Telephone and Voice Message FAQs

Q: How do I access my personal voice message mailbox from OUTSIDE CNC?
To access your personal voice mailbox from outside CNC:
  1. Dial 250-561-5848 or 250-562-2131
  2. Wait for the system to answer then Press 7 then the # key
  3. Press # and enter your 4 digit mailbox number
  4. Enter your voice mailbox password
Q: How do I access my personal voice message mailbox from ANY phone WITHIN CNC?
To access your voice message mailbox from ANY phone within CNC
  1. Dial 5848
  2. Press * #
  3. Enter your 4 digit voice mailbox number
  4. Enter your voice mailbox password
Q: How do I access my personal voice messaging mailbox from my OWN phone WITHIN CNC?
To access your voice message mailbox from my OWN phone within CNC
  1. Dial 5848 or press "Message" button
  2. Enter your 4 digit voice mailbox number
  3. Enter your voice mailbox password
Q: What happens if I forget my voice mailbox password?
If you forget your password, call Helpdesk local 5812 and they will be able to reset your password.
Q: How do I initialize my voice mailbox?
Dial "5848" or press the "Message" button (from within the College)or 250-561-5848 (from outside the College).
From inside the College on your own phone: You will be prompted to enter your temporary password. This will be 2580.
From inside the College on another phone: Hit the "*" key once. You will be asked to enter your 4 digit voice mailbox number and then your temporary password of 2580.
From outside the College: Enter the "#" key once. You will be prompted to enter your 4 digit voice mailbox number and then your temporary password 2580.
Follow the tutorial prompts.
You will be asked to enter a permanent password. This is of your own choosing. It must be at least 4 digits long to a maximum of 15 digits. Please choose a password that is easy for you to remember, and follow the voice prompts.
If messages on your machine need to be responded to for College business, it is a good idea for someone else in your department to have knowledge of your password in case you are away. You can change your password at any time for security reasons.
You are then prompted to record your name. This will be what people hear to confirm that it is your voice mailbox.
Next you will be prompted to select either a standard greeting that say as that you are unavailable or record your own personal greeting.
Q: What should I say in my personal greeting?
Suggested Personal Greetings
As you initialize your voice mailbox for the first time, the system will ask you to either select a standard greeting or to create your own personal greeting. The standard greeting tells the caller: "Your call has been forwarded to an automated voice messaging system, Bob Jones is not available. At the tone please record your message. At the end of your message press "1".
By customizing your personal greeting, callers will hear a familiar voice upon entering your mailbox. They will not only feel more comfortable, but will be encouraged to leave you a message which will facilitate your prompt response back to them. Some voicemail users leave a new greeting every day letting people know what their agenda is like i.e. whether they will be in the office or out of town.
We strongly recommend that you take a moment to draft a greeting prior to initializing your mailbox. You can change your personal greeting as often as you like through the Personal Options portion of your mailbox.
Personal Greeting Examples:
This is Bob Jones. I'm sorry that I was not available to take your call. If you will leave me a detailed message, I will get back to you as soon as possible. If you require assistance, press zero and stay on the line for the operator.
This is Bob Jones and I am not available to answer your call right now. You may leave me a private message after the tone or dial zero and ask for local 812 to speak to my secretary.
Hi, this is Bob Jones. I am either away from my desk or on the phone. If you would like to leave me a detailed message, I will get back to you as soon as possible.
Hi, this is Bob Jones. It's Monday, July 2. I will be in meetings this morning until 11:30. I will be in my office this afternoon. If you wish to leave me a detailed message, I will return your call at that time. If this call is urgent you may press zero now to speak to an operator.
Q: How do I put on an Extended Absence Greeting?
Before you leave campus for your vacation please record an "Extended Absence Greeting" for your Octel Mailbox. This greeting will override, BUT NOT DELETE, your personal greeting until it is removed.
Examples of Extended Absence Greetings:
This is Bob Jones. I will be away from my office/on vacation from May 25 to August 21. I will not be checking my mailbox until August 24. If you require assistance during my absence, you may press "0" to reach an operator now.
This is Bob Jones. I will be away from my office/on vacation from May 25 to August 21. I will be checking my mailbox for messages every week on Mondays and Fridays. If you wish to leave me a detailed message, I will get back to you as quickly as possible or if you require immediate assistance press "0" to reach the operator now.
To Record and Initiate an Extended Absence Greeting:
  1. Enter your 4 digit Mailbox
  2. Select 4 on your main menu (Personal Options)
  3. Select 3 (Greetings)
  4. Select 2 (Extended Absence)
  5. Record your greeting
  6. Press # to save the greeting
  7. Press * to exit
