User guide

5-4 PhoneMail Systems, Release 6.3, User Guide
Using Personal Greetings
The PhoneMail system comes with a default system greeting. You can have
the system play your own personal greeting instead to callers when the
PhoneMail system answers your telephone.
Depending on your class of service (COS), callers cannot skip your
alternate greeting. This allows you to record pertinent information or
specific instructions in your alternate greeting if you are on vacation or an
extended absence. Refer to “Changing Your Alternate Personal Greeting”
on page 5-10 for more information.
Example Personal Greetings
In your personal greetings, encourage callers to leave detailed messages.
You can then reply with the requested information or response. Tell callers
that their messages are confidential and you are the only one who can listen
to them. You can also use detailed personal greetings to keep your team up-
to-date (if they have heard it before, they can skip over it). Following are
example messages:
External Greeting
“You have reached the PhoneMail mailbox of Tim Marriott. I am here
today but away from my desk or on the phone now. Please leave your
name, number, and a detailed message. I will return your call as soon
as I can. If after recording your message, you want to listen to it or re-
record it, press star for instructions from the system. If you need to talk
to someone right away, press zero, then pound. You will be transferred
to Greg Anderson at extension 5700. In the future, you may press 1 to
skip this greeting and begin recording your message.”
Internal Greeting
“You have reached the PhoneMail mailbox of Tim Marriott. The next
staff meeting is scheduled for Friday, June 3. With your help, we will
surpass our goals for this month, before our company celebration on
the 25th. Meanwhile, leave your name, number, and a detailed
message. I will return your call by 4 p.m. today. If after recording your
message, you want to listen to it or rerecord it, press star for
instructions from the system. If you need to talk to someone right away,
press zero, then pound. You will be transferred to Greg Anderson at
extension 5700.”