Montana State University

MSU IT Center

Renne Library Commons
P.O. Box 173240
Bozeman, MT 59717-3240
406-994-1777 | helpdesk@montana.edu

Chief Information Officer

Adam Edelman (Interim)
aedelman@montana.edu

telephone@montana.edu |994-5050 |M - F 8a - 5p| Renne 51 Voicemail Guide

MSU's voicemail system is called Meridian Mail. It is an integrated part of the on campus telephone system. Meridian mail voice prompts assist you with navigating the system. To interrupt a prompt, press any key. In this guide, the prompts played by the voicemail system are presented in blue italics.


Set up voicemail to handle incoming calls

You can customize your phone's mailbox to handle incoming calls in a number of ways.

  1. Forward No Answer: Caller is sent to your mailbox after a specific number of rings that you choose (2, 4, or 6).
  2. Call Forward:Calls do not automatically go to your mailbox without the phone ringing first. To prevent your phone from ringing you can forward your calls manually to mailbox (6060). Calls are then forwarded directly to your mailbox where callers immediately hear your greeting and are able to leave a message. It is a good option when you do not wish to be disturbed.
  3. Call Transfer, Express Messaging: Another person can transfer a call to your mailbox by using the Call Transfer key (See "Express Messaging").
  4. Hunt/Busy: Calls go directly into your mailbox when you are on the telephone and the caller hears one of the following messages:
    1. [Name] is on the phone, followed by your greeting.
    2. OR
    3. Caller only hears your greeting.

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Short-cut keys for standard commands

The following voicemail commands can be accessed by pressing a key(s) on your telephone.

1Skip backward 2Play 3Skip forward
4Play message 5Record 6Next message
7Message 8Mailbox 9Call sender
*Help 0Attendant #Stop
  • 1Skip backward Replay the prior few seconds of a message
  • 2PlayPlay a message, recorded greeting, voice verification, etc.
  • 3Skip forwardMove forward a few seconds in a message
  • 4Previous messageJump back to the previous message
  • 5RecordRecord a message, greeting, or personal verification
  • 6Next messageJump forward to the next message (or skip messages)
  • 23 Increase playback speed (up to 2x)
  • 21 Slow playback speed (return to normal speed)
  • 7Message:Access message commands by combining with other keys to form the commands.
  • 8Mailbox:Access mailbox commands (such as options) by combining with other keys to form the commands.
  • 9 Call sender:A single key command, to redial an on campus 4-digit extension number.
  • *Help
  • 0Attendant
  • #Stop/Exit

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Message notification

  • Phones equipped with a message waiting indicator will light up when you have voicemail.
  • Phones without a message indicator will alert you when you pick up the handset with a stutter dialtone that sounds a bit like a busy signal.

To listen to your messages, log in to voicemail.


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Log in to your mailbox

You must log in to your mailbox in order to access your messages. Your mailbox user number is the same as your telephone number in most cases. The following instructions are for standard login. See next section for Auto Logon.

Recorded prompts are shown in italics.

To log in from your own "work" telephone:
  1. Dial the Meridian Mail access number 6060.
    Meridian Mail. Mailbox?
  2. Press #. Voicemail will then assume that your extension number is the same as your mailbox number.
    Password?
  3. Enter the password, followed by # (the default password is your extension number).
  4. Meridian Mail will play a summary of new, urgent and unsent messages.
    For example: You have two new voice messages. One old message is still unsent.
  5. After the summary, Meridian Mail describes the first new message providing the following information: message number, status, originator, urgency, date and time.
    Example: Message 5, new, from Salvador Smith, received Thursday at 2:35 p.m.

If there are no new messages, Meridian Mail will describe the first unsent messages. If there are no unsent messages, the first message in your mailbox is described even if you have previously listened to it.

To log in from an off-campus telephone:
  1. Dial the Meridian Mail access number (994-6060).
    Meridian Mail, Mailbox?
  2. Enter your mailbox number (your office phone extension number), followed by your password and a # sign.
  3. You are now logged on. Proceed as before.
  4. Press 83 to log off
To log in after leaving a message for another user:
  1. Press # to log in to your voicemail after you have finished leaving a message for another voicemail user .
  2. Next press 81.
    Mailbox?
  3. log in to your mailbox as usual.
To log in using Autologin

This feature allows you to log in to voicemail from your phone without entering a mailbox number and password. It should only be enabled if you are confident that your phone is not easily accessible by others.

