Cisco IP Phones

Cisco IP Phones

The following quick reference card and complete user guide provide detailed information about how to set up, use, and manage your voicemail.

In this Section:


Initial Setup of Your Mailbox

Each new user must complete the initial set up of their voicemail box. This is done by completing the steps below:

  • From your Cisco IP phone, select the messages button. This automatically dials the extension for voicemail (ext. 3620).
  • You will be prompted for a security code. The default security code is four zeros, "0000".
  • The automated tutorial will provide easy-to-follow instructions on how to setup your mailbox.  You will be prompted to do the following, so please be prepared to complete all three steps:
    1. Change your security code: your new security code must be 4 to 15 digits in length.  As a safeguard, please do not use your extension or simple combinations as the security code.  Enter your new security code plus # when you are instructed, and then re-enter for confirmation.  This new security code will be used to access your voicemail in the future.
    2. Record your name: this will identify your mailbox.  To start recording, press 2.  To stop recording, press 2 again.  You will be given the option of hearing and re-recording your name if necessary.
    3. Record your personal greeting: this greeting will be played when callers are given the opportunity to leave you a message.  To start recording, press 2.  To stop recording, press 2 again.  You will be given the option of hearing and re-recording your greeting if necessary.

Congratulations!  Your voicemail is now setup.

Accessing the Voicemail System

From your Cisco IP phone, press the message button and enter your security code when prompted.

From another Cisco IP phone on campus, press the message button, then press * #; enter your mailbox number and security code when prompted.

From a non-IP phone on campus, dial Ext. 3750 then press #; enter your extension and security code when prompted.

From off campus, dial (626) 815-3888; enter your mailbox number and security code when prompted.

Shortcuts for a Variety of Changes Within the Voicemail System

Shortcuts for Common Tasks (From the Main Menu)
Change your security code 4 1 4
Change your standard greeting 4 1 3 2 or 4 4
Change/set your out-of-office greeting 4 1 3 3 or 4 6
Change your name recording 4 1 5

Changing Your Security Code

  • From the main menu, press 4 for "Phone Manager/User Options"
  • Press 1 for "Personal Options"
  • Press 4 to "Change Security Code"
  • Enter a new security code followed by the pound key (#)
  • For confirmation, enter your new security code again, followed by the pound key (#)

Greeting Types and Examples

The voicemail system offers two types of greetings.  The system gives you the option to record your "Standard Greeting" during the initial mailbox setup.  Callers will hear this greeting if you do not answer.

Standard greeting example: Hi.  You have reached Holly Swanson in the department of Telecommunications at Azusa Pacific University.  Please leave your name, phone number, and a message and I will return your call as soon as possible.  Thank you.

The system also provides for an "Out-of-Office Greeting".  It is recommended to set your out-of-office greeting if you are going to be out of the office.  The message should inform callers of the dates you will be out and when they can expect you to return their call.  When the out-of-office greeting is set, the system will announce "(RECORDED NAME) is out of the office" and then play your recorded out-of-office greeting.  It is recommended to include an attendant to be reached in your absence (see "Selecting an Attendant" below). Please do not tell the caller that they cannot leave a message as this is not good customer service.

Out-of-office greeting example: Hi.  You have reached Holly Swanson in the department of Telecommunications at Azusa Pacific University.  I am currently out of the office from Thursday, June 1st through Sunday, June 4th.  If this is an urgent matter, please dial *XXXX to be transferred to (NAME) for immediate assistance.  Otherwise, I will reply to your message when I return on Monday, June 5th.  Thank you.

