Using the Voicemail System to Manage Voicemail

Content

You can manage voicemail and mailbox options for your ShoreTel Connect CLOUD profile using the ShoreTel voicemail system. The ShoreTel voicemail system, which you access by dialing into the system, lets you manage your mailbox options by navigating through a series of audio prompts.

If you have a ShoreTel IP480, 480g, or 485g phone, you can also manage voicemail for your ShoreTel Connect CLOUD profile using visual voicemail. See Using Visual Voicemail for more information.

NOTE: Each user has a voicemail box capacity of 200 messages with a 10 minute per message maximum time limit.

Logging in to the Voicemail System

A steadily flashing red light in the upper right corner of your phone indicates that you have unheard messages. To hear your messages using the voicemail system, you must first log in to the voicemail system.

You can also log in to the voicemail system from another extension or from an external phone.

Logging in to Voicemail from Your Phone

  1. Do one of the following:
    • Press #.
    • Press the Voicemail button, and then press the Call VM soft key.

    Your phone dials the ShoreTel voicemail system.

  2. At the audio prompt, enter your password, and then press #.

    NOTE: The first time you log into the voicemail system, you are prompted to record your name.

Logging in to Voicemail from Another Extension

You can log in to the voicemail system from another extension in your ShoreTel system, whether it is an IP phone or an analog phone.

  1. Do one of the following:
    • Press # while the phone is on hook.
    • Press # while the phone is off hook with dial tone.
    • Press the Voicemail button. (On a ShoreTel IP Phone 480, 480g, or 485g, you must also press the Call VM soft key.)
  2. At the password prompt, press # and then enter your extension.

    NOTE: If you are using a phone that is in an “Available” or “Anonymous” state, the initial prompt directs you to enter your extension rather than a password, so you do not have to press # before entering your extension.

  3. Enter your password, and then press #.

Logging in to Voicemail from an External Phone

Some users can log in to the voicemail system from a phone outside of the ShoreTel phone system. If this option is not currently available for your ShoreTel phone system and you would like to enable this option, please contact ShoreTel Support for assistance.

  1. Dial a ShoreTel-owned phone number.
  2. When you hear the voicemail greeting, press *.
  3. At the next prompt, press #.
  4. When prompted, enter the extension you want to manage.
  5. Enter the password for the extension you entered, and then press #.

Interacting with New Messages in the Voicemail System

This section describes shortcuts and common tasks for handling messages in the voicemail system.

Using Shortcut Keys

You can press the following keys to while listening to messages:

Listening to, Replaying, Saving, and Deleting Messages

  1. Log in to voicemail.
  2. To listen to new messages, press 1.
  3. As you listen to each message, you can do one of the following:
    • To replay a message, press 1.
    • To save a message, press 2.
    • To delete a message, press 3.

Forwarding a Message

  1. Log in to voicemail.
  2. To listen to new messages, press 1.
  3. After listening to the message you want to forward, press 4.
  4. Record a prefacing remark, and then do one of the following:
    • If you are satisfied with the prefacing remark, press #.
    • To review the prefacing remark, press 1.
    • To re-record the prefacing remark, press 2.
    • To cancel the recording, press *.

    TIP: After addressing a message, you can press 1 to mark it urgent.

Replying to a Message

  1. Log in to voicemail.
  2. To listen to new messages, press 1.
  3. After listening to the message you want to reply to, press 5.
  4. Choose one of the following options:
    • To reply with a voice message, press 1.
    • To reply with a callback, press 2.
    • To reply to all with a voice message, press 3.
    • To return to the previous menu, press *.

Listening to Saved Messages

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 3.

To interact with saved messages, press any one of the options (except for option 2) described in Interacting with New Messages in the Voicemail System.

Sending Messages from Voicemail

  1. Log in to voicemail.
  2. From the voicemail Main Menu, press 2.
  3. Record the message and select one of the following options:
    • To cancel the message recording, press *.
    • To finish recording, press #.
    • To review the message, press 1.
    • To re-record the message, press 2.
  4. After you are satisfied with your recording, press # to finish recording.
  5. At the prompt, enter the recipient’s extension.
  6. To choose additional addressing options, press 0 and select any of the following options:
    • To look up a recipient by name in the directory, press 1.
    • To send a personal distribution list, press 2.
    • To broadcast to all extensions, press 3.
    • To cancel addressing options, press *.
  7. After the message is addressed, select any of the following options:
    • To mark or unmark a message as urgent, press 1.
    • To request a return receipt, press 2.
    • To send the message, press #.

Leaving a Message and Using Message Options

When the recipient of your call does not answer and has not opted to automatically forward calls, you can leave a message when prompted.

  1. Enter one of the following options while listening to the mailbox greeting:
    • To bypass the greeting and leave a message, press #.
    • To transfer to an assistant, press 0.
    • To return to the auto-attendant, press 9.
    • To forward your call to the recipient’s Find Me destination (an optional number where calls can be forwarded), press 1. If a Find Me destination is not enabled, you are prompted to record a message.
  2. After recording the message, choose one of the following options:
    • To access message options, press # and select one of the following message options:
      • To send the message, press #.
      • To cancel the message, press *.
      • To review the message, press 1.
      • To re-record the message, press 2.
      • To mark or unmark the message as urgent, press 3.
      • To mark or unmark the message as private, press 4.
      • To transfer to the auto-attendant, press 9.
      • To transfer to the assistant, press 0.
    • To re-record the message, press *.
    • To send the message and transfer to an assistant, press 0.
    • To send the message and transfer to the auto-attendant, press 9.
    • To send the message and forward it to the recipient’s Find Me destination (if enabled), press 1.
  3. Hang up to send the message.

Related Articles

Managing Voicemail
Managing Mailbox Options
Using Visual Voicemail
Configuring Voicemail Sync for G Suite
Using Contact Directories
Using Call Logs
Managing Your User Settings
ShoreTel Connect Portal Documentation

ShoreTel Dates

Created Date 2016-08-12 - Modified Date 2017-08-07


Article: 000012019