User Guide for the Nupoint Voice Messaging System

Click here for a printable quick reference chart.

  • The voice mailbox assigned to your extension will allow your callers to leave you a message when your line is busy or when it is unanswered. The first time you call it up, a user tutorial will help you organize your voice mailbox. 
  • You must record your own greeting. Your personal greeting can easily be changed to reflect your whereabouts, your schedule, etc.
  • Your mailbox has a five-digit default passcode assigned when you first access the system. The system will ask you to create a new passcode when you first log in to the voice message system. You may subsequently change your passcode at any time.
  • When choosing a passcode for your mailbox, you may select a four-to ten-digit passcode. For security reasons, you should change your passcode every 30 days.
  • You can retrieve your messages from any TOUCH-TONE telephone.
  • To bypass greeting messages and go directly to leaving a message in a mailbox, Press 6 at any time during the "Greeting Message".

To access your voice mailbox from your own telephone: 

Option 1: Dial 7000, wait for the system to answer, then dial your passcode.

Option 2: For clients with programmed "Message Waiting" indicators and buttons, or with telephone keys programmed to access the voice mail system, press the associated button. 

To access your voice mailbox from any telephone within the University: Dial 7000, wait for the system to answer, then press * * , your extension number followed by your passcode.

From anywhere else: Dial 613-562-5800. When the automated attendant answers, dial 7000. Once the voicemail system answers, press * and your extension number. Once you hear your greeting, press * and wait for the prompt from the system to enter your passcode.

VOICEMAIL RESTRICTIONS

  • Message length - 5 minutes
  • Greeting length - 2 minutes
  • Name length - 10 seconds
  • Number of messages per voice mailbox - 30
  • Passcode length 4 to 10 digits
  • After making an error when entering your passcode, you must enter the correct passcode twice.

PROCEDURES

1. FIRST USE and TUTORIAL 

LOG-IN PROCEDURE (from your own telephone)

    • Lift the handset.
    • Dial 7000, wait for the system to answer then dial your temporary passcode 9-1-2-3-4.
    • Follow all instructions during the tutorial. 

    During this tutorial, the automated voice will help you set up your personal mailbox by helping you record your greeting, set your personal passcode, and record your name. Please go through the entire tutorial, otherwise you will not be able to listen to any of your messages.

2. USER OPTIONS

Once your voice mailbox has accepted your passcode, press 8 to access the user-options menu and its features.

  • Press 4 to change your greeting
  • Press 5 to create or modify a distribution list.
  • Press 6 to record your name.
  • Press 7 to change your passcode.
  • Press 9 to exit to the main menu or exit from voice mail.

3. PLAYING MESSAGES

When you access your voice mailbox to retrieve messages, the system will tell you how many messages there are.

    • Press 7 to listen to a new message.
    • Press 7 to listen again to a new message.
    • Press 4 to forward a message to another voice mailbox.
    • Press 5 to keep a message.
    • Press 2 to answer after listening to a message (within the voice mail system only). 
    • Press 3 to erase a message. (If necessary, press * immediately to retrieve it.)

You may use the following keys at any time while listening to a message:

  • 1 to pause for 30 seconds
  • * to back up 5 seconds 
  • # to move forward 5 seconds
  • 8 to move to the next message
  • 8* to return to the previous message.

4. FORWARD A MESSAGE TO ANOTHER VOICE MAILBOX

  • After listening to the message, press 4 to forward the message to another user.
  • Dial the recipient's voice mailbox number.
  • You may add the number of other voice mailboxes.
  • Press the # key once the list of recipients is completed.
  • Record your message after the tone.
  • Press 9 when you are done recording in order to send your message and exit this option.

5. MAKE A MESSAGE

Once your voice mailbox has accepted your passcode: 

    • Press 6 to make a message.
    • Dial the recipient's voice mailbox number (you may have more than one recipient).
    • Press #.
    • Record your message.


Once the message is recorded:

  • Press 7 to listen to the message. 
  • Press 3 to delete the message and re-record.
  • Press 2 to append.
  • Press 9 to send and quit.
  • Press 6 to access message-addressing options, such as:
    • Press 2 for confidential
    • Press 3 for future delivery
    • Press 7 for receipt
    • Press 8 for urgent
    • Press 9 to quit.

6. DISTRIBUTION LISTS

A distribution list allows you to record a message and to forward it simultaneously to a number of people.

  • To create, press 5 from the "user-options" menu and follow the system's directions.
  • To modify an existing distribution list, press 5 from the "user-options" menu.
  • In the "distribution-lists" menu, you may choose:
    • 2 to add a member
    • 3 to drop a member
    • 6 to record a list name
    • 7 to play list members
    • 9 to exit to the main menu.

SUGGESTED GREETINGS

  • Hello, you have reached the voice mailbox of (your name). I can't take your call at the present time, so please leave me a detailed message and I'll call you back as soon as possible.
  • Hello, you have reached the voice mailbox of (your name) and today is (date). I can't take your call at the present time, but please leave me a detailed message and I'll call you back as soon as possible.
  • Hello, you have reached the voice mailbox of (your name). I will be away from the office on (course, holidays, etc.) until (date). Should you need assistance during my absence, please contact (name) at extension XXXX. You may choose to leave me a message and I will return your call upon my return.

PROGRAMMING SPEED CALL KEYS

Customers with MITEL Superset 401+, 4001 and NT8009 telephones can program their telephones to access the voice messaging system. Please see the instructions below to program these devices. To find out which telephone model you have check on the cover of your telephone set.

Superset 4001

  1. Press PROGRAM.
  2. Press the desired Speed Call key.
  3. Dial the number to be stored; for voice mail enter 7000.
  4. Press PROGRAM.

Superset 401+

  1. Expose the Speed Call programming button by removing the set faceplate and designation card
  2. Without lifting the handset, press the Speed Call programming button (the round grey button located under the faceplate).
  3. Press the desired Speed Call key
  4. Enter the number to be saved; for voice mail, enter 7000.
  5. Press the Speed Call programming button again.

NT8009

  1. Lift the handset.
  2. Wait for the dial tone.
  3. Press SAVE.
  4. Press the desired Speed Call key.
  5. Enter the number to be saved; for voice mail enter 7000.
  6. Press SAVE.

Message Waiting Indicator

Anyone using a display phone should take note that the voice messaging systems does not accurately record the number of messages waiting. Under normal conditions the system may indicate 1 Message Waiting or if a Callback is in place a message will appear indicating that there are 2 Messages Waiting. In reality the actual number of messages waiting can only be determined by logging into your mailbox. 

The displayed message is caused by an interaction between the telephone and voice messaging systems. The telephone system cannot detect the number of messages only a coded sequence from the voice messaging system that there is a message waiting.

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