Using the Phone to Change Greetings

If you have not recorded an Out-of-Office greeting, CallXpress™ will use a generic greeting.
This feature is very useful for fractional staff who are out of their offices at regular times/regular days.

Recording an Out-of-Office Greeting via the Phone

Before you start recording, it is recommended that you first write down what you want to say in
this greeting. Then:

1. Dial 2200 (Voicemail).
2. Enter your security code when prompted.
3. Wait a moment and then dial 3 for PhoneManager menu.
4. Dial 1 for Personal Options.
5. Dial 3 to Record a Personal Greeting.
6. Once you are prompted to Record and Set your Out-of-office greeting, dial 3.
7. Dial 2 to start record your Out-of-office greeting.
8. Pause briefly before speaking.
9. When finished, pause briefly again before stopping the recording.
10. Dial 2 to stop recording your Out-of-office greeting.
11. Once you have stopped the recording, you will be prompted with the following choices:
    • dial 6 to review your (Out-of-office) greeting;
    • dial 4 to discard this greeting; or
    • dial 5 to save this greeting.
12. When prompted, dial 5 to set/activate the Out-of-office greeting.

At this time you may also activate your Out-of-Office in MS Outlook if required. To do this:

1. In Outlook, choose Tools>Out of Office Assistant from the menu.
2. After typing in your AutoReply Message, select the 'I am currently Out of the Office' option.
3. Click on the OK button.
4. Choose File>Exit to close Outlook.

When you turn on your Out-of-Office feature in Outlook, Voicemail automatically turns on the Out-of-Office greeting (if recorded) on your phone.  However, when you turn off your Out-of-Office greeting in Outlook, Voicemail does not automatically turn this greeting off on your phone. 

You will need to do that manually as instructed below.

Removing your Out-of-Office Greeting via the phone

1. Dial 2200 (Voicemail).
2. When prompted, enter your security code.
3. If the Out-of-Office greeting is on, you will be immediately prompted to either remove it or leave it on.
4. Dial 4 to remove your Out-of-Office greeting.
5. Dial * twice to exit out of Voicemail.
6. Turn off the MS Outlook Out-of-Office.

You do not need to record another Out-of-Office greeting the next time you wish to turn it on, unless of course, you do actually need to change the information.

Busy Greeting

If you use the ‘Divert Busy' option on the PABX, you can record a separate message to your standard, ie not available message, if you wish. If you do not record a message, a generic message will be played.  If you want to use the standard message for both ‘No Reply' and ‘Busy', please notify the ICT Service Desk to have the Busy option turned off in your Voicemail account. Record your message as follows:

Recording a Busy Greeting

1. Dial 2200 (Voicemail).
2. Enter your security code when prompted.
3. Wait a moment and then dial 3 for PhoneManager menu.
4. Dial 1 for Personal Options.
5. Dial 3 to Record a Personal Greeting.
6. Once you are prompted to Record your Busy greeting, dial 1 (if enabled).
7. Dial 2 to start record your Busy greeting.
8. Pause briefly before speaking.
9. Dial 2 to stop recording your Busy greeting.
10. Once you have stopped the recording, you will be prompted with the following choices:
    • dial 6 to review your (Busy) greeting;
    • dial 4 to discard this greeting;
    • dial 5 to save this greeting; or
    • dial * 4 times to exit.