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University Telephone System

Voicemail Activation & Use

Requirements & Restrictions for Your Voicemail Passcode

Please review the following information as you set your voicemail passcode:

  • Cannot be your extension number
  • Cannot be your extension reversed
  • Cannot contain more than 3 repeated digits
  • Cannot contain more than 3 sequentially ascending digits or 3 sequentially descending digits
  • Cannot be any of the last 1 passcodes
  • Cannot be the old passcode reversed
  • Must be between 6 and 24 digits in length
  • Passcode does not expire

From Your Desk Phone

Polycomm VVX300/410 Model:

  • Press the Messages button messages button
  • Press the Connect softkey and follow the prompts.
  • Enter your temporary passcode (received via email).
  • Following the prompts, enter a new passcode. Re-enter to confirm.
  • Record your first and last name — please note this is ONLY your name recording, you will record your greetings later on.

Polycomm VVX500/600 Model:

  • Without lifting the handset:
    • Tap the Messages button on the upper left hand side of the display messages button
    • Tap the Connect softkey and follow the prompts (at this point you may lift the handset for privacy).
  • With lifting handset first:
    • Lift the handset and dial *86 and tap the green Phone icon phone icon
    • Enter your temporary passcode (received via email).
    • Following the prompts, enter a new passcode. Re-enter to confirm.
    • Record your first and last name — please note this is ONLY your name recording, you will record your greetings later on.

From Another Phone on UVa Grounds

  • Dial 4-4000 and follow the prompts.
  • If you are calling from an extension that has its own voicemail box, you will press the * key.
  • Enter your mailbox ID (your extension number) followed by the # key.
  • Enter your temporary passcode followed by the # key.
  • Enter your new passcode. Re-enter to confirm.
  • Record your first and last name — please note this is ONLY your name recording, you will record your greetings later on.

From a Local Phone Outside the University

  • Dial 924-4000 and follow the prompts.
  • Enter your mailbox number (your extension number).
  • Enter your temporary passcode.
  • Enter your new passcode. Re-enter to confirm.
  • Record your first and last name — please note this is ONLY your name recording, you will record your greetings later on.

Note: Accessing your voicemail from a different phone after setup:

  • Dial your own number (from on-Grounds phone, dial 5-digit #; from off-Grounds phone, dial full 7-digit #).
  • When your voicemail greeting starts to play, press the * key.
  • Enter your password.

To Record Voicemail Greetings

  • Access your voicemail. (See Accessing your voicemail after setup.)
  • From the main menu:
    • Press 2 to record your Busy Greeting. The busy greeting is the greeting that callers will hear if you are in Do Not Disturb, or are on a call and do NOT have call waiting activated.
    • Press 3 to record your No Answer Greeting. The no answer greeting is the greeting that callers will hear if you are away from your desk or on another call and do not answer (the caller will hear your phone ring before forwarding to voicemail).
    • Press 4 to record your Extended Away Greeting. The extended away greeting is the greeting that callers will hear if you plan to be away from your desk for an extended amount of time. You are required to activate and deactivate this greeting manually. (Please note: When setting an Extended Away Greeting, the ability for callers to leave a voicemail message is turned off. You may want to make callers aware of this in your greeting. Once the Extended Away Greeting is deactivated, voicemail collection is turned back on.) Once you have a greeting recorded, press 1 to activate. Once activated, you will be reminded each time you log in to listen to messages that this greeting is activated. To deactivate, follow the prompts and press 4, then press 2.

Retrieving Messages

After you have selected to listen to your messages, additional controls are available during the message:

  • Press 1 to skip backward by ten seconds.
  • Press 2 to pause or resume the message.
  • Press 3 to skip forward by ten seconds.
  • Press 4 to jump to the beginning of the message.
  • Press # to jump to the end of the message.

Once the message is over, you can:

  • Press 9 to save the message.
  • Press 7 to delete the message.
  • Press 1 to repeat the message.
  • Press 3 to hear the envelope information.
  • Press 5 to return the call.
  • Press 6 to reply to the message.
  • Press 8 to forward the message to another user.
  • Press # to repeat this menu.

Resetting Your Passcode

  • Read first: Requirements & restrictions for your passcode
  • If you know your passcode, you can change it from your phone using these steps:
    • Dial *86 from your phone
    • Select option 7
    • Enter your new passcode and press #
    • Re-enter your new passcode and press #
  • If you have forgotten your passcode, you can reset it via the University Telephone System Portal by following these steps:
    • Log into the Voice Portal using your NetBadge credentials
    • Click on the Profile tab at the top of the screen
      profile tab
    • Enter a temporary passcode under both fields in the Passcode reset section passcode reset
      • (Optional) You may instead have the Voice Portal create a temporary passcode for you by clicking Generate. If you do this, you will need to click Show/Hide password to see this temporary passcode. Write this password down.
    • Scroll to the top of the screen and click Save. You should see a message "User info successfully saved."
    • Dial *86 from your phone
    • Enter the temporary passcode you generated from the Voice Portal and press #
    • Enter a new passcode (this may not be the same as the temporary passcode) and press #
    • Re-enter this new passcode and press #

If you need the passcode reset for an unassigned or department phone, please contact the UVa Help Desk.

  Page Updated: Monday 2017-02-13 12:26:34 EST