Oklahoma Baptist University

Asterisk Voicemail User Reference

On campus: Dial x8500 > xxxx > [password]

Off campus: Dial 405-585-4040 > xxxx > [password]


An Overview:

Welcome to your new voice mail service. This Voice Mail System offers a highly flexible, highly capable voice mail system. Among the features that it offers are briefly:

  • Three different types of Greetings.
  • Notification of new messages through email.
  • The notification message will include an audio file containing the complete message.
  • Ability to organize messages into folders.
  • Mailboxes are password protected.
  • Allow callers to review and re-record messages

Message Taking

If you are not able to answer a phone call, your voice mail service will allow the caller to record a message that you can listen to later. Depending on how your mailbox was configured, the caller may first hear a greeting and/or some instructions before leaving message. The process of leaving a message looks like this:

  • Play the appropriate greeting – busy, unavailable or temporary greeting
  • Play some short instructions.
  • Play a beep.
  • Record the message, and optionally allow the caller to review the message.

While the Caller is listening to the greeting or the instructions, the caller can press any of the following buttons:

  • “#” Skip the rest of the greeting and instructions and immediately begin recording the message.
  • “*” Transfer out of the message recording application. Typically used to allow users to access their mailboxes.

After the greeting and the instructions have played the caller will hear a beep and then the system will start recording a message. To end the recording, the caller can hang up the phone or press the “#” button. If the caller hangs up the phone to end the recording, the voicemail system will put the message in your “New” folder. If the caller pressed the “#” button to end the recording, the system will let the caller review the message and the caller will be presented with the following options:

  • “1” Save the message. The message will be placed in your “New” folder
  • “2” Review the message.
  • “3” Re-record the message

Types of Greetings

A greeting is a short message that plays before the caller is allowed to record a message. The greeting is intended to let the caller know that you are not able to answer their call. The greeting can also be used to convey other information like when you will be available, other methods to contact you, or other options that the caller can use to receive assistance. There are two types of greetings:

  • Unavailable Greeting - If the voice mail system thinks that you are unavailable (e.g. you don’t answer the phone or your phone is not connected to the network) the caller will hear your “unavailable” greeting. The unavailable greeting can either be a generic message, like:
    • The person at extension number is unavailable. - Default
    • Your recorded name is unavailable.
    • The unavailable greeting can be a message that you record
  • Temporary Greeting - You can also record a temporary greeting. A temporary greeting will always be played regardless of your “busy” or “unavailable” status. This could be used, for example, if you are going on vacation and want to inform people not to expect a return call anytime soon, but you do not want to re-record your busy and unavailable greetings when you come back.If you do not have a temporary greeting set, you will immediately be asked to record a temporary greeting. If you do have a temporary greeting set you will be presented with the menu below. Once your temporary greeting has been erased callers will be presented with either your busy or unavailable messages, depending on your status.
  • Busy Greeting - If the Asterisk PBX thinks that you are on the phone, the caller will hear your “busy” greeting. Your busy greeting can either be a generic message, or the busy greeting can be a message that you record

Message Folders

The voice mail system allows you to save and organize your messages into folders. When you first log into your mailbox, the voice mail system will make the “New Folder" the current folder if you have any new messages. If you do not have any new messages the voice mail system will make the “Old Folder" the current folder. When a caller leaves a message for you, the voice mail system will put the message into the “New folder". If you listen to the message, but do not delete the message or save the message to a different folder, the VMS will automatically move the message to the “Old folder". There are ten folders as listed below:

  • Folder 0 - New Messages
  • Folder 1 - Old Messages
  • Folder 2 - Work Messages
  • Folder 3 - Family Messages
  • Folder 4 - Friends Messages

Message Playback

Messages may be played back in three ways:

  • From an email sent to your inbox
  • From logging into the server (x8500) > xxxx > [your password]
  • From off campus via the server, dial 405-585-4040 > xxxx > [your password]

While listening to the greeting or the instructions, the caller can press any of the following buttons:

  • “#” Skip the rest of the greeting and instructions and immediately begin recording the message.
  • “*” Transfer out of the message recording application. Typically used to allow users to access their mailboxes.

After the greeting and the instructions have played the caller will hear a beep and then the system will start recording a message. To end the recording, the caller can hang up the phone or press the “#” button. If the caller hangs up the phone to end the recording, the voicemail system will put the message in your “New” folder. If the caller pressed the “#” button to end the recording, the system will let the caller review the message and the caller will be presented with the following options:

  • “1” Save the message. The message will be placed in your “New” folder
  • “2” Review the message.
  • “3” Re-record the message

During the playback of the message, any of the following buttons may be pressed:

  • “*” Rewind the message by 3 seconds.
  • “#” Fast forward the message by 3 seconds
  • “0” Pause the message playback. Press any other button to resume playback.
  • “1456789” - Pressing any of these buttons will halt the playback of the message and perform the corresponding action from the post-message playback options.
    • “1” Go to the first message in the current folder.
    • “4” Go to the previous message in the folder.
    • “5” Replay the current message.
    • “6” Go to the next message in the folder.
    • “7” Delete or undelete the message.
    • “8” Forward the message to another user on the system.
    • “9” Save the message to a different folder.

Main Menu

  • “1” Listen to messages in the currently selected folder.
  • “2” Change folders.
  • “3” Advanced options.
  • “0” Mailbox options – Greeting Recordings, Passcode etc.
  • “*” Repeat the menu options.
  • “#” Exit from the voice mail system.

Advanced Options After Listening to a Message

The following buttons may be pressed in the “Advanced Options” menu while you are listening to a message.

  • “1” Record a message and send it directly to the mailbox of the person that sent you the current message.
  • “2” Call the person that left the message back.
  • “3” Play the message envelope.
  • “4” Place an outgoing call.
  • “5” Leave a message for another user on the system. See Chapter 2 for more information.
  • “*” Return to the main menu.

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