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Technology and Learning Resources
New Telephone and Voicemail Procedures
Important info for all telephone users on Campus!
Starting on June 25, 2007 there will be some important changes made to the telephone and voicemail systems. The following information is important when making calls and setting up your voicemail.
NEW DIALING:
Starting Mon. June 25, 2007, all phone extensions will be four digits. When dialing anyone on campus or at the Vallejo Center, the Vacaville Center, or the Harbor Theatre, you will need to do the following:
If you have a direct dial number, no changes are required for outside calls to reach you.
If someone calls you by first calling 864-7000, then the four digit number described above will be needed.
We will put a message on the automated attendant (what you hear when you call 864-7000) that explains this. If someone dials an old three digit extension, that person will also get a message that four digits are now necessary as well as the appropriate instructions.
NEW VOICEMAIL:
Cisco Voicemail Manual (2.7mb pdf/120 pages)
We are also upgrading our voicemail system at this time and everyone will get a new voice mailbox. Your extension will remain the same, except you will need to add a 4 or 7.
You will have to set up your voicemail. This is a very intuitive process as the voicemail system will guide you through the set up.
STANDARD PHONES:
Voicemail access from a Mitel phone (old system):
- Dial 7130 or from outside the college 707-864-7130
- Press * and it will prompt you to enter your ID (your mailbox number)
**Important note: This must be a 4 digit number** - Enter default password (sent by email) and then it will prompt you to change it
- Select "4" for setup options. Follow the prompts to set up your greeting and play, save, or delete your messages
Cisco Phone Manual (1.7mb pdf/78 pages)
This voicemail procedure will only be needed if you are getting a new Cisco VoIP phone (Building 400, 800, Faculty Office Building, and Vallejo Center). We will begin installation of the new phones in existing buildings at a later date.
Voicemail access from a Cisco VoIP phone:
- Press "Messages" button on the phone (this will dial the voicemail system for you)
- Enter default password (sent by email) and then it will prompt you to change it
- Select "4" for setup options. Follow the prompts to set up your greeting and play, save, or delete your messages
COMING SOON!!
The Cisco VoIP phones will be installed in the new buildings, 400, 800, Faculty Office Building, and Vallejo Center. These new phones are very user friendly with on-board help functions, comprehensive corporate directory, a 99 abbreviated dial (speed dial) memory, and much more. With this new system comes the added benefit of conferencing. Several numbers will be set up to dial into a conference and accommodate up to 8 people at a time.More detailed help information will be available on the campus web site once we install these phones.
ACCESSING YOUR NEW VOICE MESSAGES
Unified Messaging and Voicemail System (Unity) Information
Our new voicemail system, Cisco Unity, uses your Exchange E-mail account to store voicemail messages, provide new message notifications, as well as provide the ability to light your message waiting light on your phone. Anytime you get a voice message, it will appear in your e-mail inbox as an email from Unity Messaging System – UNITY, with the voicemail message as an audio file attachment to the message, similar to what is shown below:
Calls received from others on campus most likely will show up as ‘Message from’ followed by that person’s extension. As our system develops and evolves, this extension may be substituted by the actual person’s name and extension, as we begin migrating off our legacy phone system. Messages from outside callers will usually show up as a ‘Message from an unidentified caller’ followed by their number except in cases where the caller has caller ID blocking, in which case no number will appear.
Another possible way the messages may appear (again, this system is still being refined as we change phone systems) is an email appearing to have been sent directly from the person who left the message, as shown in some of the messages below:
The common thing to look for is a single attachment, called "VoiceMessage.wav".
If you delete this email, you are effectively deleting the voicemail message. If you read the message, and it is marked as read by Outlook, your message waiting light on your phone will turn off, signifying that you have no new voicemail.
If you delete the voicemail message from your phone, the message in your Outlook inbox will be automatically deleted.
If you are currently having your campus email forwarded to a personal account (as many adjuncts do), please note that this forward will include voicemails. That means that all voicemails will be delivered to your personal account, and as a result, will not be accessible via the voicemail system here on campus (i.e., you cannot listen to your messages using the campus phone system, as the messages no longer reside here once it is forwarded).
Since the voicemail message is stored as an audio file attachment, this means you can listen to your voicemail messages from off-campus by simply opening your email account via OWA (https://owa.solano.edu) and playing the audio file through your computer’s speakers. This means even if you travel far away, you can still check your voicemail, without the cost and hassle of long distance charges.
