Personal Settings

Help Desk

247 Paul Meek Library

Martin, TN 38238

Ph:

(731) 881-7900

Em:

helpdesk@utm.edu

Personal Settings

The Personal Settings menu is where you can record, review and change the recordings of your Name and Greetings. You can define a Personal Operator number that callers will be transfered to during regular business hours if they press 0 during any of your greetings. You can add personal numbers like you cell phone where the system will recognize that you are calling, and all you have to do is enter your Security Code. There's also a place for you to change your Security Code.

Recordings Tab

The Recordings Tab allows you to record, review and change the recordings in your Voicemail Account. During the initial setup process using your telephone keypad, you were prompted to record your Name and your Standard Greeting. In Web Phonemanager, a blue speaker icon indicates that a recording is there and available. If the speaker icon is grey, there is no recording available and you will need to record something for that selection.

 

Note: When you click Record or Play, the voice mail system will call the number you have listed under the Web PhoneManager Settings (by default this is the number your Voicemail Account was created for).

Recording your Name

Name recording option on the recordings tab
  1. Under Name Recording, in the Mailbox Name box, click the speaker icon for Recorded Name. This will open the following window:

    Recording Name toolbar
  2. Click the Red Record Button.
    NOTE: The voice mail system will call the number you have listed under the Web PhoneManager Settings. When you answer the phone you should hear a very quick beep.
  3. Record your name and click the Stop Button. Then, you can review the recording and re-record it if you're not satisfied with it.
  4. To save your recording, click OK.

NOTE: The Trash Can icon allows you to delete the current recording without recording another.

Enable Greeting

Enable Greeting checkbox

 

If you decide to use an Out-of-Office Greeting, you enable it here by checking the box. The Out-of-Office Greeting is described below, and the process of recording it follows.

Greetings

Greeting Recording options

 

The "FEMALE ENGLISH NA" simply relates to the default system messages such as "Please enter your Security Code" and "Thank you for calling". So don't worry guys, it isn't going to change your voice if you re-record a Greeting using Web Phonemanager!

 

The Standard Greeting is the primary greeting you recorded during your initial setup that plays whenever you don't answer your phone's ringing and the caller is transferred to your Voicemail. Although you only need a Standard Greeting for your Voicmail Account to function properly, you have the ability to record two other types of greetings.

 

A Busy Greeting can be recorded to offer callers a different greeting when your line is busy.

NOTE: If you choose to record a Busy Greeting, afterwards will need to contact Telephone Services to activate it, currently Web Phonemanager does not offer the option to enable or disable your Busy Greeting yourself.

 

An Out-of-Office Greeting is traditionally used whenever you will be out of the office for an extended period of time and may not have access to a phone or computer to listen to messages. The Out-of-Office Greeting is for announcement only, there will be no "beep" at the end and callers are not allowed to leave a message.

NOTE: You will need to select the "Enable Out-of-Office Greeting" checkbox as described above to activate the Out-of-Office Greeting, otherwise callers will get your Standard Greeting.

 

NOTE: Once your Out of Office Greeting plays to a caller, the system will prompt them to press zero for an operator. If a Personal Operator number (described below) is entered the caller will be transferred to that number. If no Personal Operator number has been entered, or if the call is outside normal business hours (8AM to 5PM M-F), the system will say "an operator is not available" and replay your Out of Office Greeting. If the caller does not press zero they are offered to option to enter another Campus number to be transferred to, or press 9 for a directory. If they do nothing the system finally hangs up after saying "thank you for calling".

Recording your Standard and Busy Greetings

The following is an example of a Standard Greeting:

"Hello. You have reached Captain Skyhawk at the University of Tennessee at Martin. I am away from my desk at the moment; if you leave a message I will return your call as soon as I return."

 

The following is an example of a Busy Greeting:

Hello. You have reached Captain Skyhawk. I am on another call at the moment; if you leave a message I will return your call as soon as possible."

 

To record a Standard or Busy greeting:

  1. Click the speaker icon of the greeting you want to record. This will bring up the following window:

    record standard greeting toolbar
  2. Click the Red Record Button.
    NOTE: The voice mail system will call the number you have listed under the Web PhoneManager Settings. When you answer the phone you should hear a very quick beep.
  3. Record your message, and click Stop Button. Then, you can review the message and re-record it if you're not satisfied with it.
  4. To save your recording, click OK.

NOTE:The Trash Can icon allows you to delete the current recording without recording another.

Recording and Setting your Out-of-Office Greeting

When you will be on an extended absence without access to your Voicemail, the Out-of-Office Greeting plays your announcement without giving callers the option to leave a message. If you do log on by telephone, Voicemail tells you the Out-of-Office greeting is active and asks you to confirm if it should be removed or left in place to let callers know that you are still out. While this greeting is active, it plays back in place of your Standard Greeting. When you turn the Out-of-Office greeting off, your callers will again hear your Standard Greeting when your phone is unanswered (and if recorded and activated by Telephone Services, your Busy Greeting when your line is busy).

