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On-Campus Phone Service >
Voicemail Services
Voicemail Services
Students in the residence halls and designated modular units are provided with free voicemail service. The voicemail system functions similarly to many residential or cellular voicemail services, with features such as recording messages while the phone is engaged, saving or deleting individual messages, and providing remote message retrieval. Residents can each setup their own individual mailbox separate from their roommate.
Please read through all voicemail instructions before you begin setup of your mailbox. While setting up your mailbox, the tutorial will talk you through the process. Please contact the IMT Support Desk at ext. 5050 with any voicemail questions.
Phone Instrument Requirements
In order to use the university's voicemail service, a touchtone phone is necessary. If the telephone has a switch for tone (T) or pulse (P), set it to (T).
SETTING UP VOICEMAIL
With the voicemail system, each resident can setup an individual mailbox allowing privacy for each. Callers will not be able to leave a voice message until your mailbox is setup.
Mailbox Numberes
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A mailbox number is a four-digit number used to setup and access voicemail. Each residence hall room has two unique mailbox numbers, one for each student, and each Shire H Court modular has five unique mailbox numbers, one for each student.
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Mailbox Numbers
Students in the residence halls can determine their mailbox numbers as follows.
- The first mailbox number is the same as the extension (the last four digits of the phone number). For example, if the residence hall phone number is ext. 1234, or 626-555-1234, the first mailbox number would be 1234.
- The second mailbox number is similar to the extension for the residence hall room with the number 7 in place of the first digit of the extension. For example, if the residence hall phone number is ext. 1234, or 626-555-1234, the second mailbox number would be 7234.
- For residence hall rooms with more than two students, please contact the IMT Support Desk, ext. 5050 or support@apu.edu, to request a third mailbox. Please provide your residence hall room number and extension when placing the request.
Mailboxes in Shire H Court
Students in Shire H Court can determine their mailbox number as follows.
- The first mailbox number is the same as the extension (the last four digits of the phone number). For example, if the modular phone number is ext. 1234, or 626-555-1234, the first mailbox number would be 1234.
- The second, third, fourth and fifth mailbox numbers are the pattern 72XY, where X is the number of the modular and Y is the number of the mailbox (2, 3, 4 or 5). For example, if the Shire H Court Modular number is 9 (modular H9), the second mailbox number would be 7292, the third mailbox number would be 7293, the fourth mailbox would be 7294, and the fifth mailbox would be 7295.
Shire H Court Mailbox Numbers
| Mailbox 1 |
Same as Extention |
| Mailbox 2 |
72 + Mod#(1-8) + 2 |
| Mailbox 3 |
72 + Mod#(1-8) + 3 |
| Mailbox 4 |
72 + Mod#(1-8) + 4 |
| Mailbox 5 |
72 + Mod#(1-8) + 5 |
Roommates must determine between themselves which mailbox they will each use.
Initial Mailbox Setup from Your Residence Hall
- Pick up the phone and dial ext. 3750 from your residence hall room.
- Enter your mailbox number (see section on mailbox numbers above).
- Enter your security code. The default security code is four zeros, "0000".
- The automated tutorial will provide easy-to-follow instructions on how to setup your mailbox. You will be prompted to do the following:
- Change your security code: your new security code must be 4 to 15 digits in length. As a safeguard, please do not use your room extension or simple combinations as the security code. Enter your new security code plus # when you are instructed, and then re-enter for confirmation. This new security code will be used to access your voicemail in the future.
- Record your name: this will be used in the introduction greeting to identify the residents of the room when callers receive the voicemail. To start recording, press 2. To stop recording, press 2 again.
- Record your personal greeting: this greeting will be played when callers are given the opportunity to leave you a message after making a selection from the introduction greeting. To start recording, press 2. To stop recording, press 2 again.
The introduction greeting callers will hear when they reach voicemail will list the names of any roommates who have setup their mailboxes. The caller will be given the option to press 1 for the first mailbox and 2 for the second mailbox. See the example below for two students living in a room.
