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AUDIX (Voice Mail) Tips & Self Help

Help Files directly from AUDIX:

Audix Voice Messaging System - State Employee specific instructions

Initial Log In: The First Time You Use AUDIX:

Dial into AUDIX. Wait for answer (To dial into AUDIX: 624 & 626 numbers dial 9, 626-8999; 287 numbers dial 9, 287-6675)

You will hear: �Welcome to AUDIX, for help at any time, press *H. Please enter your extension followed by the pound (#) sign.�

Enter your extension, followed by the pound (#) sign.

AUDIX will then ask you to enter your password.

You DO NOT have a password. You CANNOT create a password at this prompt. You MUST enter the default password: 110011. Later on, AUDIX will ask you to create a new password.

AUDIX will ask you to create your system greeting. She will say: �As you use AUDIX, your name will be included in system announcements that you and other people will hear. Press 1, please speak your name. After speaking your name, press 1 again.�

Now create your system greeting. Clearly state your name. Press 1 when done. Press # to approve. If you are unhappy with the result, press 1 to re-record.

AUDIX will ask you to create your new password. She will say, �AUDIX passwords must now be at least 6 digits. Please enter a new password followed by the # sign.� For security reasons, we recommend you avoid using your extension, your name, or any series of sequential or repetitive numbers for your password.

Please enter a new password, followed by the # sign. Now re-enter your new password, followed by the # sign.

Please note: You must use this password every time you log into AUDIX.

AUDIX will recite the first three choices on the Activity Menu.

1 - Create Message
2 - Retrieve Messages
3 - Create a Personal Greeting

Remember that 3 additional choices also exist and may be chosen as well:

4 - Check Status of Outgoing Messages
5 - Change Passwords, Re-record System Greeting, Create/Edit Mailing Lists, Create/Edit Personal Directories
7 - Scan

CREATING A PERSONAL GREETING:

1. Write down your personal greeting.
2. Log in.
3. Press 3 - Administer Personal Greetings.
4. Press 1 - Create, Edit or Delete a Greeting.
5. Using the keypad, enter a Greeting Number: 1, 2, 3, etc.
6. At the tone, record your greeting, when finished press the #key.
7. To use this greeting for all calls, press 1 (Greeting will be active).
8. Or press # to store (Greeting will not be activated, but will be stored for future use.)

TO CHANGE THE GREETING HEARD BY CALLERS
(or how to activate a different Greeting)

1. Log in.
2. Press 3 - Administer Personal Greetings.
3. Press 3 - Activate a Greeting.
4. Using the keypad, enter the number of the greeting you wish to activate, i.e., 1, 2, 3, etc.).
5. Press # when finished.

SUGGESTED VOICE MAIL GREETINGS

No Outside Customer Contact: Informal and friendly. People calling you know you or know of your job function.

�Hi, this is Jane Doe in (department name). I�m sorry I can�t come to the phone right now, but if you would leave your name, number, and a detailed message, I�ll return your call as soon as possible. If this is urgent, please press 0 and my secretary will assist you.�

Customer Contact: More formal and business like. Your greeting should reflect the company�s character.

�Hello, you�ve reached Jane Doe of (company name). I am in the office today, but am either on my other line or have stepped away from my desk. Please leave your name, telephone number, and a brief message, and I will return your call as soon as possible. If you need to speak to someone immediately, please press 0 now and your call will be transferred to someone who can help you.�

�Good morning. This is Jane Doe of (company name). On Monday, January 3, I will be out of the office attending meetings at various customer locations. I will, however, be checking my messages frequently. Please leave a message including your name, telephone number, and the purpose of your call, and I will return your call later today. If this is urgent, please press 0 to be transferred to my secretary.�

Vacation:

�Please listen to this message in its entirety. This is Jane Doe of (company name). I will be on vacation beginning Monday, January 3, returning on January 17. During my absence, Joe Jones will be handling all my calls. To speak with Joe now, please press *T and his extension number (xxxx) then the # sign and your call will be transferred to his extension. Thank you for calling.�

MULTIPLE PERSONAL GREETINGS

About Multiple Personal Greetings

As you know, AUDIX greets your callers with a personal message. It allows you to create and store up to nine (9) personal greetings to be used as needed. The system can play a single greeting for all calls or play specific greetings for different types of calls. The choice is yours.

Type of Greetings

The system can identify calls (known as call types) in the following ways:

Internal Calls and External Calls - Calls from an internal extension vs. calls made from the outside.

Busy and No Answer - Calls made to your extension while you are already on the phone vs. calls made to your extension and you do not answer.

Out-of-Hours - Calls made to your extension outside of normal business hours.

Using Different Greetings for Different Call Types

Although this may seem complicated at first, by organizing what you want to do before you start the procedures, you can make it easy on yourself.

First, decide which of the following distinctions you want the system to make when it answers your calls:

  • Internal versus external calls
  • Busy versus no answer calls
  • Prime-time versus out-of-hours calls
  • Prime-time/internal versus prime-time/external calls, and out-of-hours calls
  • Prime-time/busy versus prime-time/no answer calls, and out-of-hours calls

Second, write down any greetings that you might want to record. For sample greetings, please see the attached.

Now you�re ready to begin.

MULTIPLE PERSONAL GREETINGS

Log into AUDIX:

Press 3 to access the Personal Greeting Menu. The personal greeting submenu begins:

0 - To listen to a greeting.
1 - To create, edit or delete a greeting.
2 - To scan all your greetings.
3 - To activate a greeting.
4 - To administer call types.

Now follow the ARA of Multiple Personal Greetings:

Administer Call Types
Record Greetings
Activate Greetings

ADMINISTER CALL TYPES

Press 4 to Administer Call Types.

Follow the instructions based upon the distinctions you want the system to make when it answers your calls. For example, press 1 if you wish to distinguish between internal and external calls. Press 2 if you wish to distinguish between busy and no answer calls. Press 3 to distinguish between calls received during normal business hours and those received during non-business hours. When finished, press #. (The system repeats the Personal Greeting submenu.)

RECORD YOUR GREETING(S)

PRESS 1 to Record your Greeting.

Record a greeting. When finished, press # to approve, then listen to the system prompts to activate the greeting if desired. The prompts will vary depending on which call types you chose when you administered your greetings. When finished, or if you do not want to activate the greeting at this time, press #. (The system repeats the Personal Greeting submenu.)

ACTIVATE YOUR GREETING(S)

Log into AUDIX.

Press 3 to access the Personal Greeting Menu.

The personal greeting submenu begins:

0 - To listen to a greeting.
1 - To create, edit or delete a greeting.
2 - To scan all your greetings.
3 - To activate a greeting.
4 - To administer call types.

Press 3 to Activate Greetings.

The system will ask you to identify the greeting you wish to activate. Enter greeting number then follow the prompts to activate greeting(s) desired.

 


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Page last modified: September 9, 2011