 

The following is an example of an Out-of-Office Greeting:

"Hello. You have reached Captain Skyhawk. I am currently at an away game and will return to the office on . If you need assistance, please contact ."

 

The following is an example of an Out-of-Office Greeting with your Department's main number in your Personal Operator settings:

"Hello. You have reached Captain Skyhawk. I am currently at an away game and will return to the office on . If you need assistance during regular business hours press zero now to be transferred to our Department's main number."

 

The following is an example of an Out-of-Office Greeting with your personal (local cell or home) number in your Personal Operator settings:

"Hello. You have reached Captain Skyhawk. I am currently at an away game and will return to the office on . During regular business hours, if you have an immediate need to contact me, you can press zero now."

 

To record and set an Out-of-Office greeting:

  1. Click Speaker icon for the Out-of-Office Greeting. This will open the following window:

    record out of office greeting toolbar
  2. Click the Red Record Button.
    NOTE: The voice mail system will call the number you have listed under the Web PhoneManager Settings. When you answer the phone you should hear a very quick beep.
  3. Record your message, and click Stop Button. Then, you can review the message and re-record it if you're not satisfied with it.
  4. To save your recording, click OK.
  5. Remember to select the "Enable Out-of-Office Greeting" checkbox as described earlier for the Out-of-Office Greeting to be active!

NOTE: The Trash Can icon allows you to delete the current recording without recording another.

Distribution Lists Tab

A Distribution List can be used to create a message for a group of Voicemail users. For example, you could create one message and all the members of your department would be notified of the message. After all members have listened, the Distribution List message is automatically deleted. The initial creation of your list must be done by Telephone Services, then afterwards you, as the Sponsor, maintain the list of people who will get messages. Contact Telephone Services if you think a Distribution List would be useful.

Call Settings Tab

The Call Settings selections are only used with the optional Mobility features of voicemail, available at extra cost from Telephone Services. For a standard Subsriber account these selections will be greyed out.

Phone Numbers Tab

Here you can include numbers other than the Campus number your Voicemail account was created for be associated with your account so when you use them to call into Voicemail the system recoginizes the Caller ID and immediately asks you for your Security Code rather than prompting for a Mailbox Number first. The Campus number your Voicemail Account was created for is listed as "Extension" by default.

 

If you decide to include an off-Campus number, because the Caller ID that Voicemail will see includes the Area Code, you will need to enter the full 10 digits in order for Voicemail to recognize it as associated with your account. This can not be done using Web Phone Manager, you will need to contact Telephone Services to do this for you.

 

Phone Numbers tab

 

You can associate 4-digit Campus numbers without their own Voicemail accounts as an "Other" Device in your account, and if that 4-digit number is forwarded to your number or Voicemail, callers to that number will get your Voicemail (in other words, your Voicemail account takes messages for both numbers). But there is a caveat. If the associated Campus number calls another Campus number that has an Automated Attendant (The Office of Academic Records for example), rather than complete the call, Voicemail will instead ask them to enter their (your) Security Code. They will need to press "star" for the call to go through as intended. The least frustrating option is for Campus numbers not to be associated with another number's account, but to have their own.

Personal Operator

The Personal Operator field lets you enter a 4-digit Campus or 7-digit local number (Voicemail doesn't have permission to dial Long Distance) that, DURING NORMAL BUSINESS HOURS, when a caller presses zero during any of your Greetings, they will be transferred to that number. (if you choose to use the Personal Operator feature, make sure you tell callers they have the option to press zero in your Greeting!). You do not need to add the 9 for the System to dial a 7-digit local telephone number. Suggestions for use are to give the caller the option to transfer to your department's main number for assistance, or to your local cell phone. When used with your Standard or Busy Greeting, if the caller doesn't press zero they'll still get the "beep" after your Greeting plays and can leave a message. When used with your Out of Office Greeting, the Personal Operator function lets you give the caller an announcement with the option to transfer to another number before the System eventually says "Thank you for calling" and hangs up.

 

Important Note: The Personal Operator function only works during normal business hours (8AM to 5PM, M-F). If a caller presses zero after hours or on a weekend or holiday, the system will tell them an Operator is not available and replay your Greeting from the start.

Security Code

Use this screen to change the numerical security code you use to access your voice mail.

To change your security code: Enter your current code, then enter the new code and confirm it. Your security code must be at least 4 digits long, but we suggest at least a 6 digit security code.

 

Change security code box

 

Be sure to click "OK" to save your changes! Ok and cancel dialogue box

Web PhoneManager login

You can access the Web PhoneManager login at https://vmail.utm.edu/wpm/

Learn More >

Help Desk

247 Paul Meek Library

Martin, TN 38238

Ph:

(731) 881-7900

Em:

helpdesk@utm.edu