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Call Handlers: Mailbox Setup for Admins

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5.0 - Updated on 2022-03-31 by Alice Thurman

4.0 - Updated on 2021-08-24 by Alice Thurman

3.0 - Updated on 2021-08-24 by Alice Thurman

2.0 - Updated on 2021-08-05 by Alice Thurman

1.0 - Authored on 2021-07-30 by Alice Thurman

 

dependent

Dependent Mailbox Owner

Note: Follow this procedure ONLY IF you had a "101" or "2XXXX" mailbox number in the old system; otherwise, follow the instructions for Extension Mailbox Owner.

Before you begin

  1. Set up your PERSONAL voicemail.
  2. If you haven't yet done this, follow the instructions in the Setup Your Voicemail article. Record the personal PIN you create in that process and then return to this page.
  3. Make sure you have these three items on hand:
    1. Your dependent mailbox number, which is the last FIVE digits of what used to be known as your "101" or "2XXXX" mailbox number (seven-digit number). If you need help with this number, send an email to voicemail@ncsu.edu.
    2. The call handler's FIVE-digit (not seven-digit) extension number.
    3. Your personal PIN.
      Unless you have changed it, this is the one you created when you set up your personal voicemail. If you completed that setup but did not have your PIN, you will need to create a new one. See the Change Your Voicemail PIN article for details.
  4. Follow the Call Handler setup directions below.

Call Handler Setup

  1. Dial 26245 from any campus phone. Suppose you get a voicemail account; press * to get to the main menu.
  2. During the opening greeting, press 9.
  3. At the prompt, enter YOUR dependent mailbox number as defined above.
  4. At the prompt, enter your personal PIN.
  5. At the prompt, enter the CALL HANDLER'S five-digit extension.
  6. Press #.
  7. Follow the prompt to record the standard greeting. To change the standard greeting, press 2.
  8. You can also record or listen to additional greetings. These are NOT required by default but will become active if recorded.
    1. To change the busy greeting, press 3.
    2. To change the closed greeting, press 4.
    3. To change the holiday greeting, press 7.
  9. When you have finished the recordings, please review them for accuracy as follows:
    1. Dial 26245 from any campus phone.
    2. If you get a voicemail account, press * to get to the main menu.
    3. Dial the call handler's 5-digit extension.
    4. Listen to the greeting you've recorded, pressing each option and verifying that it reaches its intended destination.

extension 

Extension Mailbox Owner

Note: Follow this procedure only if you DID NOT have a "101" or "2XXXX" mailbox number in the old system; otherwise, follow the instructions for Dependent Mailbox Owner.

Before you begin

  1. Set up your PERSONAL voicemail.
  2. If you haven't yet done this, follow the instructions in the Setup Your Voicemail article. Record the personal PIN you create in that process and then return to this page.
  3. Make sure you have these three items on hand:
    1. Your extension mailbox number is the last FIVE digits of your campus phone number, beginning with 3 or 5.
      It is the ID you used when you set up your personal voice mail.
    2. The call handler's FIVE-digit (not seven-digit) extension number.
    3. Your personal PIN.
      Unless you have changed it, this is the one you created when you set up your personal voice mail. If you completed that setup but did not have your PIN, you will need to create a new one. See the Change Your Voicemail PIN article for details.
  4. Follow the Call Handler setup directions below.

Call Handler Setup

  1. Dial 26245 from any campus phone.
    If you get a voicemail account, press # to get to the main menu.
  2. During the opening greeting, press 9.
  3. At the prompt, enter YOUR personal extension mailbox number.
  4. At the prompt, enter your personal PIN.
  5. At the prompt, enter the CALL HANDLER'S five-digit extension.
  6. Press #.
  7. Follow the prompt to record the standard greeting. To change the standard greeting, press 2.
  8. You can also record or listen to additional greetings. These are NOT required by default but will become active if recorded.
    1. To change the busy greeting, press 3.
    2. To change the closed greeting, press 4.
    3. To change the holiday greeting, press 7.
  9. When you have finished the recordings, please review them for accuracy as follows:
    1. Dial 26245 from any campus phone.
    2. If you get a voicemail account, press # to get to the main menu.
    3. Dial the call handler's 5-digit extension.
    4. Listen to the greeting you've recorded, pressing each option and verifying that it reaches its intended destination.

departmental

Departmental Office

Before you begin

  1. Set up your PERSONAL voicemail.
  2. If you haven't done this yet, follow the instructions in the Setup Your Voicemail article. Record the personal PIN you create in that process and then return to this page.
  3. Make sure you have these five items on hand:
  4. YOUR personal mailbox number.
  5. Your personal PIN.
    Unless you have changed it, this PIN is the one you created when you set up your personal voicemail. If you completed that setup but did not have your PIN, you will need to create a new one. See the Change Your Voicemail PIN article for details.
  6. The call handler's five-digit extension or mailbox number (where you will record the departmental announcement).
  7. Your list of the persons or services in your department with the phone menu option assigned to each. This list was emailed to you byComTech.
  8. A written script that you have created, using this list, to record for the departmental announcement.
    Example: "You have reached [department name]. To speak with [specific person or service], press 1. To speak with [specific person or service], press 2, etc.

Call Handler Setup

  1. Dial 26245 from any campus phone.
  2. When prompted for your PIN, press the "Octothorpe" key (#) to get to the main menu. For example, if you are logged into a mailbox, you need to press the '*' Key to get to the main menu.
  3. During the opening greeting, press 9.
  4. Listen for the announcement systems greetings administrator.
    1. If you hear it, continue to Step 5.
    2. If you don't hear it, you have not been authorized to make changes. Please send an email to Customer Service.
  5. At the prompt, enter the 5 digit extension to YOUR mailbox.
  6. At the prompt, enter the PIN for YOUR mailbox.
  7. At the prompt, enter the CALL HANDLER'S five-digit extension.
  8. Press the pound key (#).
  9. Follow the prompt to record the standard greeting using the script you created. To change the standard greeting, press 2.
  10. You can also record or listen to additional greetings. These are NOT required by default but will become active if recorded.
    1. To change the busy greeting, press 3.
    2. To change the closed greeting, press 4.
    3. To change the holiday greeting, press 7.
  11. When you have finished the recordings, please review them for accuracy as follows:
    1. Dial 26245 from any campus phone to get to the main system greeting.
      NOTE: If you are asked for a PIN, press the pound key (#).
    2. Dial the call handler's 5-digit extension or mailbox number.
    3. Listen to the greeting you've recorded and verify that the names and menu options are correct.
      Note: If you press one of the menu options while listening, you will be routed to that person or service.
  12. If you want to re-record the greeting, repeat Steps 1 through 11.