Voice Mail - Web PhoneManager Setup

The Web PhoneManager program provides you with a GUI (Graphic User Interface) for accessing all the options available with your voice mailbox. All the options available in Web PhoneManager are available via the telephone user interface.

You can access the Web PhoneManager at https://voicemail.doit.wisc.edu. Use your 7-digit phone number to log in.

Please note: NetID Authentication is required.

* We recommend you follow the instructions on these tabs first to setup your Web PhoneManager!

Home

Personal Settings

Message Settings

Notification Settings

Web PhoneManager Settings

Home

The home section of Web PhoneManager is used to access your voicemails. From this section you can listen and reply to, save, or delete all of your voicemails. It also contains the welcome screen, or Announcements, where information regarding new information will be displayed.

Announcements Tab

This screen is used to display system messages.
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Inbox

The Inbox screen is used to manage all of the messages currently in your inbox. You can listen, forward and reply to messages.
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Listening to your messages

To listen to a message, click the sender's name on the message you want to hear, and then click the Play 3_Play_Button.gif button.  Click here for a short tutorial on how to play your messages.
You can listen to your incoming voice messages in one of the following three ways: See Playback tab under Web PhoneManager Settings:

  • Telephone playback plays your messages back to you via your telephone
  • Streaming playback plays your messages to you as streaming Internet audio. When you click the Play button, it plays your selected message, but no copy of the message is created on your computer.
  • Download playback allows you to download your voicemail and save it on your computer as a .wav file.  This gives you the opportunity to save and or send the message via email to a user who doesn't have a UW-Madison voice mail Box.

Replying to a Message

  1. Select the message you would like to answer, and then click Reply. This will bring up the following screen.
  2. Click the red Record button. The voice mail system will call you so you can record your message.
  3. Record your message at the beep, click Stop, and then hang up.
  4. 4_Record_your_reply.gif
  5. Type the name or mailbox number (7 digit) of a recipient and click Search.
  6. Select the recipient's name in the left-hand column, and then click Add to move it to the right-hand column. This adds the recipient to the list of people who will receive your reply.
  7. 5_Message_Recipients.gif
  8. Repeat steps 4 through 7 for any additional people who should receive this reply.
  9. Choose the options you want to apply to the message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.

  10. 6_Message_Settings.gif
  11. When you are finished addressing your message, click Send to send it.

Note You cannot send a voice message or reply to messages from outside the Voicemail system, and you cannot add other recipients when you reply to a private message.

Forwarding a Message

  1. Select the message you would like to forward, and then click Forward. This will bring up the following window.
  2. 7_Record_Intro.gif
  3. Optionally, you can record an introduction to the forwarded message by clicking the red Record button to record an introduction. The voice mail system calls you so you can record your comments. Record your comments at the beep, click Stop, and then hang up.
  4. Type the name or mailbox number (7 digit) of the recipient, and then click Search.
  5. Select the recipient in the left column, and then click Add to move it to the right column.
  6. 5_Message_Recipients.gif
  7. Choose the options you want to apply to the forwarded message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.
  8. 6_Message_Settings.gif
  9. When you are finished addressing your message, click Send to send it.

Record and send a message directly to voice mail

  1. In the Inbox or Saved tab of the Home menu, click New.
  2. Click the Record button. The voice mail system calls you so you can record your message.
  3. Record your message at the beep, click Stop, and then hang up.
  4. 8_Record_New_Message.gif
  5. Type the name or mailbox number (7 digit) of the recipient, then click Search.
  6. Select the recipient in the left column, then click Add to move it to the right column.
  7. 5_Message_Recipients.gif
  8. Choose the options you want to apply to the message. You can mark the message as urgent or make private which prevents the recipient from forwarding it to anyone. You can also request to see a notification when the recipient listens to the message.
  9. 6_Message_Settings.gif
  10. When you are finished addressing your message, click Send to send it.

