This article will walk you through the steps of setting up a new Shoretel phone. If you're just sitting down in front of your desk phone for the first time and you haven't checked your voicemail or recorded your name yet, this article is for you.
Logging Into Voicemail
1. First off, you'll want to press the button labeled 'Voice Mail' on your phone, which will turn on the speakerphone and dial the access number for our voicemail service. If you'd prefer to check your voicemail privately, you can lift the receiver and then press the 'Voice Mail' button. Either way, Voice Mail gets you voicemail.
2. You'll be prompted to enter your password. Since this is your first time logging into your voice mailbox, your initial password will be set by the IT department. If you haven't already been given this password, you'll need to contact the IT Department to get it. Enter your password, then press #.
3. You'll be prompted to come up with a new voicemail password. Enter your new password, press #, then enter your new password a second time, then press # again.
4. You'll be prompted to record your name. I recommend picking up the phone receiver at this point (if you haven't already); your name will sound much better if it's recorded via the handset microphone rather than then speakerphone. After recording your name, press #.
Recording a Greeting
By default, callers who get your voice mailbox will hear a standard greeting: "[YOUR NAME] is not available. Please leave a message after the tone." You can also record a customized greeting by following the steps below.
1. Log into your voicemail account; press the 'Voice Mail' button on your phone, enter your password, then press #.
2. Press 7, which will give you the voicemail options menu.
3. Press 1 to record a custom greeting. As with your name, I recommend using the phone receiver to record your greeting; the audio will sound better. After you record your greeting, press #.
You're all set. Callers will now hear your custom recorded greeting when they get your voicemail. If you want to change your greeting again, log into your voicemail box, then press the following sequence of numbers: 7, 1, 2, 2 [Record your new message], #.
Listening to Voicemail
You'll know you have a voicemail waiting for you if you see the red light on your phone flashing. The steps below will walk you through the process of listening to your voicemail messages.
1. Press the Voice Mail button, enter your password, and press #.
2. Your phone will tell you how many messages you have, both messages that you haven't listened to, and ones that you've saved. Press 1 to hear your messages.
3. After listening to your message, you'll be presented with some options. Here are the most common options that you might use:
- 1- Replay the Message
- 2- Save the Message
- 3- Delete the Message
- 4- Forward the Message
- 5- Reply to the Message; this option will allow you to record a voicemail response to your message
- #- Skip to the next message
- *- Return to the main menu
After you've reviewed all of the messages in your voice mailbox, you'll be taken back to the main menu.
I've attached a copy of Shoretel's quick reference guide for voicemail, which is a helpful reference if you want to really dig into ALL of the voicemail menu options.
In order to make calls from your new Shoretel phone, here's a quick cheat sheet of how different types of calls need to be dialed:
- Internal 4-digit extensions within TSS can be made by picking up the receiver and dialing the 4-digit extension.
- Local calls outside the organization can be called by pressing 8, then dialing the 7-digit phone number. For some numbers, (say, Idaho -> Wyoming or vice-versa), you may also need to include a 1 and the area code.
- Long-Distance calls can be made by pressing 8, then 1, then the 10-digit phone number. Not all TSS extensions are able to make long-distance calls.
- International calls work by dialing 8, then 011, then the country code, then the number. Most TSS extensions can't make international calls.
In addition to using the dial pad on your phone, you can also use the Shoretel Comunicator software to make calls on your phone.