Creating a Standard Greeting

  • From the main menu, press 4 for "Phone Manager/User Options"
  • Press 1 for "Personal Options"
  • Press 3 to "Record Personal Greeting"
  • Press 2 to record your "Standard Greeting"
  • The system will replay your current standard greeting
  • From this point, you have the following options
    • Press 4 to discard current recording
    • Press 2 to make a new recording
      1. To start recording, press 2. To stop recording, press 2 again
      2. To save this new recording, press 5
      3. To review this new recording, press 6
      4. To discard your new recording and re-record it, press 4

The system also offers a shortcut for recording your standard greeting.  This option does not play your current standard recording or the new greeting that you record, but it is a quick alternative to the above instructions:

  • From the main menu, press 4 for "Phone Manager/User Options".
  • Press 4 to record your "Standard Greeting"
  • Start recording your greeting at the tone.  To stop, press any key
  • Press # to save your recording or * to quit

Creating and Setting an Out-of-Office Greeting

  • From the main menu, press 4 for "Phone Manager/User Options"
  • Press 1 for "Personal Options"
  • Press 3 to "Record Personal Greeting"
  • Press 3 to record and set your "Out-of-Office Greeting"
  • The system will replay your current out-of-office recording
  • From this point, you have the following options
    • Press 4 to discard current recording
    • Press 2 to make a new recording
      1. To start recording, press 2. To stop recording, press 2 again
      2. To save this new recording, press 5
      3. To review this new recording, press 6
      4. To discard your new recording and re-record it, press 4
    • Press 5 to turn on the current recorded out-of-office greeting
  • Once you have saved your out-of-office recording, your out-of-office greeting is set.  The next time you access your voicemail, the system will give you the option to remove your out-of-office greeting (press 4) or continue your out-of-office greeting (press 5).

The system also offers a shortcut for recording your out-of-office greeting.  This option does not play your current out-of-office recording or the new greeting that you record, but it is a quick alternative to the above instructions:

  • From the main menu, press 4 for "Phone Manager/User Options"
  • Press 6 to record your "Out-of-Office Greeting"
  • Start recording your greeting at the tone.  To stop, press any key
  • Press # to save your message or * to quit

Selecting an Attendant

You may want to give your caller the option to transfer from your voicemail to your assistant or someone in your department.  In your greeting you will instruct your callers to dial * + extension.  For instance "I am either on the phone or away from my desk.  For urgent matters or immediate assistance, please dial *1234 to be connected to my assistant."  No programming is required for this feature.

Voicemail or Call Forwarding

Forward No Answer
The Cisco IP phones are automatically programmed to forward to voicemail when there is no answer. If the “no answer forwarding” needs to be changed, please contact the IMT Support Desk at support@apu.edu or 626-815-5050 to place a request. If you receive a call while on the line, you will hear a call waiting indicator. If you do not answer the second incoming call, the caller will be directed to voicemail.

Forward All Calls
From your phone, you may forward calls to go directly to voicemail or another extension using the instructions below.

Function Activate Cancel
Forward All Calls to Voicemail Press CFwdALL and enter 3620 Press CFwdALL
Forward All Calls to Another Ext* Press CFwdALL and enter the ext Press CFwdALL

*When your calls are set to forward to another ext., the call will revert back to your voicemail if there is no answer.

Reviewing Your Messages

Reviewing Your Messages From Your Cisco IP Phone Reviewing Your Messages From Any Other Cisco IP Phone Reviewing Your Messages From Off Campus
  • Press the messages button
  • Enter your secuirty code
  • Press 1 1 to listen to new    messages
  • Press the messages button
  • Press *#
  • Enter your mailbox number
  • Enter your security code
  • Press 1 1 to listen to new    messages
  • Call (626) 815-3888
  • Enter your mailbox number
  • Enter your security code
  • Press 1 1 to listen to new messages

Options While Listening to a Message

Controls While Listening to a Message
Back up five seconds 1
Play message info 5
Return to start 11
Increase speed 6
Pause or continue 2
Fastest speed 66
Advance five seconds 3
Decrease volume 8
Advance to end 33
Increase volume 9
Decrease speed 4
Go to saved messages ##
Slowest speed 44
To hear all options 0

In this system you must let the message complete before you can perform certain commands such as delete, save, or reply. Pressing “3 3” advances you to the end of a message and allows you to perform any of the tasks listed below for “Options After Listening to a Message”.

Options After Listening to a Message

Controls After Listening to a Message
Review 4
Transfer to sender's ext 88
Play message info 5
Save 9
Forward 6
Skip (mark as read) #
Delete **7
Go to saved messages ##
Reply to an extension 8

**Note: after pressing 7 to delete a message, the system will prompt you to press 7 again to confirm your delete.  If you do not want to delete your message, press any key other than 7.  This feature is enabled for your protection because once a message is deleted, you are not able to retrieve or listen to it again.

