Baruch Computing and Technology Center (BCTC)

Mitel (NuPoint)
Voice Mail User's Guide
Baruch College voice mail system: (646) 312-1111

Accessing Your Mailbox
Getting Started: Initializing Your Mailbox

User Options
Changing Your Password
Changing Your Greeting
Changing Your Name Recording

Managing Your Messages
Retrieving Your Messages
Playback Options
Saving Your Messages
Recovering an Erased Message

Message Delivery
Making A Message
Message Addressing Options
Future Delivery Option
Creating a Distribution List

Calling from Another Phone on the Campus
Calling from Outside the System (home, cell phone, etc.)
Adjunct Voice Mailboxes
Glossary
Voice Mail Diagrams

 

Getting started:Initializing Your Mailbox
When accessing your voice mailbox for the first time, a user tutorial is automatically activated. The tutorial will guide you through your first mailbox session.

Important: You must complete the entire tutorial before exiting the voice mail system or your changes will not be saved. You may also repeat the tutorial at any time by pressing U (8) for user options followed by T (8) for tutorial from the main menu.

  1. To activate the tutorial, dial 1111 from your desk.

  2. Enter your temporary password, 1234.

  3. The tutorial will prompt you to change your password. Change your password to one that is easy to remember, yet unique enough for others not to guess. Your password must be between four and ten digits.
    Passwords are set and maintained only by individual users. After initializing a mailbox, the owner of the mailbox is the only person who knows the password. If you forget your password call the Help Desk at x 2355, send e-mail to voicecom@baruch.cuny.edu , or complete the trouble ticket form on the web to request your password be reset to 1234.

  4. Next, record a short greeting. Your greeting is the greeting callers hear when accessing your voice mailbox. Press the pound key (#) key when you have finished recording your greeting.
  5. Now, you will be prompted to record your name. This is how the voice mail system will identify your mailbox and will also ensure that you are included in the College’s main voice directory. Quickly record your name and then press the pound (#) key.

  6. Press X (9) to exit the system.

 

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User options:

To change your password:
  1. Access your voice mailbox (1111) and enter your password.

  2. Press U (8) for user options

  3. Press P (7) for password.

  4. Enter your new password (4-10 digits), press the pound key (#) and wait for the system to acknowledge your change.

 

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To change your greeting:
  1. Access your voice mailbox (1111) and enter your password.

  2. Press U (8) for user options.

  3. Press G (4) for greeting.

  4. Press R (7) to begin recording. Press the pound (#) key when you have finished recording your greeting. You may review your greeting before saving it by pressing R (7).

  5. After reviewing your greeting, press D (3) to delete your greeting and record again, A (2) to append to your greeting, or X (9) to save your greeting and exit to the main menu.

 

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To change your recorded name:
  1. Access your voice mailbox (1111) and enter your password.

  2. Press U (8) for user options.

  3. Press N (6) for name.

  4. Press R (7) to begin recording. Press the pound (#) key when you have finished recording your name. Review your name recording before saving it by pressing R (7).

  5. After reviewing your name recording, press D (3) to delete your name and record again, A (2) to append your name and continue recording, or X (9) to save your name and exit to the main menu.

 

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Managing Your Messages

To Retrieve Messages:
  1. Access your voice mailbox (1111) and enter your password.

  2. The system will announce the number of new and saved messages in your mailbox.

  3. Press P (7) to play your most recent message.
    If the message light continues to flash, even after you have retrieved all your messages, someone has left you a call me back message. Press the message (or messaging) button on your phone and select yes. Call me back messages are not audible, but are visible on the display of your phone. To view the message, press the message (or messaging) button on your phone and select yes to see the name and extension of the caller. Follow the prompts on the screen to either return the call or delete the message

    Remember: When retrieving messages from an outside phone, dial (646) 312-1111 to access your voice mailbox.

 

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Helpful hints for message playback:
  • Press the pound (#) key to move forward five (5) seconds.

  • Press the star (*) key to move back five (5) seconds.

  • Press 1 to pause playback. Press 1 to resume.

  • Press 7 to re-play message.

  • Press 8 to skip ahead to the next message.

 

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Choices after listening to your message:
  1. Press G (4) to give a message to another voice mail user.
    • Enter recipient’s mailbox number. Press #. (You can send to more than one recipient.)

    • Follow prompt and record additional comments. Press #. (Use this to introduce the message being sent).

    • Press X (9) to send the message.
  2. Press A (2) to answer a message from another voice mail user.

  3. Press K (5) to keep or save a message.
    The system automatically deletes old messages without user notification. Unplayed messages will be retained for 31 days before automatic deletion; saved messages, 21 days. Messages that have been automatically deleted cannot be recovered.
  4. The maximum number of messages (new and saved) that can be retained is 73. After that, callers will hear the message mailbox is full and will not be able to leave a message

  5. Press P (7) to replay a message.

  6. Press D (3) to discard a message.

    Help! To recover a message that was mistakenly deleted:

    Press the star (*) key IMMEDIATELY to recover the message. If, after deleting the message, any other key is pressed, the message will be unrecoverable

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Message Delivery

To make a message:
You can create a message to another voicemail user. Send it now...or later.

Access your voice mailbox (1111) and enter your password.

  1. Press M (6) to make a message.

  2. Enter the recipient's four-digit campus telephone number, or a distribution list number.

  3. When you have finished addressing your message, press the pound (#) key.

  4. Record your message. Press the pound (#) key when you have finished recording your message. You may review your message before sending it by pressing R (7).
  5. A message must be shorter than 5 minutes of continuous dialog. Pausing for too long (more than 10 sec.) will end the recording

    Note: Press the star (*) key to pause (or resume) when recording.

