Internal, open access

Getting Started - Whiteknights Campus

Code of Practice

Please familiarise yourself with the Code of Practice before using Voicemail.

How to access your mailbox

Your mailbox number is the same as your extension in a majority of cases. If this is not the case you will have been notified of this.

Method of Access

Number to Call

Internally from your own extension

6000 + password (default password 8888)

Internally from any other extension

6123 + mailbox number and password

Externally

(0118) 3786000 + mailbox number and password

The personal greeting

Your personal greeting is the first thing the caller hears when they are put through to the voicemail system. As it may be the first contact an external caller has with the University, it is very important that it conveys accurate information in an appropriate way. Change your greeting as soon as your mailbox is activated.

To change your personal greeting dial into the voicemail system and follow the prompts. Press * at the end of the recording to avoid a silence being left.

Your personal greeting can be changed as often as you require to allow for changes in working patters. You should never give too much information for security reasons. Ensure that your greeting contains the following:

  • A greeting
  • Your name
  • Your department
  • An apology for absence
  • An alternate number to call or an e-mail address to mail for urgent problems or queries specific to a particular service (ensure that the recipient is willing and able to deal with any queries)
  • A date on which you return to the office or a comment to indicate when you are likely to respond

The following is an example of a personal greeting that could be used:

Hello. You are through to the voicemail box of Fred Bloggs, IT Services. Unfortunately I am not available to take your call. If your call is urgent (or is regarding XYZ, whatever suits the customer requirements), please contact ITS Help by dialling 6262 now. Alternatively, if you would like to leave me a message, please leave your name and number and I will get back to you as soon as possible. Thank you.

The password

The initial password of 8888. It is essential that you therefore change it as soon as possible in order to ensure that your messages remain private. Avoid simple ones such as 1234, 1111, 9999 etc that might easily be guessed. The system does not lock your mailbox if a wrong password is entered repeatedly.

To change your password, dial in to the voicemail service and follow the instructions.

Generally you should ensure that your password is kept confidential. You may want to share it with a trusted colleague however who can pick up your messages if you are unexpectedly absent.

Diverts and tones

For a majority of users the system will be set so that a call diverts automatically after five rings if unanswered or when the line is busy. If this is the case, you will hear a distinctive tone that indicates when you have a new mail message.  We can automatically send you an email informing you that there is a voicemail message waiting.

Types of messages

There are two types of messages:

New - These are messages that have not been listened to (you hear the notification tone for these). They stay on the system until you listen to them.

Stored - Messages that have been listened to and not yet deleted. These will be automatically deleted after 200 hours.

You can have a total of 50 messages in your mailbox of up to 5 minutes duration each. Once your mailbox is full no more messages can be left.

More detailed information can be found in the Voicemail User Manual

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