To reach the phone mail system, dial 453-5577. You will need your password which may be obtained by contacting the Helpdesk at (559) 453-3410. Once you are connected to the phone mail system, simply follow the prompts provided to set your preferences and begin sending and receiving voice mail.
If you would like to leave a message at another phone mail user's extension without actually calling the person, dial extension 6000. For detailed instructions and additional phone mail features, click on the following link: Phone Mail Instructions/Features
How to Make the Most of the Voice Mail System*
Voice mail can be a powerful, time saving device for you and your department. Not only can it help collect information from callers while you are away from your desk, it can actually save you time. Here are a few tips on how to make the most of voice mail.
Change your greeting daily or at least weekly. This lets callers know that your mailbox is active and that you care about their messages.
When changing your greeting, give callers an estimate of when you will be able to respond to their messages. This will keep people from calling back every hour to see if you are back at your desk and reduces the number of messages you will have to listen to when you check your voice mail box. If you state a time that you will be available or will return calls, stand by your word if at all possible.
Give the caller an alternate number so he or she can talk to a live person if the call is urgent. This could include a co-worker, administrative assistant, or the FPU operator. Make sure that there is always a way to reach a live person during business hours.
Check your voice mail box at least every two hours or as frequently as possible. If you have been away from your desk, urgent situations may require your immediate attention.
Here is a sample greeting that includes all of the aspects discussed above.
"Hello. You have reached John Doe at Fresno Pacific University in the information technology services department. For today, September 15, I will be in meetings all morning but should be available to return your call after lunch. Please leave a detailed message after the tone. If you require immediate assistance, please dial extension 2254 and one of our student staff will be happy to help you. Thank you for calling, and have a great day."
When leaving a message for someone it is equally important to leave basic information.
- Identify yourself. -- Even though FPU's voice mail system is known for its voice quality, the person you are calling may still not be able to connect your voice to your name.
- Let the person know why you are calling. -- To just say, "Call me back," gives the recipient of your message no reason to get back to you in a timely manner. Recipients won't know what you need and may have to call you back again!
- Verbalize your expectation of a response. -- Something that is important to you may not be as important to the person you are calling. By letting the recipient know when you need a response, messages can be prioritized accordingly.
- Include a number where you can be reached. -- If you need to be called back, always remember to include a number for the recipient to call. When people are out of the office, even if they have your number, it may be in a rolodex or at home.
- Keep your messages short and to the point. -- Although you may need to leave a lot of information in a mailbox, keep your message as short as possible. Rambling messages only frustrate the recipient.
Sample Greeting Messages
You have reached the voice mail box of _________. I am either on the phone or away from my desk. Please leave me a detailed message, and I will return your call as quickly as possible. If you need immediate assistance press "0." You will be transferred to the administrative assistant for our department.
Sample 2 (if you change your message daily):
Hello. This is _______ of Fresno Pacific University. Today is ____. I will be out of the office all day today, but I will be checking my voice mail, so please leave a detailed message, and I will return your call as soon as possible. If you need to speak with someone right away, please press "0" for the administrative assistant for our department. Thank you.
Sample 3 (if you change message often)
Hello. This is ________. Today is _________. I will be in meetings all morning, but will be available this afternoon. Your call is important to me, so please leave a detailed message and I will return your call as soon as possible. If this is urgent, press "0" to reach the administrative assistant for our department.
Sample 4 (if you are gone for a while)
Hello. This is _____. I am out of the office until __________. You may leave me a message, and I will return your call upon my return. If you need assistance or have any questions, please press "0," and you will be transferred to the administrative assistant for our department.
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