How do I record greetings to my department's voicemail?

Contents

Introduction
From a VoIP Phone
From a non-VoIP Phone


Introduction

Departmental voicemails enable a department to give information to callers who's calls were unanswered such as a confirmation of what office was dialed, why the call was unanswered, information such as office hours, and what to do next.  Various greetings are available, including greetings to handle calls during off hours or holidays.  Occasionally these greetings need to be updated to keep them current.  There are several ways to do this:
  • From a VoIP phone
  • From a non-VoIP phone, such as a cell phone
To utilize either of these methods, you will need both your department's voicemail account ID # and Pin #.

From a VoIP Phone

  1. Click the voicemail button on your phone (8945: 8845:  ).  This will automatically dial the Unity Voicemail system.
  2. You will be prompted for your pin.  Instead, press the star key
  3. You will now be prompted for an ID number.  Enter your departmental Unity account's ID and then press pound
  4. You will now be prompted for the Pin number.  Enter your departmental Unity account's Pin and then press pound
  5. If the entered the correct information you will be presented with the name of the account and then a menu... to continue press 4 which will enter the Setup Options
  6. Next press 1 to edit your Greetings
  7. Unity will indicate which greeting is currently active and play it for you
  8. Next, Unity will you have the option to re-record this greeting, turn on your Alternate Greetings, Edit Other Greetings, or Play all of your greetings.  Choose 3 to Edit Other Greetings
  9. You will now be presented with a menu to allow you to choose which greeting to edit.  Choose the appropriate option to tell the system which greeting you'd like to edit
  10. Next, Unity will play back the current greeting of whichever one you selected and then will give you an option if you'd like to re-record it, use the system default instead of a custom greeting, or to activate this greeting if it isn't already active
    • If you've chosen to re-record the greeting by pressing 1, the system will explain that you will be prompted to when it will start recording and you will be able to record a custom greeting for that greeting slot (Standard, Off Hours, Holiday, etc.)
    • If you've chosen to use the System Default by pressing 2, the system will replace whatever recording is currently being used in the greeting slot you selected (Standard, Off Hours, Holiday, etc.) with a default recording.
    • If you've chosen to activate the greeting, this greeting and whatever recording is associated to it, will now be played when a caller is forwarded to the department's Unity voicemail account.  Please note that schedules are usually used to automatically activate Off Hours and Holiday greetings and to go back to the Standard greeting afterwards and, therefore, manual activation should not be necessary
  11. Once you are done recording your greeting or greetings, you may hang up

From a non-VoIP Phone

Updates to the greetings can also be made by a device such as a cell phone or home phone with a slightly different procedure.
  1. Call 479-964-0583
  2. When the ATU Auto-Attendant picks up, instead of dialing an extension push the star key
  3. You will now be prompted for an ID number.  Enter your departmental Unity account's ID and then press pound
  4. You will now be prompted for the Pin number.  Enter your departmental Unity account's Pin and then press pound
  5. If the entered the correct information you will be presented with the name of the account and then a menu... to continue press 4 which will enter the Setup Options
  6. Next press 1 to edit your Greetings
  7. Unity will indicate which greeting is currently active and play it for you
  8. Next, Unity will you have the option to re-record this greeting, turn on your Alternate Greetings, Edit Other Greetings, or Play all of your greetings.  Choose 3 to Edit Other Greetings
  9. You will now be presented with a menu to allow you to choose which greeting to edit.  Choose the appropriate option to tell the system which greeting you'd like to edit
  10. Next, Unity will play back the current greeting of whichever one you selected and then will give you an option if you'd like to re-record it, use the system default instead of a custom greeting, or to activate this greeting if it isn't already active
    • If you've chosen to re-record the greeting by pressing 1, the system will explain that you will be prompted to when it will start recording and you will be able to record a custom greeting for that greeting slot (Standard, Off Hours, Holiday, etc.)
    • If you've chosen to use the System Default by pressing 2, the system will replace whatever recording is currently being used in the greeting slot you selected (Standard, Off Hours, Holiday, etc.) with a default recording.
    • If you've chosen to activate the greeting, this greeting and whatever recording is associated to it, will now be played when a caller is forwarded to the department's Unity voicemail account.  Please note that schedules are usually used to automatically activate Off Hours and Holiday greetings and to go back to the Standard greeting afterwards and, therefore, manual activation should not be necessary
  11. Once you are done recording your greeting or greetings, you may hang up

Related Links
What is departmental voicemail and how does it work?