Voice Mail Phone Users’ Guide

Welcome to My Voicemail Network's Virtual Office system. With this state-of-the-art technology at your fingertips, designed specifically to increase your productivity and sales capabilities, you will experience how easy it is to stay in touch no matter where you happen to be at any given time. With this one powerful number you will be able to maintain the most efficient communication with business associates and prospects. Never miss a lead again, while also saving valuable time and money. Follow the steps outlined below to unlock the power of your Virtual Office system.

Long Distance

This feature is your card-less calling card and allows you to place long distance calls at competitive travel card rates with no surcharge per call. You are charged a per minute fee for using this feature. TIP: When you finish with one call and would like to make a new one, press ## to terminate the call and return to the main menu.

•  3-Way Plus Calling

3-Way Plus calling enables you to create mini-conferences on the fly.  This service operates on the same concept as 3-way calling from your home.  It’s much better than regular 3-way, though!  Through your virtual office you can now connect not just 3, not just 4, but up to 7 people on the same call!  This is how it works…

The key to this feature is * (star) 2. (star) 2, pressed in succession, acts as a toggle.  It switches you back and forth from the Virtual Office main menu to the group you’re conferencing together.

First, access your first caller by using the long distance feature on your Virtual Office (option 1 on the main menu.)  After reaching party #1, press *2.  This will place you and the party you just connected to in conference mode.  Since two people rarely make up a conference, you’ll probably need to go out and get at least one other caller…. to do this, press *2 again.  This will send you back to the main menu and place party #1 on “hold”. 

Next, return to the long distance feature (option 1) and place a call to party #2.  After connecting with party #2, press *2.  This will join the two of you back with party #1.  You now have 3 people, including yourself, on the call.

To pick up party #3, press *2 again.  Once more, you will be sent back to the virtual office main menu while party #1 and #2 continue to talk amongst themselves. 

When you connect with party #3, press *2 one more time.  You and party #3 will then be joined with #1 and #2.  If needed, continue in this manner until you’ve connected up to 7 people (including yourself).

•  Speed Dialing

You can program your most frequently called numbers through the Adjust Features (6) on the Main menu, sub-option 7.  You will assign each of those numbers a  location 1 through 99.

Once you have programmed those numbers, instead of dialing an area code and telephone number to place a long distance call, you can press * (star) followed by the location of the number you wish to reach.  For example, if you program your home phone number at location 1 within Speed Dial maintenance, you would press *(star) 1 from within the long distance feature to phone home.  

Message Center

This is the heart of the voice mail portion of the system. You can retrieve and manage your messages here. You will be prompted to make a selection from two options - [1] Mailbox Access or [2] Message Broadcast

Mailbox Access 

Your mailbox is automatically set up with 3 folders: (1) New, (2) Saved or (3) Deleted messages. The following options will be used to manipulate messages in each of the message categories - New, Saved or Deleted.

New and Saved messages are saved for 30 days from the date received, and will be automatically deleted after 30 days whether or not you have listened to them. Messages that are deleted because they are over 30 days old ARE NOT placed into "Deleted Messages" - they are permanently deleted from the system and are not retrievable.   

Messages that you delete will be saved for a period of 10 days, after which they will be purged permanently from the system.  When accessing a deleted message, you will be given the opportunity to restore the deleted message by pressing 5, to keep the message.  Restored messages appear in your voice mailbox as new messages and will remain for a period of 30 days (just like regular new messages).  

Pause: This allows you to pause during the message.  To continue press (1) again.

  Answer: After listening to a message you have the ability to reply to the caller by pressing 2 after listening to the message. If the message came from another mailbox holder, you will first be instructed to record your message, the system will then send your message back to the recipient's mailbox.  If the message came from an external telephone number, the system will place a long distance call back to the originating telephone number or allow you to save the number in a speed dial location.

  Delete: This option will delete the current message and place it in the Deleted message center for a period of ten days.

