Voicemail Guide

Accessing and Managing Voice Messages

How do I set up my new voice mailbox?

When your voicemail is activated, you will receive an email from Microsoft Outlook that contains your temporary voicemail PIN.

  1. From your desk phone, call extension 2727.
  2. Enter your temporary voicemail PIN, followed by #.
  3. Listen to the prompts. The system will walk you through the setup of your voice mailbox.

How do I listen to voicemail on my workstation?

Voicemail message notifications in Outlook come with the voicemail audio file attached. Open the audio file to play the message.

Privacy and information security - Be mindful that people around you can hear voicemail messages played through your speakers. Use headphones or listen to messages on your phone. Keep sensitive or personal information protected and private at all times.

Deleting voicemail from Outlook deletes the message from all other voicemail access methods. Deleted messages can be found in Outlook's Deleted Items folder.

How do I listen to voicemail on my desk phone?

  1. Press and hold the 1 key on your phone for 3 seconds.
  2. Listen for commands.

How do I access my voicemail from any phone?

  1. Call 905-575-2727 from a mobile or external phone, or ext 2727 from an internal phone.
  2. Enter your 4-digit extension, followed by #.
  3. Enter your voicemail PIN, followed by #.
  4. Listen for commands. You may hang up when finished.

How do I access voicemail for an extension that isn't my own?

  1. Call 905-575-2727 from a mobile or external phone, or ext 2727 from an internal phone.
  2. When you hear the jingle, press *.
  3. Enter the 4-digit extension, followed by #.
  4. Enter the mailbox PIN, followed by #.

Where do deleted voice messages go?

Deleted voicemail is found in Outlook in the Deleted Items folder. Messages in Deleted Items cannot be played when accessing your voicemail by phone.

Any messages or e-mails deleted from the Deleted Items folder cannot be recovered.

How do I forward a voicemail to another person?

In Outlook, open the voicemail notification and forward the message in the same way that you would forward a regular e-mail.

Changing Voicemail Greetings

How do I set my out-of-office voicemail notification?

Setting an out-of-office greeting does not block voicemail. Callers will still have the ability to leave messages.

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 1 to turn ON your out-of-office voicemail notification.
  4. Press 1 if you wish to record a temporary greeting, or hang up if you're finished.

How do I remove my out-of-office notification?

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 1 to turn OFF your out-of-office voicemail notification.

How do I change my personal greeting?

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 2 for greetings.
  4. Press 1 to record your personal greeting.
  5. Listen to the commands. You may hang up when finished.

How do I change my recorded name?

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 2 for greetings.
  4. Press 3 to change your recorded name.
  5. Listen to the commands. You may hang up when finished.

Reset or Change Voicemail PIN, and Other Options

How do I change my voicemail PIN over the phone?

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 3 for voicemail PIN change.
  4. Listen to the commands. You may hang up when finished.

How do I reset my voicemail PIN if I've forgotten it?

After 5 invalid login attempts are made over the phone, you will automatically receive a new temporary PIN by e-mail.

PIN resets for department voice mailboxes must be requested. See Communication and Collaboration requests.

How do I change to the touch-tone menu instead of voice commands?

  1. Call into your voice mailbox.
  2. Say "Personal Options" or press 6.
  3. Press 4 to change to the touch-tone interface. You may hang up when finished.

You can change back to voice commands at any time by following the same steps.