Saved

This screen displays the messages that are currently saved. You can perform all the same functions on saved messages as you can on those that are in your Inbox. To save a message, highlight your message and click Save. Click here for a short tutorial on how to save your messages.

Deleting a Message

This screen displays the messages that are currently in your trash can. From this screen you can empty your trash can or recover deleted messages. To delete a message, highlight your message and click Delete. The message will now appear in the Message List of the Trash Tab Click here for a short tutorial on how to delete your messages.

Recovering a deleted message

To recover a deleted message, go the Trash tab of the Home menu. Select the message you want to recover and click Undelete.
Note: This only works on messages displayed in the Trash tab. If you have already emptied your trash can you cannot recover the message.


Personal Settings

The personal settings menu allows you to change your recorded name, as well as record and review standard greetings. You can set your Personal Operator (operator escape) and set personal numbers where the system will recognize that you are calling, all you have to do is enter your passcode. It also allows you to change your security code.

Recordings Tab

This tab allows you to record and review standard greetings. This table is used to select the greeting you want to record or review. The blue icon indicates which greeting is active. Click here for a short tutorial on how to record your greetings.

Note:  When you click Record or Play, the voice mail system will call the number you have listed under the Web PhoneManager Settings

9_Geetings_Recordings.gif

Note:  If you select the "Enable Out-of-Office Greeting,"  this turn on the Out-of-Office Greeting and callers will not be allowed to leave a message.

Recording your Name

  1. In the Mailbox Name group, click Recorded Name. This will open the following window
  2. 10_Record_Name.gif
  3. 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.
  4. Record your message, and click Stop Button.  Then, you can review the message and re-record it if you're not satisfied with it.
  5. To save your recording, click OK.

Greetings

You are allowed to record 3 different types of greetings. The Standard Greeting is what plays whenever a caller is transferred to your voicemail box because you could not answer the phone. A Busy Greeting can also be activated so that callers hear a different message when you are already on the line. Your Out-of-Office Greeting should be used whenever you will be out of the office for an extended period of time.

Note: The Out-of-Office greeting acts like the Extended Absence greeting in the Octel voice mail system. Callers will not be allowed to leave a message

Recording your Standard and Busy Greetings

The following is an example of a standard greeting:
"Hello. You have reached first and last name at department for University of Wisconsin - Madison. I am away from my desk at the moment; I will return it as soon as I can."
The following is an example of a busy greeting:
Hello. You have reached first and last name. I am on another call at the moment; I will return your call as soon as I can."
To record greeting:

  1. Click Personal Settings on the main menu, and then click the Recordings tab.
  2. Click the greeting type you want to record in the language group in which you want to record your greeting. This will bring up the following window.

  3. 11_Record_Standard_Greeting.gif
  4. 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.
  5. Record your message, and click Stop Button.  Then, you can review the message and re-record it if you're not satisfied with it.
  6. To save your recording, click OK.

Recording and Setting your Out-of-Office Greeting

If you will be out of the office for an extended amount of time, record an out-of-office greeting. This is a temporary greeting that you can set to indicate that you are away from the office for an extended amount of time. Whenever you log on, the telephony server asks whether the greeting should be removed or left in place to let your callers know that you are out. You might also let them know when you will return and they cannot leave a message. While this greeting is active, it plays back in place of your standard personal greeting. When you turn this type of greeting off, your callers will hear your standard personal greeting again.
A sample out-of-office greeting is shown below:

The following is an example of an Out-of-Office greeting:
"Hello. You have reached <enter name>. I am currently on <leave/vacation> and will return to the office on <date>. You will not be allowed to leave a message.  If you need assistance, please contact <contact information>"
To record and set an out-of-office greeting:

  1. Click Personal Settings on the main menu, and then click the Recordings tab.
  2. Click Out-of-Office Greeting in the language group in which you want to record your greeting. This will open the following window:

  3. 12_Record_OOO.gif
  4. 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.
  5. Record your message, and click Stop Button.  Then, you can review the message and re-record it if you're not satisfied with it.
  6. To save your recording, click OK.