  Give: This allows you to forward both voice and fax messages with comments to another mailbox. After recording your comments you will be prompted to enter a mailbox number, broadcast list number or the first four letters of a mailbox holder’s last name.  TIP: If the last name contains the letter Q or Z or is less than 4 letters in length, press 0 (zero) in place of these letters.

   Keep: Your message will be saved for a period of thirty days in the Saved message center.

    Make: This allows you to record a message to be sent to another mailbox holder or to a broadcast list.  Once you have recorded your message, you will be prompted to enter a mailbox number, broadcast list number or the first four letters of a mailbox holder’s last name.  TIP: If the last name contains the letter Q or Z or is less than 4 letters in length, press 0 (zero) in place of these letters.

  Replay: Use this option to replay the entire message.

  Skip: Allows you to skip over the current message and move on to the next.

  Exit: This will return you to the voice mail main menu.

  Hear Date, Time and origination information about this message: (Like Telephone Number and Deletion Date) Select this option to hear the date and time that a message was received, the telephone number that the call originated from (if it originated from outside the system), and the date that the message is scheduled for automatic deletion.

(*)  Reverse: If you need to replay just a portion of the message, pressing this key will back you up a few seconds.

(#)  Forward: Pressing this key will advance you forward a few seconds.

 Fax Mail Instructions

Faxes can be delivered into your mailbox from a fax machine, from within the system, or from Option 9 for billing statements. 

To place a fax into your mailbox dial your toll free number from a fax machine. You can record your greeting to instruct callers to press the # (pound) key at anytime to interrupt the greeting, follow the instructions and press the START key on your fax machine to send. The fax transmission will begin immediately.

         (1) Take Delivery: This option prompts you to enter the area code and phone number of the fax machine you would like your fax message delivered to.

  Message Broadcast

The Message Broadcast center gives you the ability to create broadcast lists for mass distribution. You can create up to ninety-nine lists each with an unlimited number of mailbox numbers (numbers on this system) and/or telephone numbers. Charges for message broadcast are based on whether the message is being sent to a mailbox or a telephone number. You are not charged for sending messages to other mailboxes, you are charged only for the amount of time spent recording the message (Unless you are a flat rate customer). There is an additional charge for messages sent to telephone numbers that the message was delivered to.

  Make: Record the message to be broadcasted using this option, once you have completed your recording you will be prompted to enter a mailbox number, a broadcast list number or the first four letters of a mailbox holder's last name.

  Broadcast List: This option takes you to a menu that allows you to build and work with your distribution/broadcast lists.  You will first be prompted to select a list number. Valid entries are 1 through 99.  Your maintenance options are as follows:

{1} Add Box: This allows you to add a mailbox or telephone number to the selected broadcast list.

{2} Remove Box: Allows you to remove a single number from the selected list.

{3} Hear List: Plays the numbers on this list.

{4} Erase List: Allows you to erase entire list.

{5} Record List Name: This allows you to record a descriptive name for this list for future reference.

{6} Select New List: Choose this option to work with a different list.

  Adjust Features

This option is used to personalize your mailbox. You can record your own greeting; change your security/pin number, program message notification and many other features. You may select from the following options:

  Personal Greeting: This is where you may select or record a greeting to be played when your mailbox is called.  Your options are as follows:

  Record:   Record your own custom greeting, which callers will hear when calling your number. The message may be up to ten minutes long and will replace the standard system greeting that comes on originally. Your Main personal greeting is the initial greeting that callers will hear when they dial your number. You may also record up to nine additional sub-extension greetings. If you would like callers to be able to choose among additional information, you would use the sub-extension greetings. In recording greetings you would record your main personal greeting as your index and record each additional sub-extension greeting to play the information you want them to hear when they select that option. Callers cannot listen to more than one sub-extension greeting on a single call. After listening to a sub-extension greeting they will be given an opportunity to leave you a message.

   Hear:  You can listen to your main and/or alternate greeting(s).

