Voicemail

When you miss a call, callers can leave a voicemail message. You can listen on your phone, through email, or in the user portal.

Access voicemail from your phone

Option A — Voicemail button

Press Messages, Voicemail, or the envelope icon on your phone.

Option B — Dial-in

Pick up the handset.
Dial your voicemail access code (commonly *98 or as IT documented).
Enter your voicemail PIN when prompted.

Listen to the voice menu — options are usually:

Key	Action
`1`	Play new messages
`2`	Play saved messages
`3`	Record or change greeting
`4`	Personal options (PIN, timezone)
`5`	Delete or save after playing
`0`	Repeat menu

Exact keys vary — follow your system's prompts.

Voicemail-to-email

If enabled, new voicemails arrive in your inbox as:

An audio attachment (.wav or similar), and/or
A transcription (if your organisation turned this on)

You can listen without dialling in. Deleting the email does not always delete the message from the phone system — check with IT if you are unsure.

Check spam folders

Voicemail emails sometimes land in spam. Add the sender to your safe list if messages go missing.

Record your greeting

First-time setup or when returning from leave:

Access voicemail from your phone.
Choose Greeting or Personal greeting from the menu.
Record after the tone. Example script:

"Hello, you've reached Jane at Acme Company. I'm unable to take your call. Please leave a message and I'll return your call as soon as I can."
Press # to finish (if prompted).
Listen to the playback and re-record if needed.
Save and exit.

Greeting tips

State your name and department.
Give an alternative contact for urgent matters if appropriate.
For extended leave, record dates and point to a colleague or main number.
Speak clearly at a normal pace.

Busy and unavailable greetings

Some systems let you record separate greetings for:

Unavailable — phone not answered in time
Busy — you are on another call

Use the greeting menu options or ask IT which greeting plays when.

Change your voicemail PIN

Access voicemail → Personal options → Change PIN.
Enter old PIN, then new PIN twice.

Choose a PIN you will remember but others cannot guess. If locked out, ask IT to reset your PIN.

Manage messages

After playing a message:

Save — keep for later
Delete — remove (may not be recoverable)
Callback — return the call if the system offers it

Old messages may be deleted automatically after a retention period — check company policy.

When you are away

Option	How
Update greeting	Record dates and alternate contact
Do not disturb	Sends callers to voicemail while you are at your desk
Call forwarding	Send all calls to colleague or mobile — user portal or ask IT
Out of office	Combine greeting update with email auto-reply

Turn off forwarding when you return.

Privacy and compliance

Voicemail may be recorded and monitored under your employer's policy.
Do not leave passwords, credit card numbers, or highly confidential data in messages.
Callers should not leave sensitive personal data unless your organisation has a policy for it.

Troubleshooting

Problem	What to try
"Invalid PIN"	Retry carefully; ask IT for reset
No voicemail button	Dial `*98` or code from IT
Email not arriving	Check spam; confirm IT enabled VM-to-email for your extension
Greeting not playing	Re-record and save; confirm you updated the correct greeting type
Mailbox full	Delete old messages

Making calls — send callers to voicemail via transfer
User portal — view messages in browser if enabled