Callers will hear your Extended Absence Greeting and will then be prompted: "To disconnect, Press 1; to leave a message for someone else, Press 2; if you still want to leave a message for this person, Press #; to reach an operator, Press 0."
REMEMBER, MESSAGE WILL ONLY BE SAVED FOR 7 DAYS!!!
Q: How do I send a message?
  1. Once in your voice mailbox
  2. Press 2 to record
  3. Press # to end recording
  4. Enter mailbox number OR # and spell name
  5. Press # to send
Q: How do I forward a message?
After you have listen to your message
Press 6 to send copy
Enter mailbox number OR # and spell name
Press # to send
Press * if you do not want to send copy to any other person
Press 7 to delete that message from your mailbox OR
Press 9 to save the message into your mailbox
Q: How do I forward a person to a voice mailbox?
While you have the person on the line
Press transfer button on the 1616 or a 1608 type phone
Press message button
Press ** once and wait for the system to ask what mailbox and then put in the mailbox or local of the person you want to reach.
Press transfer button again.
Q: How do I skip and delete a message I do not want to listen to?
As you start to listen to your message
Press 3 and 3 again - this will take you to the end of the message
Press 7 and this will delete the message
Q: How do I replay a message?
Replay a message by pressing 4 at the end of the message.
Q: How do I reply to a voice message?
You can reply to a subscriber's message immediately after you review without hanging up and redialing.
To reply:
Select Reply 8
Record your reply. When finished recording press #.
Send the message #.
Q:How do I save a message?
Select Save 9
Messages that you save are stored separately from new messages and played after new messages.
Saved messages remain archived until you erase them by pressing 7 or they have been in your mailbox longer than your system manager allows.
Q: How do I create a Group Distribution List?
If you send messages to the same group of people regularly, create group distribution lists containing up to 25 mailbox numbers. Group distribution lists save time by enabling you to send messages to all members of the list at once. You can create multiple group distribution lists.
Select Personal Options 4
Select Administrative Options 2
Select General Options 1
Select Group Lists 2
Select Create a List 1
Enter a two-digit number for the list 11-25
Record the list name - for example, "Regional Sales Managers"
Enter the mailbox number or spell the name of each person on the list.
When finished, to exit and save the list *
Q: How do I edit a Distribution List?
To add or delete a mailbox from a list:
Select Personal Options 4
Select Administrative Options 2
Select General Options 1
Select Group Lists 2
Select Edit List 2
Enter the list number
Enter the mailbox number or spell the name you want to add or delete. If the number appeared on the list previously, the system deletes it. If the number did not appear on the list, the system adds it.
Review all names on the list (optional) 1
Exit and save the list *
Q: How do I reach a live operator?
Press 0 - 0 whenever you wish to: Reach a live operator, if one is available.
Q: How do I skip new messages to reach archived messages during review?
Press # - # whenever you wish to skip new messages to reach archived messages during review.
Q: What does the # key do?
Press # whenever you wish to:
Complete a step.
Skip a message you are reviewing; skipped messages remain in the queue as new messages.
Send a message.
Skip personal greetings and introductory prompts.
Q:What does the * key do?
Press * key whenever you wish to:
Cancel what you are doing.
Back up to a previous menu.
Erase and re-record.
Re-enter destination number if you make a mistake.
Disconnect when at the Main Menu; if you just hang up, you will miss the "check new messages" prompt.
Q: What does the 0 key do?
Press 0 whenever you are:
In the Main Menu to learn how many new and archived messages are in your mailbox.
Not in the Main Menu to hear a Help prompt.
Q: How can I make a conference call?
Conference Calling with an Avaya branded IP telephones:
  1. Dial the first number and inform the guest that you will be adding another member to the conference.
  2. Press the conference button again, this will give you a dial tone.
  3. Dial your number, wait for the call to connect and inform the participant that you will be adding them to a teleconference.
  4. Press the conference button (this will add the two parties to the call, and bring you in as well).
Repeat 2-4 starting with press "conference" button again to add up to 5 participants other than you.
Note: If you hang up the conference will terminate, all participants will be disconnected
Q: How can I transfer a call?
To transfer a call on a speaker or regular phone: Press the flash button dial the local, wait a few seconds and hang up.
To transfer a call on 1616 or 1608 phone: Press the transfer button, dial the local and then press the transfer button again.
Q: How can I try a second person if the first person is not answering?
To try a second person in the system when the first person is not answering just press the "*" button and it will return you to the main menu that will ask you to put in the next 3 digit extension number.

Q: How can I conference call?

  1. Pick up your receiver and call the first number
  2. Press the ‘conf’ button (bottom left area of the screen) and call the second number
  3. Press ‘join’ (bottom left of the screen)

  You can continue doing that for up to 4 lines.