Service Alerts (4 New)

SmartVoice Voice Mail

Customizing SmartVoice Voice Mail

Opening Your Preferences

To access your preferences:

  • Windows desktop client: From the Edit menu, select Preferences.
  • Macintosh desktop client: From the FirstClass menu, select Preferences.
  • Web browser: Select the Preferences link.

Opening Your Permissions

To access your permissions:

  • Windows or Macintosh desktop client: Select your Mailbox, then from the Collaboration menu, select Permissions.
  • Web browser: Open your Mailbox by clicking on it, then select Permissions from the left-hand navigation bar.

Called, No Message

By default, SmartVoice sends you a “called, no message” notice when callers hang up without leaving a message.

To turn off "called, no message" notices:

  1. Open your preferences.
  2. Go to the Voice preferences:
    • In the desktop application, select the Messaging tab, then the Voice tab.
    • In the Web application, scroll down to the bottom of the page.
  3. Make sure the Generate for valid caller IDs and Generate for invalid caller IDs options are not selected, or they are set to No.

Forwarding Voice Mail to your E-mail Address

With SmartVoice, you can forward your voice mail messages to any e-mail address. There are two methods you may use to forward voice messages: one that automatically deletes the message from your voice mailbox, and one that does not.

You must use the SmartVoice desktop application or log in to the SmartVoice Web application to forward your voice mail to your e-mail address.

Method 1: Forwarding messages without deleting them from SmartVoice:

  1. Open your preferences.
  2. Go to the Messaging section:
    • In the desktop application, select the Messaging tab, then the Mail rules tab.
    • In the the Web application, scroll down to the Messaging section.
  3. In the Automatically forward section, set the Local mail and Voice/fax mail options to either Yes or Urgent Only.
  4. Enter the forwarding e-mail address in the Forward field.

Note: This will NOT delete your message automatically from your voice mailbox, so the red message indicator light will continue to blink on your phone. To delete messages from your voice mailbox, log into SmartVoice, mark all messages as "read", delete them, and log out. Once you have deleted the messages from your voice mailbox, the red message indicator light will turn off.

Method 2: Forwarding messages and automatically deleting them from SmartVoice:

  1. Open your preferences.
  2. Go to the Messaging section:
    • In the desktop application, select the Messaging tab, then the Mail rules tab.
    • In the the Web application, scroll down to the Messaging section.
  3. Click the Mailbox rules button.
  4. Click the New Advanced Rule button.
  5. In the If section, select Always.
  6. In the Then section, select Redirect.
  7. Enter the e-mail address in the To field that opens.
  8. In the Then section, click the + button to add another Then condition.
  9. Select Delete Silently from the new pull-down option, then click Save.

Note: Your messages will be forwarded to e-mail and deleted from your mailbox without ever actually being placed in your voice mailbox. Therefore:

  • The message is deleted immediately and cannot be undeleted.
  • The red message indicator light is never activated on your telephone.
  • You will be able to access messages only by e-mail, and not by phone, Web browser, or SmartVoice client software.

Pager Notification

You can be alerted by pager whenever a message is left in your SmartVoice voice mailbox. Your pager must have an e-mail address to use this feature.

To set pager notification:

  1. Open your preferences.
  2. Go to the Paging preferences:
    • In the desktop application, select the Messaging tab, then the Paging tab.
    • In the the Web application, scroll down to the Paging section.
  3. Enter the e-mail address of the pager in the Pager e-mail address field. Note: If your pager does not have an e-mail address, you cannot use pager notification.
  4. Make sure the Method field is set to Redirect.
  5. In the Items to forward to pager section, choose the desired forwarding option for each type of mail.

Playing Messages Automatically

When listening to messages on your phone, you may have to press "2" in order to play the message. You can have your messages play automatically instead.

To play messages automatically:

  1. Open your preferences.
  2. Go to the Voice preferences.
    • In the desktop application, select the Messaging tab, then the Voice tab.
    • In the Web application, scroll down to the bottom of the page.
  3. Select the Auto play unread messages option, or make sure the option is set to Yes.

NOTE: When Auto play unread messages is selected, the message envelope (caller ID, date and time stamp) is automatically suppressed. To hear the message envelope, press 72.

Removing the Caller ID, Date and Time Stamp

When you listen to a message, the caller's number and the call date and time are automatically spoken prior to playing the message. You can remove this "message envelope" if it you prefer to skip it.

To remove the message envelope in the desktop application:

  1. Open your preferences.
  2. Go to the Voice preferences.
    • In the desktop application, select the Messaging tab, then the Voice tab.
    • In the Web application, scroll down to the Call transfer menu options.
  3. Select the Suppress message envelope option, or make sure the option is set to Yes.

Notes::

  • When the message envelope is suppressed, you can still hear it by pressing 72.
  • When Auto play unread messages (see above) is selected, the message envelope is automatically suppressed even if this preference is not selected.

Setting Messages to Expire

By default, messages expire after 30 days. However, you can change the number of days, or you can set SmartVoice so that messages never expire.

You can set messages to expire only in the SmartVoice desktop application.

To set messages to expire:

  1. Select your mailbox.
  2. Open your permissions.
  3. In the Message expiry field, enter the number of days before messages expire, or select Never if you don't want messages to expire.

Caller Transfer

 

Method 1: Allow callers to transfer themselves during or after your greeting.

For each greeting you have defined, you can allow callers to transfer to one of two phone numbers, such as a receptionist, a cell phone, or other line.

Note: The call transfer options in Preferences are not currently supported in SmartVoice. Please use only the following methods.

To allow callers to transfer themselves:

  1. Log in to SmartVoice, then open the Voice Greetings folder.
  2. Double-click the greeting that will have the transfer option.
  3. If you are using the desktop application, select the Call Handling tab. If you are using the Web application, continue to step 4.
  4. Scroll down to the Caller transfer section, then select Allow callers to transfer and Override transfer menu preferences.
  5. Select the key(s) for the caller to press, and then enter the phone number(s) to which the caller will be transferred:
    • Campus numbers:  Enter the 5-digit campus phone number. No punctuation is necessary.
    • Off-campus numbers:  Enter the 10-digit local phone number (512 area code followed by 7-digit local number). Do not enter 9 before the number. No punctuation is necessary.

      Note: Transferring callers to long distance numbers is not allowed.
  6. Click OK (desktop application) or Save (Web application).

 

Method 2: Transfer all calls to a custom number, with or without playing a greeting first.

For each greeting you have defined, you can automatically transfer callers to a custom number. You may record a greeting to be heard by the caller before being transferred, or you may create the greeting form and program the transfer without recording any actual greeting.

To automatically transfer callers to a custom number:

  1. Log in to SmartVoice, then open the Voice Greetings folder.
  2. Double-click the greeting that will have the transfer option.
  3. If you are using the desktop application, select the Call Handling tab. If you are using the Web application, continue to step 4.
  4. In the Call Handling section, select Transfer to custom number.
  5. In the Number field, enter the phone number you wish to transfer to:
    • Campus numbers:  Enter the 5-digit campus phone number. No punctuation is necessary.
    • Off-campus numbers:  Enter the 10-digit local phone number (512 area code followed by 7-digit local number). Do not enter 9 before the number. No punctuation is necessary.

      Note: Transferring callers to long distance numbers is not allowed.
  6. Click OK (desktop application) or Save (Web application).