   Select a greeting: You can select a greeting from a library of prerecorded corporate greetings (when applicable).

  Enhance a greeting: You can enhance a prerecorded greeting with your own comments prior to the greeting playing (when applicable).

  Delete a greeting: Allows you to delete any greetings you have recorded that are no longer in use.

  Turn personal greeting ON: will put your personally recorded greeting in place. This will then become your Main Greeting.

  Turn personal greeting OFF: will replace your personally recorded greeting with either the default greeting that you have chosen or the standard system greeting. This will not erase your personal greeting.

  Record Name: It is important to complete this feature as your name recording is used in several places within the system.  In fact, if a name recording is not made, it will not be possible for anyone to “find” you using the last name search function.  Your recorded name plays when someone adds your mailbox to a broadcast list and announces you to the recipient of the messages you send.

  Change Your PIN Number: You can and should change your pin (security) number regularly to keep your mailbox secure.  

  Message Notification: If you would like a notification sent to your pager, cellular phone and/or to another number when someone leaves you a message, you can program those numbers into the system through this feature.  

  Pager Notification – will notify your pager when someone leaves you a message.

{1} Turns pager notification ON

{2} Turns pager notification OFF

{3} Enter your pager’s phone number

{4} Enter the digits you would like to appear on the LCD screen of your pager when someone leaves you a message; generally it’s best to enter your voice mail number here.

{5} By programming pager pause, you can make our pager notification compatible with your paging service if you have voice mail or some other message on your paging service.

{6} Send a test page; use this option to send a test to your pager once you have completed programming.

  E-mail Notification – When this feature is activated, My Voicemail Network will send you an email notifying you that you have received a new message in your mailbox. First select option three (3) to find out how to update My Voicemail Network with your e-mail address. This feature can be activated after an e-mail has been entered into the system.    

{1} Turns e-mail notification ON (You will receive notifications to the e-mail in your sign-up form)

{2} Turns e-mail notification Off

{3} To update My Voicemail Network with your new e-mail address call 888-520-5950, or log into your on-line access and change it under the feature called "Profile".

{4} Sends you a test e-mail to confirm that your email address has been entered into the My Voicemail Network system and is working properly.

  Phone Notification - When this feature is activated, My Voicemail Network will send a recorded message to any phone number of your selection notifying you that you have a new message in your mailbox.

{1} Turns phone notification ON

{2} Turns phone notification OFF

{3} Program your phone number.

{4} Sends a test notification to your phone. You may hear a pause for a few seconds before the notification starts to play.

  Follow Me: This feature allows you to forward incoming calls directly to an outside telephone number (or numbers) of your choice.  You can program up to 9 different lists with up to 99 numbers on each list.  Only one list may be active at a time.  When setting up your Follow-Me list(s) your security code will be your 4-digit PIN.  You will use this code to accept an incoming call. No one can accept a Follow-Me call on your behalf unless they know the code.  The code that you use is the same as the PIN you use to gain access to your voicemail.  

Your caller will hear “(Your name recording) has turned the Follow Me feature on.  Press 1 to be connected or hold to leave a message.”  TIP: Make sure that you have recorded your name under Adjust Features (6) option 1, sub-option 8.  The system will play this name recording.

  When the caller presses 1, they will be instructed to record their name and to hold while their call is being connected.  The system will simultaneously call all of the telephone numbers on your activated follow-me list.  When the call reaches you, the system will announce the name of the caller.  Simply enter the 4-digit security code to accept the call or hang up to reject it.  If a call is rejected by all of the numbers programmed, the caller will be told that their call was unable to be connected and be given the opportunity to leave you a message.

To program Follow Me, you will first be asked to select a Follow Me list number.  Valid options are 1 through 99.

  Change list activation status - you may turn this particular list on or off. Only one list may be active at a time.

  Modify the list – add, change and remove numbers from this list.

  Hear the numbers on this list.