Quick Reference Guide

Detailed User Guide

Patient Voicemail User Guide

1. Dial the CallPilot Messaging access number, 85550, or 206 598 5550.
2. Enter your mailbox number, and then press #. If you are calling from your own telephone extension, just press #.
3. Enter your password, and then press #. (If you have a new mailbox, your default password will be 995 + your 5 digit phone number. At this point you will be required to change your password to a different password that is at least 4 digits long. The system will walk you through the steps of changing your password. When you are asked to enter your "old" password, enter the temporary default password.)

You can record external, internal, and temporary greetings. Callers from outside UWMC hear your external greeting; callers within the UWMC hear your internal greeting. If you don't record an internal greeting, all callers hear your external greeting. All callers hear your temporary greeting if you record one. Your recorded name (Personal Verification) is used in your greetings, addressed messages, Express Messaging, and Name Dialing.

1. While logged in to your mailbox, press 82.
2. Press 1 for External Greeting, 2 for Internal Greeting 3 for Temporary Greeting or 9 for Personal Verification.
3. Press 5 to record. Wait for the tone, then record your greeting or name.
4. Press # to end your recording. (To review your recording, press 2. To delete a greeting, press 76.
5. Press 4 to return to your messages.

When you record a temporary greeting, tell your callers the times or dates of your absence, and when you will retrieve your messages. You can set the month, day, and time for the greeting to expire. If you don't set an expiry date, the temporary greeting will stay in effect until you delete it.

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1. While logged in to your mailbox, press 84.
2. Enter your current password, and then press #.
3. Enter your new password, and then press #.
4. Enter your new password again, and then press #.

• When you log into your mailbox, at your first new message.
  1. Press 2 to play the current message.
  2. Press 6 to go to the next message or press 4 to go to the previous message.
  3. To disconnect, press 83.
• While playing a message:
  1. To skip back 5 seconds, press 1. To skip forward 5 seconds, press 3.
  2. To play the message slower, press 21. To play it faster, press 23.
  3. To play the message softer, press 24. To play it louder, press 26.
  4. To pause, press #. To continue, press 2.

Once a message has been played, the system will automatically delete it after 14 days.

Before, during, or after playing a message, press 76 to delete it. To restore a deleted message, return to the message during the same session and press 76. To save a message that has been played and remove it from the 14 day delete queue, forward the message back to your own mailbox (see Responding to messages) and do not listen to it until you are ready.

Before, during, or after playing a message:

• Contact Sender: To contact the sender, press 9. Speak to the person or leave a message, then hang up.
• Reply: To reply to a message, press 71, record a reply then press 79 to send it.
• Reply all: To reply to the sender and all recipients of a message, press 74, record a reply, and then press 79 to send it.
• Forward: To forward a message, press 73. Address the message, then press 79 to send it. You can record an introduction before sending the message.
• To play the message envelope, press 72. To record a reply or introduction, see composing messages below.

To compose a message, you will address it, record a message and then send it. You can address a message to both mailbox numbers and spelled names.

1. While logged in to your mailbox, press 75.
2. Enter the first address, and then press #. You can enter more addresses followed by #. (To cancel an address, press 0#.)
3. When you have finished, press # again.
4. Press 5. At the tone, record your message, and then press #. (To play the message, press 2. To add options, press 70, then choose Urgent 1, Private 4, Acknowledge 5, and Timed delivery 6).
5. Press 79 to send the message.

When addressing a message, you can enter the address by spelling the person's name.

• At the address prompt, enter the Name Dialing prefix, 11 or *.
• Spell the last name, then the first name.

You can send a message to another mailbox without logging in to your own mailbox.

• Dial the Express Messaging number, 85533 or 206 598 5533.
• Enter the mailbox number of the person for whom you are leaving the message, and then press #.
• At the tone, record your message, and then hang up.

In your greeting, you can offer your callers the option of leaving a message or speaking to one of your assistants or colleagues. Tell callers to press zero if they wish to speak to this person in your absence.

1. While logged in to your mailbox, press 80 for Mailbox Options, then 1 to review the current custom operator number.
2. Enter a new custom 5 digit phone numbers and press #.

You can temporarily prevent your callers from leaving messages in your mailbox. As a courtesy to your callers, you should record a temporary greeting that provides details of your absence and tells callers what to do.

1. While logged in to your mailbox, press 80 for mailbox options, then 7 for Block Messages.
2. To turn it on all the time, press 1. To turn it off, press 2. To block your messages only when a temporary greeting is in effect, press 3.
3. Decide how to handle callers. To allow callers to speak to the custom operator you assigned, press 1. To have callers disconnected after your greeting, press 2.

For other questions contact the helpdesk at 206 598-6970 or email teleserv@u.washington.edu