OfficeLinx Voice Mail Instructions

Introduction

The following is a tutorial for setting up your RIC OfficeLinx voice mail for the first time, and additional common tasks that you may need to complete after your voice mail box is operational.

Instructions

Please note: You must complete all steps from the first section when setting up a new voice mail box, otherwise, you will need to start from the beginning the next time you try and setup voice mail again.

Login to a New ESNA Messaging Voice Mail box

1. Dial the ESNA Officelinx voice mail extension number (401‐456‐1999) or (x1999) (Do not press #)
2. Were you prompted for your voice mail password?
   • If yes, go to Step 3 (this means the station is “integrated” to voice mail)
   • If yes, but you’d like to login to a different mailbox, press *
3. Key in the default password, which is 13579 (This password is for a new mailbox only, not those migrated from Call Pilot)
4. The system will guide you through a tutorial to establish your new voice mail on first login.
   • Create a new password. Press # to continue (Password must be 4 – 15 digits long)
   • Record your Personal Greeting. Press # to continue.
   • Record your Name Greeting. Press # to continue.

To Retrieve Messages That Others Have Left For You

1. Access voice mail, login to your mailbox.
2. The system will announce the number of unread messages.
3. Unread/new messages will automatically begin to play.
   • Envelope information including Caller ID of the caller may be played with each message.
   • To skip envelope information you may press #
4. You may press 6 to skip to the next message; 76 to delete; or 73 to forward

To Re-record Your Personal Greeting

1. Login to ESNA Officelinx voice mail messaging and press 821; follow the prompts to record and save.

To Change Your Password

1. Login to ESNA Officelinx voice mail Messaging and press 84.

To Re-record Your Voiced-In Name

1. Login to ESNA Officelinx voice mail Messaging and press 829; follow the prompts to record and save.

To Transfer an Incoming Call Directly to Voice Mail (Express Messaging)

1. Transfer the caller to extension (401‐456‐1998) or (x1998)
2. Key in the target mailbox number/extension. (Do not press #)
3. Complete the transfer.

To Check Messages For a Mailbox Different from Your Own

1. Dial the ESNA extension number (401‐456‐1999) or (x1999) (Do not press #)
2. Press *
3. Using your touch-tone keypad, enter desired mailbox number. (Do not press #)
4. When prompted, using your touch-tone keypad enter the password.

Suggestions for Personal Voice Mail Greetings

"Hello, you have reached (your name) with Rhode Island College (your department). I am either on my other line or away from my desk, so please leave your name, telephone number and a detailed message after the tone and I’ll return your call as soon as possible. Thank you."

Voice Mail Map

The map below visually shows the different menus based on options chosen at each step.

Voice Mail to E-Mail

RIC employees that have both a voice mail box and e-mail account will have their voice mail automatically sent to e-mail, in addition to the copy in the voice mail box.  These messages will come have a subject of "Voice Message" and show a from address of the RIC employee leaving you the message, or, the external phone number (or unknown number) will be displayed in the from field instead.  Departments and Offices that have a separate number will have the messages forward to the departmental or office shared mailbox address.

Basic transcription of the voice mail is available in the e-mail message, the accuracy dependant on the clarity of the voice mail message received by the system.  The attached voice mail is in MP3 file format for easy playback on computers and mobile devices.

Additional Support

If you have any issues or questions about voice mail, please contact the ITS Help Center at (401) 456-8803, or you can open a service request from the Related Services section in this article.