Phone Numbers Tab

Enter your ten digit work, personal, home or other phone and when you call into the Voice mail system from the listed number, the system knows it's you and asks you for your passcode.  The Device Type and Call Timeout fields are not used at this time, please leave these set as Voice.

13_Phone_Numbers.gif

Personal Operator

Allows a caller to press 0 during the subscriber’s personal greeting and be transferred to the subscriber’s personal assistant.  You can only enter a campus or local number.  Campus numbers can be 5 digits or 7 digits.  Note: you do not need to enter 9 for a campus numbers OR a local telephone numbers.  Long distance numbers are not accepted.

14_Personal_Operator.gif

Security Code

Use this screen to change the 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 4 digits long, but we suggest at least a 6 digit security code.

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Message Settings

Presentation Tab

The presentation tab allows you to change how the voice mail system arranges messages and presents them to you.

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Auto Play Envelope

Choose if you want the Voice mail system to play envelope information before or after voice, or not at all. Header information for voicemails tells you what time and the date the message was sent.

Envelope Content

You can choose if you want the Voice mail system to play the complete Envelope information or just the time and date.

Options

This section allows you to select your sorting options. You can sort the messages so that all messages marked urgent are displayed first. You can also sort the messages so that all messages of a different type are sorted together. You also have the option of sorting so that older messages appear at the top or bottom of your inbox.

Language

This allows you to change what language the Text-to-Speech function is in. It also changes what language different elements of the unified messaging forms are generated in.


Notification Settings

This section allows you to setup when and how you are notified of messages when you are away from your desk. This includes having the Voice mail system call you or send you an email to alert you of a new voice mail message.

Daily Tab

Allows you to configure the daily message reminder, which calls you once each day when new messages are waiting in your mailbox.  You can only enter a campus or local number.  Campus numbers can be 5 digits or 7 digits. Note: you do NOT put a "9" before the number to dial out.

17_Daily_Message_Reminder.gif

Email Tab

Allows you to enable and configure simple unified messaging, which sends you an e-mail copy of any message received, including an optional audio copy of the message as a .WAV attachment.  To add multiple email addresses, enter each email address separated by a comma and a space.

email1@wisc.edu, email2@wisc.edu

18_Simple_UM.GIF


Web PhoneManager Settings

Playback Tab

You will want to select a message playback option. The three choices are shown here and described below:

Telephone
This option calls you on a telephone and plays the message to you. You specify which number it calls you in the Telephone Number box. It can be a UW-Madison extension or a number local to the Madison calling area. By default it's set to your extension. If you specify a non-UW telephone number, note that you do NOT put a "9" before the number to dial out, just the 7-digit telephone number.
19_Telephone_Settings.gif
If you select Telephone as a playback method, double-check that the number at which you wish to be called is properly entered into the Telephone Number box higher up in the page.

Be aware that when you click on a voice mail message, and the voice mail system calls you at the number you specify, it will just play the message once the phone is answered. No password required. So if you use this method, you need to be very aware of what phone number the voice mail system will call you on, especially if you tend to get sensitive voice mail messages you don't want others hearing.

Streaming
This option plays the message over your computer's speakers. This is the cleanest method of playing back messages over your computer's speakers.

Download
This option downloads a copy of the voice mail as a .wav audio format file, then that typically plays over your computer's speakers using whatever software is set to play media, typically iTunes or Windows Media Player.

If you make any changes to these settings, or to the Telephone Number, be sure and click the OK 20_OK_Button.gifbutton to save your changes.




Keywords:AVST web phonemanager phone manager voice mail callxpress unified messaging setup   Doc ID:17344
Owner:ELIZABETH C.Group:Voice Services
Created:2011-03-16 19:00 CDTUpdated:2016-03-08 12:02 CDT
Sites:DoIT Help Desk, Voice Services
Feedback:  52   21