Voice Mail Instructions

The Avaya Communication Manager Voice Messaging system provides the campus with voice messaging boxes for all employees, by request.  There are many more features available, please view the  for a detailed mapping and more selection options.

Instructions for using your voice mail box

Accessing from on Campus

1. Press the Message Button or Dial extension 1200
2. Enter your 4-digit voice mail box extension and press #
3. Enter your passcode and press # (when accessing voice mail for the first time the default passcode is 3700)

(You are now at the voice mail system Main Menu/ Home state)

Accessing from off-Campus

1. Dial 925-424-1200
2. Enter your 4-digit voice mail box extension and press #
3. Enter your passcode and press # (when accessing voice mail for the first time the default passcode is 3700)

(You are now at the voice mail system Main Menu/ Home state)

** To get help at any time, press *4

** To go back to the previous menu, press *7

 

Quick Set-up of Voice Mail box

1. Follow steps above to access your voice mail box from on or off campus
2. Follow prompts and record a Name Greeting (your first and last name are fine).
3. Follow prompts and create a new passcode.
4. Re-enter new passcode.

 Changing passcode

The system will require you to change the passcode from the default.  Passcodes must be at least 5 characters long. (suggestion: If you are having trouble thinking of a five character code consider using your zip code)

1. From Home State press 5 for Personal Options
2. Press 4 for passcode
3. Enter a new code and press #
4. Re-enter new passcode and press #

** You are the only person who will know your passcode once you have changed it, so make note of it in a secure yet accessible place, we will not be able to look it up.  If you enter a wrong passcode 3 consecutive times the system will hang up on you.  If you enter a wrong passcode 5 consecutive times the system will lock you out.  If this should happen contact the Telecommunications Coordinator to unlock/ remove the protection from your box.

Listening to messages

Voice mail boxes can hold up to 20 minutes worth of  messages.  Each message can be 3 minutes long.  It is important to keep on top of your messages and delete those that are not necessary to save.  This leaves space available for other messages to be left. However, please note! The system has an auto deletion function, which will delete saved messages that are older than 10 weeks.  If you have a message that is very important to save long term, it would be best to transfer it to paper or audio recording.

1. Get to Home State
2. Press 2 to Get Messages
3. To Listen to messages, press 0. When the message is listened to it will automatically go from new to old.  

   Additional Options are:

   • Delete, press *3
   • Undelete, press **8
   • Skip, press #
   • Respond, press 1
     • Call back caller, press 0
     • Reply with voice mail message, press 1
     • Forward with comment at beginning, press 2

** To bypass header, press 1

** To replay header, press 23

** To skip to the next header, press #

*** Increase message speed, press 9

*** Decrease message speed, press8

*** Increase message volume, press 4

*** Decrease message volume, press 7

*** Skip 5 seconds forward, press 6

*** Skip 5 seconds backward, press 5

Recording and selecting greetings

Recording your name greeting

All you need to record is your first and last name

1. Get to Home State
2. Press 5 for Personal Options
3. Press 5 tor record name
4. Record/ Re-record your name and press 1

Recording Greetings

You may have as many as 9 greetings per mailbox in this system. Having additional greetings for when you are out of the office for an extended time makes it easy to switch back and forth between greetings without a lot of re-recording.  This is your personal recorded greeting that plays for the caller. (as a representative of Las Positas College, please be sure it is educationally appropriate). 

1. Get to Home State
2. Press 3 for Personal Greetings(the system will tell you the number of the greeting that is active)
3. Press 1 to record/ change your greeting.
4. Enter the number of the greeting you want to change (1 - 9).
5. Press 1 to record/ change.
6. Record greeting and press #. 
7. (optional) To activate new greeting, press 1.

Activating Previously Recorded Greeting

When using multiple greetings you will need to identify to the system which greeting you’d like to be played.  After recording your greetings select either to have your regular or alternate greeting answer your calls.

1. Get to Home State
2. Press 3 for Personal Greetings
3. Press 3 to activate greetings
4. Enter the number of the desired greeting

For adjunct faculty and other guest user Voice Mail boxes

Adjunct Faculty and other employees who do not have an office or phone on campus are issued guest mailboxes which are only on-campus extensions and not 7-digit direct dial numbers.  Callers trying to reach these extensions must call the campus main number and use the automated attendant.

1. Dial 424-1000.
2. Select option 1.
• Press 1 and enter the desired voice mail box extension

Press 2 to dial by name, enter the first 4 characters of the person's last name.