Voicemail

Extended absence greeting

Instructions on how to setup and set extended absence greeting.

Step 1: Record an extended absence greeting

Once you are in the voicemail system:

  1. Press Option 4 (Personal greetings)
  2. Press Option 1 (greeting options)
  3. Press Option 2 (record extended absence greeting)
  4. Press  #  to save it
  5. Press 1 to accept greeting or press 2 to rerecord

Step 2: Change location to set your extended absence greeting

  1. Press Option 4 (Personal greetings)
  2. Press Option 3 (change location)
  3. Press Option 6 (change location - extended absence)
    • Choose Option 2 to block callers from leaving a message
    • Choose Option 2 to prevent callers from skipping your message.

You can test that it is set up correctly by calling your extension.

If you need help with step 2, the ITS phone technician can set this on their side, if needed.

When you return, you will go back through Step 2 and change your location back to Office.

If you are off-campus, you can dial 352-395-5550 to get into the voicemail system. If on-campus, you can dial ext. 5550. When it asks for your mailbox number, enter your extension then password when prompted. Then proceed with steps above.

Voicemail-to-Office365 Synchronization

If enabled, voice messages sent to your office phone are synced automatically to your email account inbox.

The voice message appears as an attachment in an email message. Here are some examples:

Voice Message from external wireless caller

Voice Message from external caller

Voice message from internal caller

Notes:

  • Your phone’s message waiting indicator will blink blue if you have a voice message (Call Back Request or Missed Call). If you listen to the voice message on your phone or mark the corresponding email as read, this will make the blinking stop on your phone.
  • You don’t have to actually listen to the audio file for it to be marked as read in the voicemail system. Once the email is marked as read, the voicemail is marked as read.
  • If you delete the voice message on your phone this will also delete the message in your email inbox and vice versa.
  • If you save the voice message on your phone this will leave the message in your inbox and consider it read in your email inbox.
  • You have the option to archive voice messages in your email. Moving the email containing the voicemail to any folder other than “inbox” will remove the voicemail from your voicemail box.
  • If you acknowledge the voice message email it will be considered read in your phone. To hear read messages from your phone login to Voicemail x5550 or 395-5550. Press option to listen to read messages.
  • A voice message deleted from your phone cannot be retrieved. A voice message deleted from your email account will go to the deleted items folder just like any email would.

For more information, please contact the ITS Help Desk or refer to the Voicemail Flow Chart.