Sending a Message from Within the Voicemail System

You can send a message to another on campus voicemail subscriber from within the voicemail system.  You have the ability to address the message to multiple users.

  • From the main menu, press 2 to "Record and Send a Message"
  • Record your message at the tone.  To stop recording and send your message, press #
  • Enter the destination mailbox number of the person to receive the message (the directory by name option is not available at this time)
  • Press # to send the message or 0 to review your routing options.  Press * to cancel this mailbox destination
  • Enter the next destination mailbox, or press * if there are no more recipients

Transferring a Caller Directly to Voicemail

  • With the caller on the line, press the transfer or flash button on your phone
  • Dial extension 6002
  • Enter the extension of the voicemail to which you would like to transfer the caller
  • Press #
  • Hang up

Off Campus Message Retrieval

The line (626) 815-3888 has been designated solely for retrieving messages from an off-campus location.  When dialed, you will be prompted to enter your mailbox number followed by your security code.

Exiting Voicemail

To exit the voicemail system at anytime, press the star key (*) repeatedly until you hear "Thank you for calling," then hang up.

Delivery Options

When leaving a message for someone on campus, you have a variety of delivery options.  This selection of options is given after you record your message for another voicemail subscriber.  Instead of hanging up, press # after recording a message to receive the following options.

Message Delivery Options
Review message 6
Discard and re-record message 4
Send message 5
Urgent delivery 7
Leave a number where you can be reached 8

Distribution Lists

Prior to setting up a distribution list, a special mailbox must be created for you by Telecommunications.  Please email the IMT Support Desk at support@apu.edu to request a mailbox for a distribution list.  Be sure to include the name and extension of the user to sponsor the distribution list.

Once distribution list capabilities have been established for you by Telecommunications, you can setup your distribution list using the following instructions.

  • From the main menu, press 4 for "Phone Manager/User Options"
  • Press 2 for "Messaging Options"
  • Press 3 to "Change a Personal Distribution List"
  • Enter the mailbox number of the personal distribution list you would like to change (provided to you by Telecommunications)
  • To perform the following tasks, use these commands and follow the instructions given by the voicemail system:
    • To add members, press 1
    • To remove existing members, press 2
    • For a list of existing members, press 3
    • To record a name for this distribution list, press 4

Retention Time Frame for Messages

New and saved messages are held for a maximum of thirty (30) days.  After thirty days, messages will be deleted from the system.  Once a message has been saved, you may listen to it as many times as you like, but you will not have the option to save it again.  The thirty day maximum cannot be extended.

Message Forwarding

The ability to forward a copy of your voicemail messages to another mailbox is available in this system.  This is useful when you are on vacation and you want someone else to follow up on your messages.  The system saves a copy of the messages in your mailbox and forwards a copy of the messages to the specified mailbox.  To access this feature from the main menu press: 4 - 2 - 4.

The system will prompt you to press 3 to activate this feature and, as part of the activation process, it will prompt you to enter the extension to which you wish to forward messages.  It also gives you the option to have only urgent messages forwarded.

Once set, message forwarding is activated until you turn it off.  To turn it off from the main menu, press: 4 - 2 - 4 - 2.

Other Message Options and Tips

  • When you receive the voicemail greeting of someone on campus, you may by-pass listening to it by pressing 5.  This will allow you to leave a message without listening to the entire greeting.  This information can be provided to your callers when recording your greeting.
  • You do not need to listen to all voice prompts while checking your voicemail.  If you know the selection, you may key it in at any time.
  • You can change the order in which you hear your messages.  You can hear the newest ones first (LIFO) or the oldest ones first (FIFO).  The system default is FIFO.
    • First In First Out (FIFO): from the main menu, press 4 - 2 - 5 - 1
    • Last In First Out (LIFO): from the main menu, press 4 - 2 - 5 - 2
  • You can also change whether you hear the message envelope information before or after the message, or on demand only.  The message envelope information is the name of the caller, when internal, and the date and time they called.  To access envelope information settings from the main menu, press 4 - 2 - 6.