Example:
- Intro Greeting (system greeting lists names of residents and gives callers the option to select who to leave a message for)
- Individual Mailbox #1 (personal greeting)
- Individual Mailbox #2 (personal greeting)
Sample Introduction Greeting: This is a system greeting callers hear when they receive voicemail. The system will play the user-recorded names for any mailbox that has been setup, for example: "For 'Dave' press 1. For 'Eric' press 2."
Sample Personal Greeting for Each Individual Mailbox: This is an example of what can be recorded for an individual mailbox: "Hello, you have reached Dave. I'm either on the phone or away from my room. Please leave a message after the tone and I will get back to you as soon as possible. Thank You."
ACTIVATING THE VOICEMAIL SERVICE
After setting up your voicemail, your phone must be programmed to forward to voicemail in order for a caller to leave a message. The forwarding must be done from your phone. There are three voicemail forwarding options you may select:
- Forward No Answer - after approximately 5 rings, caller is directed to voicemail
- Forward Busy - when the line is busy, caller is directed to voicemail
- Forward All - phone never rings and all callers are directed to voicemail
It is recommended that you program both the "Forward No Answer" and "Forward Busy" features. The "Forward All" feature will override all other programming. If the
forwarding is not working after you have programmed it, cancel all types of forwarding and reprogram the desired forwarding functions using the below instructions.
To Set Up Forwarding
To program a phone to forward to voicemail:
| Function |
Start |
Cancel |
| Forward Busy (recommended) |
- Lift handset
- Press *2 3750
- Hang up
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- Lift handset
- Press #2
- Hang up
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| Forward No Answer (recommended) |
- Lift handset
- Press *2 3750
- Hang up
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- Lift handset
- Press #5
- Hang up
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| Forward All Calls |
- Lift handset
- Press *2 3750
- Hang up
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- Lift handset
- Press #3
- Hang up
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ACCESSING THE VOICEMAIL SYSTEM
Notification of New Voicemail Messages
To verify whether there are voicemail messages, pick up the telephone and listen for either a regular dial tone or an interrupted dial tone (stutter dial tone). If an interrupted dial tone is heard, new voice messages are waiting for at least one of the mailboxes. An interrupted dial tone will continue each time you pick up the phone until the messages have been played and either saved, erased or skipped (marked as read).
Reviewing Your Messages From
Your Extention |
Revewing Your Messages From Any
Other Extention |
- Call ext. 3750
- System will indicate which mailboxes,
if any, have messages
- Enter your mailbox number
- Enter your secuity code
- Enter 1 1 to listen to new messages
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- Call ext. 3750
- Enter *
- Enter #
- Enter your mailbox number
- Enter you security code
- Enter 1 1 to listen to
new messages
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After listening to each message, you may repeat, save, erase, or skip the message. New and saved messages are held for a maximum of thirty days; after thirty days messages will be deleted from the system. Once a message has been saved, you may listen to it as many times and as often as you like, but you will not have the option to re-save it.
To repeat any instructions given by the voicemail system while reviewing or sending messages press 0 or while in Phone Manager Options or elsewhere press #.
| Controls While Listening to a Message |
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Back up five seconds 1
| Play message info 5 |
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Return to Start 1 1
| Increase speed 6
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| Pause or continue 2
| Fastest speed 6 6
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| Advance five seconds 3
| Decrease volume 8
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| Advance to end 3 3
| Increase volume 9
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| Decrease speed 4
| Go to saved messages # #
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| Slowest speed 4 4
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| Controls After Listening to a Message |
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Review 4
| Reply to an extention 8 |
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Play message info 5
| Save 9
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| Forward 6
| Skip (mark as read) #
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| Delete 7
| Go to saved messages # #
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To exit the voicemail system at anytime, press * repeatedly until you hear "Thank you for calling", then hang up.
Retrieving Messages from Off-Campus
Dial the message retrieval number (626) 815-3888.
Enter your mailbox number.
Enter your security code.
| Shortcuts for Common Tasks (From the Main Menu) |
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Change your security code
| 4 1 4 |
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Change your standard greeting
| 4 1 3 or 4 4
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| Change your name recording
| 4 1 5
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For questions about voicemail service, please contact the IMT Support Desk at ext. 5050 or support@apu.edu.
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