  6. After reviewing your message, you may press D (3) to delete your message and record again, press A (2) to append your message and continue recording, press M (6) to access message addressing options (see below) or press X (9) to send your message and exit to the main menu.

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Message addressing options:
Prioritize, schedule, and confirm receipt of your messages by using the following options:
  • Press R (7) for receipt request to receive confirmation that the recipient has listened to your message.

  • Press U (8) to mark your message urgent.

  • Press C (2) to mark your message confidential.

  • Press F (3) to schedule your message for future delivery.

After applying the desired addressing options, press X (9) to send your message and exit to the main menu.

 

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Future delivery messages:

Use future delivery audit to make changes to messages you have recorded and scheduled for future delivery.
  1. Access your voice mailbox (1111) and enter your password.

  2. Press U (8) for user options.

  3. Press C (2) for call scheduling options.

  4. Press F (3) for future delivery messages.

  5. Press A (2) to audit your message, D (3) to discard your message, K (5) to keep your message, P (7) to play the recipient list, or T (8) to hear the scheduled delivery time.

  6. Press X (9) to execute changes and exit to the main menu.

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To create a distribution list:

A distribution list is helpful for those who frequently communicate by voice mail with groups of multiple users. You can create up to three distribution lists each containing up to 10 members.
  1. Access your voice mailbox (1111) and enter your password.

  2. Press U (8) for user options.

  3. Press L (5) for lists.

  4. Enter a distribution list number.

  5. Note: All distribution lists must begin with zero (0). (For example, "01," "02," "03.")

  6. Press N (6) to record the name of the distribution list.

  7. Press A (2) to add a member to the list, or D (3) to remove a member from the list. (Note: A “member” is defined by their
    four-digit campus telephone number.)

  8. Press R (7) to review your list or X (9) to exit to the main menu.

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Calling from another phone on Campus
  1. Dial 1111.

  2. If another voice mail user's name is announced, press the star (*) key. (This occurs when you place a call from another voice mail user's phone.) If a voice mailbox has not been set up on the phone, you will hear the generic message. Follow the prompt and press X (9).

  3. Enter your mailbox number followed by the star (*) key. (Your mailbox number is the last four digits of your campus telephone number.)

  4. Enter your password.
You will be able to utilize all voicemail functions as though you were sitting at your desk.

 

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Calling from outside Campus:

  1. Dial (646) 312-1111
  2. .
  3. Press 9, wait for the prompt (“Welcome to the message center…”)

  4. Enter your mailbox number followed by the star (*) key. (Your mailbox number is the last four digits of your campus telephone number.)

  5. Enter your password.
You will be able to utilize all voicemail functions as though you were sitting at your desk.

Note: If you fail to follow your mailbox number with the star (*) key, in Step 3, you will be routed to your greeting and prompted to leave a message in your own mailbox.

 

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Adjunct Voice Mail Instructions:

(Note: These instructions of for adjunct professors that have submitted an adjunct voice mail request form.)

  1. Dial your telephone number or extension (646) 312-XXXX. (XXXX is your extension.)
  2. Allow the phone to ring 4 to 5 times.
  3. You will hear the general greeting and your name.
  4. Select the number option corresponding to your name when prompted (i.e. Press “1” for Professor Smith).
  5. Press the star (*) key IMMEDIATELY after you hear the beep.   (Note:  If this doesn't work, try pressing the (3 * ) keys IMMEDIATELY after the beep.)  
  6. Be patient.
  7. The system will prompt you for your password.  Enter your password.
    (The default password is 1-2-3-4)

  8. You will be able to utilize all voicemail functions as though you were sitting at your desk.

Important: Your department will be responsible for the setup and management of the adjunct voice mailbox. Before a mailbox can be setup, all adjuncts stationed at a single extension must complete and submit an adjunct voice mail request. This request should only be used in the instance where there are multiple adjuncts sharing a single mailbox.

Note: Adjunct voice mailboxes cannot receive forwarded messages from within the voice mail system (i.e. someone cannot give you a message).

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Glossary:
Adjunct Voicemail A multiple mailbox option that can only be attained through the submission of an Adjunct Voicemail Request Form. Adjunct voicemail is intended for use by multiple adjunct professors currently sharing a single voice mailbox.
Call Me Back A visible “call me back message” can only be received from a caller on the North campus. This message is part of the collection of incoming voicemail messages – but appears as a visible message on the display of the phone. You may “call back” or delete the message by following the prompts on your phone.
Copy Send a copy of a message to another mailbox along with an optional introductory message.
Distribution
List
A specialized list created which enables one message to be sent to the entire list rather than repeat the message separately for all users on the list to hear.
Distribution
List Member
A member is defined by their four-digit telephone
number.
Erase Erase current message.
Forward Move forward five seconds.
Future
Delivery
Allows for a message to be delivered at a time and date chosen, up to one year in the future.
Message
Indicator
The red light on the phone that flashes when a message has been received.
Options Move to previous message. Identify message sender or time message sent.
Pause Pause for twenty seconds. Press 1 to restart.
Private Ensures that a message cannot be copied to other mailboxes (i.e., the recipient is unable to forward the private message).
Repeat Repeat current message.
Reply Reply to sender (if sender is a subscriber on the system).
Return
Receipt
Allows for the sender to be notified when the
message has been heard by the recipient.
Rewind Replay previous five seconds.
Save
Save current message.
Urgent Automatically sends message to the front of the recipient’s mailbox and will be heard before other messages.

 

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