  • Lift the handset and enter 6060, or press the Message Waiting key.
  • Meridian Mail. Status of mailbox.
    You are now logged on.

To log in to your voicemail from an on campus phone with Autologin:

  1. Lift the handset and enter 6060, or press the Message Waiting Key .
  2. Press 81for log in prompts.
To log off
  • Press 83. This will disconnect you from the system more quickly than by hanging up the receiver.

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Change password

The initial password is the same as your telephone extension or mailbox number. You can change your password as frequently as you like, provided that you do not repeat your most recent nine passwords. It is highly recommended that you change your default password within 24 hours of first logging on. To change your password:
  1. Log in and press 84.
    Password change. Please enter your new password, followed by the number sign.
  2. Enter the new password (from 4 to 16 numbers), followed by #.
    Please enter your new password again, followed by number sign.
  3. Enter your new password a second time, followed by #.
    To confirm the change, please enter your old password, followed by the number sign.
  4. Enter your old password, followed by #.
    Your password has been changed.

If you forget your password, contact Telephone Services (Ext. 0) to have it changed back to the initial password.


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Delete and restore a message

Press 76 to delete a message. Restore it by pressing 76 again.
After you hang up you will not be able to restore a deleted message.

Record your name/personal verification

The Personal Verification is a recording of your name which is played back when you leave a message for somebody or when somebody calls your mailbox using Express Messaging (see below). It identifies you by name rather than by your mailbox number.

To add or change the personal verification:
  1. Press 89. You will hear
    The Personal Verification is [NAME],
  2. OR There is no name for Personal Verification of mailbox [NUMBER].
  3. Press 5 to begin recording. At the tone, state your name (and your phone number, if you wish).
  4. Press # to stop recording and hear the verification.

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Record greetings

Three greetings can be recorded:

  • 1External - played for off-campus callers
  • 2Internal - played for only campus callers
  • 3Temporary Absence - played for both audiences during extended absences.

A Temporary Absence greeting when recorded will replace the internal and/or external greeting.

A suggested greeting might be:

Hello, this is [NAME]. I am unable to take your call. If you leave your name, number and a message after you hear the tone, I'll return your call as soon as I can. If you need immediate personal assistance, press zero.
To record an external, internal or temporary absence greeting:
  1. Press 82.
    For your external greeting, press 1. For your internal greeting, press 2. For your temporary absence greeting, press 3.
  2. Press the key that corresponds to the greeting you'd like to record.
  3. Press 5 to record. Begin speaking afer the tone.
  4. Press # when finished or to stop recording.
    Recording stopped.
  5. When recording a Temporary Absence greeting wait for the prompt to enter an expiration date and time.
  6. Press 2 to listen to your greeting.
    Start of greeting. [GREETING] End of greeting.
  7. If you are satisfied with the greeting, press 4 to go to another command or hang up.
  8. Press 76 to erase the greeting if you are not satisfied with the greeting, .
    Greeting deleted.
  9. Press 5 to begin recording again and # when finished.

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Custom operator (live assistance) number

The custom operator number is the extension number of a co-worker that you provide as an option for callers who would like to reach live assistance rather than leave a message. In your greeting, let callers know that they can reach assistance by entering "0". The customer operator number is the number they will reach when they press "0". You can change the number at any time by submitting a telephone work request . entered at any time


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Play messages

You can play part or all of any messages as many times as you like. Use the shortcut keys to move backward and forward through your mailbox. After listening to a message delete it by pressing "76". Messages that have been played are automatically purged from your mailbox approximately 5-7 days following the first playback. Messages that have not been listened to are not subject to automatic purging.

Call sender

This feature allows you to call the sender of a message by pressing 9. It can only be used to return a call to a number inside of the MSU telephone system.

  1. Press 9 after listening to the message.
    Calling [sender's extension number or name].
  2. Talk to the sender or leave a message, then hang up when you are finished.

