instructions for how to set it here: Set your voicemail password

 

Choose Time Profiles from the Personal Settings menu.

9. The Time Profiles window will appear.

Tick the box 'Message recording not allowed.

Click Save.

Back to top

Record your name via the telephone

What is a Personal Name Recording and what is a Personal Greeting?

The first time you access voicemail using the phone, you will be asked to record your name. This will insert your recorded name into the default voicemail greeting so that it becomes “The party you have called, [Recorded Name], at extension ##### can not be reached. You may leave a message or transfer to another extension. To leave a message, begin speaking at the tone, or to transfer out of Xpressions, press 0”. (Xpressions is the name of the Chorus voicemail system).

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your voicemail password followed by #.

3. When prompted, record your name and then enter *.

4. To replay your name, press 73.

5. If you are happy, press # to end. Otherwise, to delete & rerecord your message, press 61, and resume at step 3.

6. You can now hang up.

Back to top of page

Listen to and manage messages via the telephone

When you receive a voicemail, the red indicator on your phone will be lit and your phone will display the icon.    

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your voicemail password followed by #.

3. You will be told how many messages you have.

4. Press 3 to listen to your first message. If you have more than one message, the latest one will be played first.

TIP: You will not be able to do this if you do not have messages.

5. You can either hang up to end the call or:

a) Press 7 to replay message.

b) Press 4 to save message.

c) Press 6 to delete message.

d) Press # to respond to message. This gives further options to forward the message or call the number from which the message was left.

e) Press 2 to skip to the next message.

f) Press 5 to return to main menu.

Back to top

Record a personal greeting via the telephone

What is a Personal Name Recording and what is a Personal Greeting?

The default voicemail greeting is “The party you have called, [Recorded Name], at extension ##### can not be reached. You may leave a message or transfer to another extension. To leave a message, begin speaking at the tone, or to transfer out of Xpressions, press 0”. (Xpressions is the name of the Chorus voicemail system.)

If you want to replace the default greeting with a personally recorded greeting:

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your PIN followed by #.

3. You will be presented with a series of options. To fast track to the option to record a new greeting, enter 8111. There is no need to wait for the options to be read out before entering this number.

TIP: if you hear ‘invalid selection’ after entering the number above, enter 311 and resume from step 4 below.

4. When prompted, record your greeting and press *.

5. To replay your message, press 73.

6. If you are happy, press # to end. Otherwise, to delete & rerecord your message, press 61, and resume at step 4.

7. You can now hang up.

Back to top

Record multiple greetings via the telephone

The instructions above cover how to set a single voicemail greeting. In Chorus, this is known as the ‘alternate greeting’. Some areas may want to have different greetings for different scenarios. These are known as ‘regular greetings’, and the following are available:

  • Busy – this is the greeting callers will here when the line is busy, useful to let your caller know that you are there but on the phone, as opposed to not there.
  • Internal – this is the greeting that internal callers will hear.
  • External – this is the greeting that external callers will hear.
  • Outside Hours – this is the greeting that will be heard for calls outside hours. You can set which hours are considered outside hours.

Important: to record a new regular greeting you first need to deactivate your alternate greeting:

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your PIN followed by #.

3. You will be presented with a series of options. To fast track to the option to deactivate your alternate greeting, enter 813. You should hear the message ‘Your alternate greeting is now off’. Pressing 3 toggles the alternate greeting on and off – make sure it is off.

4. Press # followed by ones of following:        

a) Busy greeting – 81221.

b) Internal greeting – 81231.

c) External greeting – 81241.

d) Outside hours greeting - 81251.

e) When prompted, record your greeting and press *.

f) To replay your message, press 73.

5. If you are happy, press # to end. Otherwise, to delete & rerecord your message, press 61, and resume at step 4.

6. You can now hang up.

If you have chosen to set an After Hours greetings, you will need to define your out of hours periods as per the time profiles section below.

Back to top

Send all calls directly to voicemail on the telephone

Lift the receiver and press #9300102.

To remove this setting, lift the receiver and press ##9.

Back to top

Send unanswered and busy calls to voicemail

By default, all calls go to voicemail if they are not answered or if you are busy.

Back to top

Set an Out of Office voicemail greeting on the telephone

An out of office voicemail greeting is similar to setting the out of office reply in Outlook – it is a personalised message informing callers that you are away and any other required details such as who to call in your absence, when you are back, etc.

The out of office voicemail greeting takes priority over all other voicemail greetings. That is, if you have a personalised alternate greeting, or have recorded different personal greetings, these will not play whilst the out of office voicemail greeting is set.

When you record the out of office voicemail greeting, you also set the expiry date. At the end of the expiry date day, the voicemail system will revert to your previous settings.

To set an out of office voicemail setting:

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your PIN followed by #.

You will be presented with a series of options. To fast track to the option to record a new greeting, enter 8821. There is no need to wait for the options to be read out before entering this number.

3. When prompted, record your greeting and press *.

4. To replay your message, press 73.

5. If you are happy, press #.

You will then be prompted to set the expiration date of the message:

6. Enter the year in 4-digit format that the greeting will expire (e.g. 2016) and then press #.

TIP: to select the current year just press #.

7. Enter the month the greeting will expire (1 = Jan …. 12 = Dec) and then press #.

TIP: to select the current month just press #.

8. Enter the day of month the greeting will expire (1 - 31) and then press #.

TIP: to select the current day just press #.

9. You will hear a confirmation message that your out of office greeting has been set up.  This will activate immediately. 

Note: The message will de-activate at the end of the expiration date day.

Back to top of page

Set a single day greeting on the telephone

You can set a greeting to be in place for a single day. At the end of the day, the voicemail system will revert to your previous settings.

1. Lift the receiver and press Messages.

2. When prompted for your password, enter your PIN followed by #.

You will be presented with a series of options. To fast track to the option to record a new greeting, enter 881. There is no need to wait for the options to be read out before entering this number.

3. When prompted, record your greeting and press *.

4. To replay your message, press 73.

5. If you are happy, press #.

6. Your new greeting will now be active (note, you will not be informed). It will expire at the end of the day.

 

Access voicemail from outside the University

If you have access to the web, you can use the web portal to manage your messages.

To ring voicemail from the outside, call 01865 287000.

Back to top   Home Page  Contents Page   A-Z

Written by IT Services. Latest revision 14 July 2017