Mitel Voicemail Access and Setup Information General Information Your voicemail is accessible through any Mitel phone on-campus, off-campus, your Mitel app, and Outlook. The following instructions will assist you in accessing your voicemail and navigating the system. Getting Started Choose one of the following options: Press the Voice Mail button on a Mitel IP phone or the (#) key twice. Call x 2044 (WV) or x 5566 (MC) from any Mitel phone. Call (408) 741-2044 (WVC) or (408) 855-5566 (MC) from off campus. Enter your password, followed by # Voice Mail Password Your initial password is usually randomized and should be emailed to you. If you did not receive a password, please contact IS at x2696 or by putting in a ticket. You must change your password the first time you log on. Your new password must be a minimum of four (4) to (16) digits. Enter your new password followed by #. Enter your new password again, followed by #. Note: If you have forgotten your password, please contact the IS Help Desk at x2696 or by putting in a ticket to reset it to the default. Listen to Messages Login to voicemail. Voicemail attendant notifies you of the count of unheard, heard and/or saved messages. From the main menu, press 1 to listen to messages. For the date and time, press 6 after listening to the message, if necessary. Send a Message Login to voicemail. From the main menu, press 2 to send a message. Record your message at the tone. When finished, press # and select from the following options: To accept, press #. To review, press 1. To re-record, press 2. To cancel, press *. Enter the 4-digit extension to receive your message. Repeat this for as many recipients as you need. To conclude message addressing, press #. To send message, press #. To cancel recording, press *. Logout of Voicemail Hang up or press 8 (followed by 1 to confirm) from the main menu. Manage Voicemail Messages After listening to a message, select one of the following options at the end of the message: To replay, press 1. To save, press 2. To delete, press 3. To forward, press 4. To reply, press 5. To play envelope, press 6. To move backward, press 7. To pause, press 8. To move forward, press 9. To skip, press #. To cancel, press *. To play previous message, press **. Changing Mailbox Options Your mailbox can be personalized by recording a greeting, changing your call handling mode, setting your password, enabling date and time of message (envelope information), or recording your name. From the main menu, Press 7 for Mailbox Options and follow the prompts. For example: Press 1 to record a greeting. Press 2 to change your call handling mode. Press 4 to set your password. Press 5 to enable envelope information. Press 6 to record your name. Record a Personal Greeting To record a personal greeting for the active call handling mode: Login to voice mail. From the menu, press 7 for Mailbox options. Press 1 to record a personal greeting. Record your greeting at the tone. When finished, press # and select from the following options: To accept greeting, press #. To review greeting, press 1. To re-record greeting, press 2. To delete greeting, press 3. To cancel greeting, press *. Change Call Handling Mode There are five different Call Handling Modes for your extension. When you record a personal greeting, it is linked to the active Call Handling Mode. Use the Call Handling Mode feature to set temporary personal greetings for times you are out of the office, such as vacations and campus closings. To enable a call handling mode: Login to voice mail. From the menu, press 7 for Mailbox options. Press 2 to set call handling mode. For Standard, Press 1. For In a Meeting, Press 2. For Out of Office, Press 3. For Extended Absence, Press 4. For Custom, Press 5. For No Change, Press 6. To Cancel, Press *. Change Password Login to voicemail. From the menu, press 7 for Mailbox options. Press 4 to set the password. Enter password twice in response to the prompts. Press * to cancel. To Enable Envelope Information The “Envelope” holds the date and time a message was left. The default is “disabled”. Press 6 after listening to the message for the date and time. To enable envelope information so that you hear the date and time before you hear the message: Login to voicemail. From the menu, press 7 for Mailbox options. To enable/disable envelope information, press 5. To enable, press 1. To disable, press 2. Record Your Name To record your name: Login to voice mail. From the menu, press 7 for Mailbox options. Press 6 to record your name at the tone. When finished, press # and select from the following options: To accept, press #. To review, press 1. To re-record, press 2. To delete, press 3. To cancel. Press * Mitel Connect If you are on a Windows device, you should have the Mitel Connect application installed. Contact IS if not. Launch Mitel Connect. Expand the Show Advanced dropdown. Check the “Use Windows Credentials” box (be sure you’re signed into your own account on the computer you’re using). Enter “connect.wvm.edu” in the Server field, then hit Login. Mitel Connect can be used to easily listen to your voicemails, set your status (Out of Office, Available, etc), see recent calls, and look up users in our phonebook. Notes: All heard messages in your voicemail inbox that are not saved will be removed after 60 days. Unheard messages will stay forever, but if your voicemail box gets too full, you will be unable to receive any more. Deleted messages aren't actually removed immediately. You can un-delete a deleted message, and it only fully removes after a few hours.

