Technology

Voice Mail Instructions

The Simmons Voice Mail system, "CallPilot," gives you a convenient way to communicate with people both inside and outside Simmons College. Voice Mail answers your calls when you are busy or away from your phone, and also allows you to compose, edit, send, forward and reply to messages. 

CallPilot documentation
(please note: some features described will not be implemented at Simmons)

Log In
To log into your Voice Mail, you must complete all of the following steps:

  1. From Simmons College, dial 2345 (from outside, dial 617-521-2345)
  2. Enter your mailbox number (the last 4-digits of your telephone number) followed by the # key.
  3. Enter your password. If you have not used the system before, enter your default PIN. If you do not know your default PIN, please call the Help Desk (617-521-2222). You will be asked for your Simmons ID number and must be calling from on campus.

Change your Password

  1. While logged into Voice Mail, press 84.
  2. Enter your new password, then press # key. Your password may be from five to sixteen numbers except the characters # and *.
  3. Enter the password again, then press #.
  4. Enter your old password, then press #.

Check Messages
Voice Mail has a message waiting indication that notifies you when you receive voicemail. A special dial tone when you pick up the handset indicates that you have a message waiting. After logging in, listen to the summary and it will inform you of how may new messages you have. New messages play first followed by all previously played messages, in chronological order.

Begin by listening to the first message announcement.

  • To listen to this message, press 2
  • To skip back 5 seconds, press 1
  • To skip forward 5 seconds, press 3
  • To pause, press #
  • To continue, press 2
  • To go to the next message, press 6
  • To go to the previous message, press 4
  • To go to a specific message, press 86 then the message number and #
  • To delete a message, press 76
  • To restore a message, press 76 again (only within the current session)
  • To play the message envelope, press 72
  • To empty the mailbox, press 76 to delete each message
  • Deleted messages are removed when you hang up or press 81

Record your Greeting (including an "out-of-the-office" message)
If you record an external greeting only, all callers will hear this greeting. If you record both an external and an internal greeting, off-campus callers will hear the external greeting while on-campus callers will hear the internal greeting. If you record a temporary greeting, all callers will hear that greeting until the expiry date is reached.  Use the "temporary greeting" feature for vacation, or out-of-the-office messages.

  1. When logged in to Voice Mail, press 82
  2. Choose which greeting to record:
    1. For your external greeting, press 1
    2. For your internal greeting, press 2
    3. For your temporary absence greeting, press 3
  3. To record, press 5
  4. Wait for the tone before you start to speak
  5. To end your greeting, press #
  • Once you have finished, you can play the greeting by pressing 2
  • To rerecord your greeting, press 5
  • To delete your greeting, press 76

    Record your Name (Personal Verification)

    1. While logged in to Voice Mail, press 82
    2. Press 9
    3. To record, press 5, wait for tone, and record your name and, if you wish, your extension number
    4. To end the recording, press #
    Assign a custom operator
    If you wish to refer callers to someone else for assistance, you may assign a "custom operator."  For example, you might wish callers to press 0 to reach your departmental assistant. 
    1. While logged into your mailbox press 80.
    2. Press 1 to review the current operator.
    3. Enter the new operator number (the department's four digit extension or another four digit extension that will serve as your operator).
    Temporarily block messages
    You may temporarily prevent callers from leaving messages in your mailbox. This may come in handy if you are on sabbatical or other extended absence. As a courtesy to your callers you should record a greeting that reflect the details of your absence and instructs callers on what to do during your absence.
    1. While logged into your mailbox press 80 for mailbox options, then press 7.
    2. Press 1 to activate all the time.
    3. Press 2 to turn off.
    4. Press 3 to activate only when a temporary greeting is recorded.
    5. Select decisions on handling callers
    6. Press 1 to send to custom operator.
    7. Press 2 to disconnect.
    Create a personal distribution list
    Distribution lists can be helpful when you send messages to a number of people time and time again. Each mailbox subscriber has the ability to create up to 99 personal distribution lists that can hold up to 200 individual mailbox subscribers in each list. You can maintain these lists from your own mailbox.

    1. While logged in to your mailbox press 85 for CallPilot tools.
    2. Press 5 for Distribution Lists.
    3. To play a summary of all lists, press *.
    4. Enter a number from 1 to 99, then press# .
    5. Press 9 if you want to record a name to help identify the list in the future. At the prompt, press 5, record the name,then press #.
    6. Press 5 to begin entering addresses into the list.
    7. Enter the first address, then press # the same way you address a message.
    8. Continue to enter addresses, pressing # after each one.
    9. To cancel an address, press 0 #.
    10.  When the list is complete, press #.
    11. Press 4 to return to your messages.

    Express Messaging
    You may send a message to directly another mailbox without logging into your mailbox, and without ringing the extension of the party you are trying to reach.
     
            1. Dial 2346
            2. Enter the mailbox number then press #
            3. At the tone record your message.  At the end of your message press #
            4. Hang up


    Thru-Dial
    While logged into your mailbox, you can place a call to a campus extension without hanging up.

    • Press 0 immediately followed by the four-digit extension number you wish to call and press #. Do not pause between numbers.

     Help Keys

    1. General Help *
    2. Message Command Help 7*
    3. Mailbox Command Help 8*