Set up and manage MHC voicemail greetings and names

Overview

Below, you will find instructions for setting the main voicemail greeting and temporary voicemail greetings for your MHC extension or a department's shared extension. You can also watch this video tutorial on creating voicemail greetings.

Additionally covered in this article is instructions for updating the recorded name for an MHC extension.

In this article:

• Set the main voicemail greeting using Avaya Visual Voicemail
• Set the main voicemail greeting using any phone
• Set a temporary voicemail greeting
• Deactivate a temporary greeting
• Change the saved "Name" for an MHC extension

 Set an extension's main voicemail greeting

Using Avaya Visual Voicemail (works for your direct extension only)

If you have an Avaya VoIP phone, you can set your main voicemail greeting using the visual voicemail function on your campus telephone.

1. Select the envelope button on your campus telephone
2. Navigate down to Greeting
3. Choose Record
4. Speak your message
5. Choose Stop
6. Choose Listen to hear what you recorded or Record to record a new version
7. Choose Submit when you like what you've recorded

Using any phone (works for any extension you can access)

1. Log in to the voice mailbox where you want to set the greeting
   • Dial *17 from your phone or softphone; OR,
   • Dial 2660 from any campus phone (including your own) and provide your extension and voicemail password when prompted
     Or dial 413-538-2660 from an external phone
2. If prompted, enter the relevant extension and then #
3. If prompted, enter the relevant voicemail password and then #
4. Choose 3 to select personal greetings
   • If you have previously set up any greetings, you will hear an announcement that lists the call types and the greeting assigned to that call type
   • For example, you would hear “For internal calls greeting 2. 1 active.”
5. Choose 4 to administer call types
   • You will hear a message to confirm the call types that are currently identified
6. Select 1 to activate
7. Select 8 to set the greeting for all calls
8. Select 1 to record a message
9. Select 1 to record your main message, then speak after the tone
10. Select # when you have finished recording your message
11. Select # when you have finished to return to the greetings menu
12. When done, hang up

 Set a temporary voicemail greeting

When a temporary greeting is being used, no other greetings are active. The temporary greeting can be selected for a certain number of days – the maximum number of days being 30. When you enter the number of days, the end date is calculated and announced. When the temporary greeting time expires, the greetings that you have assigned to specific call types are used. If you have no other greetings assigned the system, a default greeting will be played to callers.

To create a temporary greeting:

1. Log in to the voice mailbox where you want to set the greeting
   • To add a greeting to your direct extension:
     • Dial *17 from your phone or softphone
   • To add a greeting to your direct extension OR another extension (like a shared department number):
     • Dial 2660 from any campus phone (including your own) and provide your extension and voicemail password when prompted
     • Or dial 413-538-2660 from an external phone
2. If prompted, enter the relevant extension and then #
3. If prompted, enter the relevant voicemail password and then #
4. Choose 3 to select personal greetings
   • If you have selected any call types, you will hear an announcement that lists the call types and the greeting assigned to that call type
   • For example, you would hear “For internal calls greeting 2.1 active”
5. Choose 4 to administer call types
   • You will hear a message to confirm the call types that are currently identified
6. Select 1 to activate
7. Select 9 for a temporary greeting
8. Select 1 to record your temporary greeting, then speak after the tone
9. Select # when you have finished recording your message
10. Enter the number of days that you want the greeting to be active for and select # when finished
    • If the number of days selected is between 1 and 30, the greeting is active for the selected number of days. When the number of days has expired, your temporary greeting no longer works.
    • If the number of days selected is zero (0), the selected greeting is your permanent greeting for all voicemail calls. The temporary greeting replaces the system default greeting.
11. You will hear an announcement stating that your temporary greeting is active and the number of days that the greeting will remain active
12. Select # when you have finished to return to the greetings menu
13. When done, hang up

 Deactivate a temporary greeting

The next time you log in to the voice mailbox for an extension that you've set up a personal greeting in, you will hear an announcement “your temporary greeting is active for X days” after selecting the personal greetings.

From there, you can:

• Press 1 to deactivate or remove your temporary greeting.
• Press # to leave the temporary greeting active.
• When done, hang up

Change the saved "Name" for an MHC extension

1. Log in to the voice mailbox where you want to set the greeting
   • To add a greeting to your direct extension:
     • Dial *17 from your phone or softphone
   • To add a greeting to your direct extension OR another extension (like a shared department number):
     • Dial 2660 from any campus phone (including your own) and provide your extension and voicemail password when prompted
     • Or dial 413-538-2660 from an external phone
2. If prompted, enter the relevant extension and then #
3. If prompted, enter the relevant voicemail password and then #
4. Enter 5 to get to the right menu
5. Enter 5 again to indicate that you want to re-record the name
6. When prompted, say the name that should be associated with this extension and then enter 1
7. The system will play back the recording to you. If you are happy with it, press # to confirm the new recording; otherwise follow the system instructions to re-record
8. When done, hang up