WRC Octel Voice Mail User's Guide
Here are a few general instructions and tips that will help as you use the WRC Octel Voice Information Processing system, plus some that you can pass on to those who call you regularly:
Table of Contents
- SKIPPING THE PERSONAL GREETINGS
- EXTENDED ABSENCE GREETINGS
- QUICK ACCESS
- ENVELOPE INFORMATION
- PLAYBACK CONTROLS
- RAPID PROMPTS
- THE * KEY
- THE # KEY
- ARCHIVED MESSAGES
TEN TIPS FOR EFFECTIVE VOICE MAIL
- Identify yourself and the topic first.
- Address only one or two topics per message.
- State the key point by the third sentence. Don't surprise the subscriber at the end of the message.
- Be brief. If you're rambling, press * and re-record.
- Keep the content appropriate to the business.
- Talk live or write a memo if the topic is sensitive or complex.
- Use Urgent with discretion.
- Don't ignore messages. Reply promptly.
- Requests for information that are complete and concise allow the recipient to respond via voice mail.
- Don't use a password that is obvious, such as sequential numbers or letters.
- Don't use your telephone number for your password.
- To skip the personal greeting and go directly to the beep to record your message, Press #. However, this will not work when you have recorded an Extended Absence Greeting.
- Extended Absence Greetings allow you to notify callers that you are away from the office and are not accepting messages.
- To record an Extended Absence Greeting when you will be away from the office
for an extended period of time do the following:
- From the Main Menu, press 4 for Personal Options.
- From Personal Options, press 3 for Greetings.
- From Greetings, press 2 for Extended Absence.
- Record your greeting.
- When you return and call your mailbox, you will be prompted to either retain or delete your Extended Absence Greeting. Your personal greeting is reinstated as soon as the Extended Absence Greeting is deleted.
- When you are away from the office and need to check for messages:
- Dial (206) 526-4500.
- Press # during the Octel greeting, you will be prompted to enter your mailbox number.
- Enter your mailbox number and password, and listen to your messages.
- You can find out the date and time the message was recorded by pressing 5 while listening to the message.
- To pause while listening to a message press 2. To restart the message, press 2 again.
- To fast forward ahead 10 seconds while listening to a message press 3.
- To fast forward to the end of the message, press 3-3.
- To skip to the next message, press #. You can skip to archived messages by pressing #-#.
- Rapid prompts cover all the features with short explanations,
allowing you to use the system more quickly and efficiently. To request
rapid prompts:
- From the Main Menu, press 4 for Personal Options.
- From Personal Options, press 2 for Administrative Options.
- From Administrative Options, press 1 for General Options.
- From General Options, press 3 for Prompt Levels.
- From Prompt Levels, press 3 for Rapid Prompts.
- Press * when you want to cancel what you are doing. While you are recording a message or greeting, press * to erase and re-record. While listening to a prompt, press * to "back up" to the previous menu. At the Main Menu, press * until you hear "Goodbye".
- Press # when you want to complete a step, skip a message you are viewing, or send a message.
- If you are in your mailbox, you can use # to interrupt most prompts if you know what you want to do.
- If you have a lengthy password, you can press # when you have finished entering the last digit. This keeps the system from waiting to see whether you have finished entering digits.
- To save a message in the archives, press 9. Saved messages are archived separately from new messages and are played after your new messages.
- Archived messages will be saved for 10 days.
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