When using multiple line telephones, your connection to Meridian Mail may be placed on hold for 30 seconds when you use Call Sender. This allows you to talk to the sender and return to your mailbox without logging on again. Just press the flashing line on your multi-line set (as if you were taking it off hold).


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Reply to messages

When you receive a message from another Meridian Mail you can record a reply to the sender.

To reply to the sender:

  1. Press 71 after listening to the message.
    Reply to [sender's mailbox number of name]. To begin recording, press 5.
    To end recording, press #.
  2. Press 5, wait for the tone and record your reply.
  3. Press # to end recording.
    Recording stopped.
  4. Press 79 to send the message.
    Message sent.

To reply to sender and all recipients of a message:

  1. Press 74 after listening to the message.
    Reply all. To [Meridian Mail prompt states the first name on the list only].
    To begin recording, press 5. To end recording, press #.
  2. Press 72 to hear the list of people who will receive your reply.
    [Description of message, all mailbox numbers or names].
  3. Press 5, wait for the tone and record your reply.
  4. Press # to end recording.
  5. Press 79 to send the message.

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Express Messaging

Express Messaging allows you to send a message without logging on to your mailbox, and without actually calling the recipient.

To use Express Messaging:
  1. Enter 6061, the Express Messaging access number(off campus, 994-6061).
    Express Messaging. To mailbox?
  2. Enter the mailbox number of the person for whom you want to leave the message, followed by #.
    [Name or mailbox number]. Please leave a message after the tone.
  3. Leave your message after the tone. Hang up when finished.

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Transfer a call using Express Messaging:

Use your phone's transfer feature to transfer the call to the Express Messaging access number (6061)

  1. Press the transfer key.
  2. Enter 6061 (Express Messaging access number).
    Express Messaging. To mailbox?
  3. Enter the mailbox number of the person for whom the caller wants to leave a message followed by #.
  4. Press thetransfer key again to complete transfer. - Do this as quickly as possible so that the caller can hear the prompt and tone to record a message.

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Compose a message

Instead of calling someone and waiting for Meridian Mail to take your message, you can use the Compose command to create and then send messages. While express messaging is faster for sending a message to one person, the Compose command is very useful when you want to send the message to more than one person.

To use the Compose command:
  1. Press 75.
    Compose. Enter a list of mailboxes.
  2. Enter the first mailbox number or distribution list number (see instructions for preparing Distribution Lists), followed by #.
    [Name or mailbox/list number].
    To remove a mailbox number or distribution list number from the list of recipients, press 0# after entering it.
    Address [mailbox number] cancelled.
  3. Enter the next mailbox or distribution list number, followed by #, and continue doing so until all numbers have been entered followed by #. Press # a final time to indicate the last number has been entered.
    To begin recording, press 5. To end recording, press number sign.
  4. Press 5, wait for the tone, and speak.
  5. When you are finished speaking, press #.
    Recording stopped.
  6. To send the message, press 79.
    Message sent.
  7. If you don't want to deliver the message now, log off. The message will be saved so that you can send it later by pressing 79.

If for any reason your message can't be delivered, a "Non-delivery Notification" is sent to your mailbox.


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Address a message by name

Name addressing lets you address messages by spelling out the person's name on your telephone keypad when you do not know their mailbox number. It can be used when you are composing a message, when you are adding recipients to a personal distribution list, and when using Express Messaging.

  1. Press 75.
    Enter a list of mailboxes.
  2. Enter 11 and spell the last name, followed immediately by the first name. For example, to reach Bob Quinn, enter quinnbob (78466262) (Q+7)
  3. Meridian Mail will announce a match as soon as it finds it. You can stop entering digits as soon as you hear the announcement.
    If you have entered the complete name or if you don't know it, press #.
    If there are 5 or fewer names matching what you have entered, the names are announced and a number is given to identify each name.
    To choose one of these persons, enter the corresponding number.
    If more than 5 matches are found, the system will prompt you for the name again. Name found. [name and number].
  4. Press #.
    To begin recording, press 5. To end recording, press #.

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Forward a message

You can forward a message exactly as it is, or you can record an introduction that the recipient hears prior to hearing the forwarded message.

