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V
oice Mail User Guide
18
3. Press for Distribution List.
4. Enter a distribution list number.
5. Press for Delete.
6. Enter the mailbox number to delete using the keypad. The system reads back the name
or number of the mailbox user.
7. Repeat steps 5 and 6 for each number you want to delete.
To name a distribution list:
1. Call the voice mail system and access your mailbox.
2. Press for User Options.
3. Press for Distribution List.
4. Enter a distribution list number.
5. Press for Name.
6. At the tone, record the name of the distribution list. This name will be played back when
you address a message to this distribution list.
To use a distribution list:
• Instead of entering a mailbox number, enter the number of the distribution list you want to
use. The system reads back the name or number of the distribution list.
Mailbox Greetings
Using Mailbox Greetings Effectively
There are two types of mailbox greetings: “permanent” and “temporary”. You record the
permanent greeting when you access your mailbox the first time. Temporary greetings override
the permanent greeting for the specified duration. If there is no temporary greeting, callers
accessing your mailbox will hear the permanent greeting.
A permanent greeting cannot be very specific because it is worded to cover all situations. To
address specific situations, create a temporary greeting that will last until you turn it off or for
a specified number of days.
Two examples of temporary greetings are
“Hi! You have reached Julie Jones. I'm on vacation from Friday, June 18, through Friday,
June 25. I'll be back on Monday, June 28, so please leave a message and I'll get back to
you as soon as possible. If you require immediate assistance, press 0 and ask to be
transferred to Christine Conner.”
“This is Harry Smith, and today is Thursday, May 13. I have a meeting all day today so I
will not be available to answer calls. Please leave a message and I'll get back to you
tomorrow.”