General Information This document covers the Mitel/ShoreTel telephones that most staff will have in their workspace. They are sometimes called "office phones" or "work phones." Mitel phones will generally show the name of the employee that they are assigned to in one corner of their screen, and their four digit extension number in the other corner. If a phone does not list this information (indicating that it wasn't set up properly) or does not appear to be functioning correctly, please put in a ticket with the IS help desk. Basic Usage Mitel phones can call other Mitel phones by simply dialing their four digit extension number. To dial to an outside line, dial 9 first, then enter the area code followed by the usual seven digit phone number (e.g. 94087412696). To access your voicemailbox, you can dial 2044. When prompted, enter your extension number and voicemail password. Some models of Mitel phones have a voicemail button built in and can play voicemail without needing to dial in. If you do not know your voicemail password, please put in a ticket. Extension 2044 is also used for changing mailbox settings, such as recording an answering machine message. Dial 7 after logging in to listen to voicemail options. Mitel phones often have a corresponding outside number that you can use to call them you are offsite. For West Valley, this is usually (408)-741-####, where the last four digits are the extension number. For Mission, this is usually (408)-855-####, where the last four digits are the extension number. If your phone is not reachable from offsite and you need it to be, please put in a ticket. The Directory button will let you dial in the name of an employee to look up their extension number. The History button will show recent calls and allow you to redial them. Pressing Transfer or Conference will prompt you to dial another extension. Transfer will move your current caller to whoever you dial. Conference will invite whoever you dial to join your current call and lets you have more than two call participants. Other more self explanatory buttons are Hold, mute, and speaker. Mitel Connect Mitel connect is software that comes preloaded on any district-provided Windows computers. It allows you to log into your phone with a better interface that is much easier to use. It is very helpful for changing mailbox settings, listening to voicemails, and looking up names in our phonebook. It also allows you to move your extension into softphone mode, which lets you place and receive calls with your extension on your computer using your PC speakers/headset and microphone. If you do not have Mitel Connect installed, please put in a ticket. To sign in after opening the app, click "Show advanced," then check the "Use Windows Credentials" box. Enter "connect.wvm.edu" as our Server, then hit Login. Here are some brief rundowns on the numbered points of interest in the above image: This arrow shows you more options, most notably Settings, which opens a window with lots of things you can configure. This is mostly used for the Voicemail tab in settings, which lets you change your answering machine message. Clicking this gives you a number pad that lets you click to dial manually. Note that starting a call from Mitel Connect will make your desk phone start ringing them! You can search for names or numbers here to look them up in our phone book. This is very useful if your position has you make lots of calls! Use it often. Double clicking a search result will immediately make your desk phone begin ringing them. You can set your availability status here. Setting to Do Not Disturb or Out of Office will immediately direct incoming calls to your voicemail. This takes you to a screen where you can switch between desk phone mode and softphone mode. In softphone mode, calls are made directly on your PC via your mic and speakers. Your desk phone is disabled when you are in softphone mode. If you do not see an option for softphone but need it, please put in a ticket. This takes you to your call history. This automatically clears after a few days. Double clicking an entry here immediately dials them. This takes you to your voicemails. You can listen to them over your computer or over your desk phone. You can easily delete them by right clicking. Double clicking a voicemail immediately dials the associated number. This takes you to your workgroup view. Most positions do not have workgroups, so most employees can ignore this. Workgroups Workgroups are shared extensions that you can log into or out of with your own extension. Calls to the workgroup line will ring everyone in the workgroup that is currently logged in. All workgroup members can see the shared workgroup voicemail box. An example of a workgroup is our helpdesk line, which is accessible by most of our IS support staff. If your department has a workgroup that you need access to, put in a ticket with the IS help desk. This icon on the Workgroups button tells you your login status. Red indicates that you are logged out, meaning that you won't receive phone calls to the workgroup. Clicking this will log you in or out of your workgroup. Clicking this reveals the Queues and Voicemails section. Queues are currently active and pending calls and generally need immediate attention. Click this to switch between queue view and voicemail view.

About Incoming spam calls from the same numbers can be blocked using Mitel Connect, which you can learn more about in the Mitel Phone Overview document. Blocking is done by setting up a rule that forwards spam numbers to our internal 1111 extension, which simply hangs up on them. Process First, sign into Mitel Connect on your computer. From there, follow these steps: Click the arrow next to the word Connect at the top left. Select "Settings..." from the drop-down menu. The Settings window will open. Click the Call Routing option from the column on the left in the Settings window. Click the Power Routing tab. Click the green "Create New Power Rule" button. Enter a name for the rule such as "Block Spam." The exact name doesn't matter as long as it makes sense to you. Under "When," select the "number matches" option. A box will appear that lets you type in the spammer's phone number. There is also a drop-down that lets you change what number to check for: By default it is set to "The number is," which will block only callers with the exact number you type in. If there are multiple spam call numbers that all have the same first six digits and use different four digit extensions, you could for example set the drop-down to "The number is an external number starting with" and enter just the first six digits. Under "Then," click the green button that says "Forward Call To." Hit the second bubble that appears next to the "select number" box. In the "Select Number" box, type 1111. Hit the green Create Rule button at the bottom right. Other If you have any other questions about or require any assistance with this process, please put in a ticket or call our help desk at 408-741-2696.