  1. After listening to the message, press 73.
    Forwarding message [number]. Enter a list of mailboxes.
  2. Enter the first mailbox number, followed by #.
    [Name or mailbox number]. To remove a mailbox number from the list of recipients, press 0# after entering it.
    Address [mailbox number] cancelled.
  3. Enter the next mailbox number, followed by #, or simply press # to tell Meridian Mail that you have entered the last mailbox number.
    To begin recording, press 5. To end recording, press number sign.
  4. If you aren't recording an introduction, press 79 to send the message. If you are recording an introduction, press 5, listen for the tone, then begin speaking.
  5. When you have finished speaking, press #.
    Recording stopped.
  6. If you are ready to forward the message, press 79.
    Message sent.

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Tag a message

You can tag a message for special handling by marking it with one the following message options:

  • 5Acknowledge - You will receive a notification in your mailbox when a message marked with acknowledge has been read by the recipient. recipient hears your message.
  • 4Private -Messages marked private cannot be forwarded.
  • 6Timed Delivery -Message is composed and sent at a future date and time that you specify.
  • 1Urgent -Message is announced as urgent when the recipient logs in to mailbox.
To tag a message before sending:
  1. Press 70.
    Message options. For urgent delivery, press 1.
    For private, press 4. For acknowledge, press 5.
    For timed delivery, press 6.
  2. Press the chosen option number.
  3. Press 79 to send the message.
Message tagging shortcut:
  • To tag a message without waiting for the prompt, enter 70 + option number.
  • For example - to tag the message as urgent enter 701, to tag it as private enter 704.

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Timed delivery

  1. Press 70.
  2. Press 6.
    Delivery [month or day].
  3. Enter the month or day, whichever was requested, followed by #. The month is entered in number format: 1 for January to 12 for December. To specify the current month or day, press only #.
    Delivery [day or month].
  4. Enter the day or month, whichever was requested, followed by #. To specify the current day or month, press only #.
    Delivery time.
  5. Enter the hour or minutes, followed by #. The hour is entered as a numeral from 1-24. For minutes, the digits 01-59 are entered. For example, within the 2.4-hour format, to designate 2:01 in the afternoon, enter 1401. To specify the current time, press #.
    Your message has been tagged for timed delivery [date] [time].

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Distribution Lists

A personal distribution list is a list of often-used mailbox numbers. You can create up to 9 personal distribution lists, each containing a maximum of 99 entries.

To create a personal distribution list:
  1. Press 85.
    Distribution list. Enter the distribution list number, followed by number sign.
  2. Enter a number from 1 to 9 that you haven't already used to identify a personal distribution list, followed by #.
    Distribution list [number].
  3. Press 5.
    Compose distribution list.
  4. Enter mailbox numbers or distribution list numbers, followed by #.
  5. When the list is complete, press #.
    End of list. To review the distribution list, press 2..
Review your personal distribution lists frequently and keep them up to date. If changes need to be made, delete the list by pressing 76, then create a new list.

To check the contents of a personal distribution list:

  1. Press 85.
    Distribution list. Enter the distribution list number, followed by number sign.
  2. Enter the number, followed by #.
    Distribution list [number].
  3. Press 2.
    Distribution list [number]. [Names or mailboxes]. End of distribution list.
To use personal distribution list:
  1. Enter the distribution list number, followed by # .
  2. Distribution lists, mailbox numbers and names can be used in any order.
  3. To cancel a list from the address, enter 0# immediately after entering it.

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Help

You can get help at any time while using Meridian Mail. Because the help command is "context" sensitive, when you ask for help from a specific area, you are given help in that area.

To get general help
  1. If you are in the process of entering mailbox numbers or recording a message, press # to stop that activity.
  2. Press # to hear the commands you may use.
  3. Enter the required command.
To get message command help:
  1. If you are in the process of entering mailbox numbers or recording a message, press # to stop that activity.
  2. Press 7# to hear a listing of the available message commands.
  3. Enter the required command.
  4. To get mailbox command help:
  5. If you are in the process of entering mailbox numbers or recording a message, press # to stop that activity.
  6. Press 8* to hear the list of available mailbox commands.
  7. Enter the required command.