It is important to note that your Exchange E-mail account is now a central repository for both your regular e-mail AND your voicemails. If you allow your account to become full, others cannot send you new email messages or leave you voicemail. It is critical that you actively maintain your account, deleting unneeded messages and keeping your account under quota. Don’t forget to manage your deleted items folder as well, as it too counts against your total quota.
OLD VOICEMAIL ACCESS
Below are the instructions for accessing the OLD voicemail system. You should access the OLD system and clear out any messages as we would like to turn off the old system as soon as possible.
- Dial 707-863-7838 from off campus or 7838 on campus
- Press *
- Put in your OLD 3 digit extension (4 digit voicemail number for adjunct)
- Press *
- Then enter your OLD voicemail password
- The old system works exactly like it did before.
FAQ’s:
Four Digit Dialing
Q: Why do we need to have four digit dialing?
A: We have basically run out of phone extensions using a three digit dialing scheme. In order to accommodate our growth in phone numbers, we need to move to a four digit dialing plan.
Q: What if my friends dial 3 digit extensions?
A: An automated attendant will explain that four digits are now necessary, as well as the appropriate instructions.
Q: Can I get a new extension or a direct dial number?
A: No, the campus extensions will convert to four digits with the same base 3 numbers for the convenience and ease for all users familiar with the old extensions. Direct dialing numbers must be purchased and for this reason exist only as needed.
Transferring a Call Directly to Voicemail
Mitel Digital Multi-line Phone: When on the line with someone, press the transfer button, dial 58 and then the 4 digit extension. Press the release button, hang up and the call will transfer to the mailbox.
Mitel Analog Single-line Phone: Press the flash button, dial 58 and the 4 digit extension and hang up.
New Cisco Phones: Press the transfer button, dial 58 and the 4 digit extension, and then press the transfer button again and hang up.
Any Phone: If you want to leave someone a voicemail without wanting to talk to them directly, just dial 58 and the 4 digit extension and leave a voicemail message from any phone.
Voicemail
Q: Why are we changing voicemail systems?
A: We have found it is necessary to move to a new and much improved voice mail system. You may have noticed the problems we have all experienced with the current voice mail system. It is quite old and has served us very well for the most part but it is time for us to replace it.
Q: How do new adjunct faculty set up their voicemail?
A: New adjunct faculty set up their mailboxes the same as anyone else. Follow the instructions above (New Voicemail).
Q: Do the instructions in the back of the telephone book still work?
A: No. Those instructions are for the old voicemail system. Instructions for the new voicemail system can be found above (New Voicemail).
Q: What if I’m on vacation or not working when the new voicemail system gets put it? How do I setup my voicemail?
A: You can dial 707.864.7130 and follow the instructions above (New Voicemail) to set up your new voicemail account from anywhere.
Q: How do I access voicemail from my office, or home?
A: Dial 7130 from any campus phone or 707-864-7130 from off campus, then press the star * key. It will prompt you for your “ID” (your voice mailbox number) and then the password (sent by email).
Q: What if I can’t get my new voicemail set up for a while, what will happen when someone calls to leave a message?
A: Your new voicemail box will accept messages even if you have not yet done the setup. However, callers will hear a generic message like “You have reached 7104 leave a message after the tone.” instead of your name and custom greeting. Once you complete the setup you will then be able to retrieve any messages left for you.
Q: Will any of the distribution lists transfer from one to the other?
A: No, personal distribution lists you had set up on the old system will not be transferred to the new system. You must reestablish any personal distribution lists you wish to have.
Q: How do I bypass someone’s greeting and go directly to their voicemail?
A: You must now press the # key to bypass a greeting and go directly to leaving a message.
Q: What is an alternate greeting?
A: An alternate greeting is used if you are away in meetings or training for long periods of time. You can set an alternate greeting, and switch back and forth from your standard greeting. This way your standard greeting remains the same and you never have to re-record it.
Q: What happens to my old voicemails on the old system?
A: The old system will be available for a limited time so that you can listen and remove all of your old messages.
- Dial 707-863-7838 from off campus or 7838 on campus
- Press *
- Put in your OLD 3 digit extension (4 digit voicemail number for adjunct)
- Press *
- Then enter your OLD voicemail password
- The old system works exactly like it did before.
If you have any concerns, please contact Jay Field, Vice President for Technology and Learning Resources at 864-7250.
Any problems should be reported to the Help Desk at extension 690 (soon to be 4690)
Last Updated: September 04, 2008
Questions/Comments for SCC? Please contact us.