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Single-Line and NEC 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:

Congratulations!  Your voicemail is now setup.

Accessing the Voicemail System

From your extension/phone: Dial Ext. 3750; enter your security code when prompted

From another extension/phone: Dial Ext. 3750; press * #; enter your mailbox number 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

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 or when your line is busy (please see "Programming Required" to set forwarding).

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

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:

Creating and Setting an Out-of-Office Greeting

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:

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.

Programming Required

Each phone must be programmed to forward to voicemail in order for a caller to leave a message. The forwarding must be done from your phone. These steps should be completed after you have set up your greeting. It is recommended that you program both the "Forward No Answer" and "Forward Busy" features.  When you program the "Forward All" feature it will override all other programming.

The voicemail system is programmed to pick up after approximately 4 to 6 rings. This is set within the system and cannot be changed.

Voicemail or Call Forwarding

Function Start Cancel
Forward Busy (recommended)
  • Lift handset
  • Press *2 3750
  • Hang up
  • Lift handset
  • Press #2
  • Hang up
Forward No Answer (recommended)
  • Lift handset
  • Press *5 3750
  • Hang up
  • Lift handset
  • Press #5
  • Hang up
Forward All Calls
  • Lift handset
  • Press *3 3750
  • Hang up
  • Lift handset
  • Press #3
  • Hang up

The above instructions can also be used to transfer the callers to another extension.  Using any of the above commands, enter the 4 digit extension to which calls should be transferred in place of 3750.

Reviewing Your Messages

Reviewing Your Messages From Your Extension Reviewing Your Messages From Any Other Extension Reviewing Your Messages From Off Campus
  • Call Ext. 3750
  • Enter your security code
  • Press 1 1 to listen to new messages
  • Call Ext. 3750
  • 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.

Transferring a Caller Directly to Voicemail

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.

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