Manage Your Voicemail Greetings

Stanford University and School of Medicine

Your voice mailbox has several types of greetings:

Name Greeting — This is the recording that other Stanford voicemail users hear when sending you a message from their own mailboxes.

Personal Greeting — This is the greeting that callers hear before leaving you a message.
Example: This is Jane Stanford. I'm in the office today but away from my desk at the moent. Please leave me a message, and I'll return your call as soon as I can.

Extended Absence Greeting — This is the recording that you can use to temporarily replace your personal greeting when you are away for an extended period (such as vacation). Your personal greeting is retained so that you can use again when you return. You can use your phone or the portal to schedule when your extended absence greeting starts and stops.
Example: This is Jane Stanford. I'm out of the office this week. Please leave your name and number, and I will return your call when I return. If you need immediate help, contact my assistant at 555-1234.

Busy Greeting — This is the greeting that callers hear when your phone line is busy.
Example: This is Jane Stanford. I'm on another call right now. Please leave your name and number, and I will return your call as soon as possible.

Find-me/Follow-me Greeting— This is the greeting that callers hear when you have enabled Find-me/Follow-me.
Example: This is Jane Stanford. I'm not at my desk, but you can use the system to find me by pressing 1. Otherwise, press the pound key or stay on the line to leave me a voicemail message. Thank you.
Note: If you have both Find-me/Follow-me and Extended Absence greetings set, Find-me/Follow-me takes precedence. If you want the extended absence greeting to play instead, turn off Find-me/Follow-me for the time you're out of the office.

You can change any of these greetings at any time from a touch-tone telephone.

Select greeting

To select which personal greeting you want callers to hear:

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 1, Personal Greeting.
   The system states which personal greeting is in effect, and gives you options to manage it.
4. Press:
   • 1 Listen to your greeting
   • 2 Re-record your personal greeting
   • 3 Delete your personal greeting
   • 4 Play a standard system greeting to the caller with your name
   • 5 Play a standard system greeting to the caller with your number
   • 7 Play your personal greeting to caller

Your callers will hear a personal greeting if you have recorded one; if you have no personal greeting recorded, they will hear a system greeting with your name. If you have not recorded your name, a system greeting with your telephone number plays.

Record greetings

Record your name

Recording your name lets callers know that they have reached the correct mailbox. To record your name:

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 4, Record Name.
4. Record your name at the tone.
5. Press # after recording your name. The system plays back the recording.
6. To save the recording, press #. To cancel and return to Step 4, press *.

Record your personal greeting

Your personal greeting lets callers know that they have reached the correct mailbox and hear a brief message from you. To record your personal greeting:

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 1, Personal Greeting.
4. Press 2 to record your personal greeting.
5. Record your greeting at the tone.
6. Press # after recording your personal greeting. The system plays back your recording.
7. To save the recording, press #. To cancel and return to Step 5, press *.

Record your extended absence greeting

Your extended absence greeting lets callers know that they have reached the correct mailbox and hear a brief message from you. Often, this message specifies when you will return and provides contact information for the person or people who can help callers during your absence. To record your extended absence greeting:

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 6, Other Greetings.
4. Press 1, Extended Absence Greeting.
5. Press 2 to record your extended absence greeting.
6. Record your greeting at the tone.
7. Press # after recording your greeting. The system plays back your recording.
8. To save the recording, press #. To cancel and return to Step 6, press *.

You can schedule when your extended absence greeting starts and stops. After recording your greeting, follow the prompts to set up your schedule:

• Press 1 for rest of day
• Press 2 for indefinitely
• Press 3 for designated interval
  If you press 3, designated interval, you are prompted to choose year, month, day, and time to activate and deactivate your greeting. Press the # key after year, month, day, hour, and minute, but not after a.m. or p.m.

Note: Setting up and managing the schedule by phone is time consuming. If you wish, you can create your extended absence greeting using the phone and schedule it through the portal.

Record your busy greeting

Your busy greeting lets callers know that you're on another line. To record your busy greeting: 

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 6, Other Greetings.
4. Press 7, Busy Greeting.
5. Press 2 to record your busy greeting.
6. Record your greeting at the tone.
7. Press # after recording your busy greeting. The system plays back your recording.
8. To save the recording, press #. To cancel and return to Step 6, press *.

Record your Find-me/Follow-me greeting

You must submit a HelpSU ticket to request the Find-me/Follow-me service, enable it, and then set up the service.

Your Find-me/Follow-me greeting lets callers know that they have reached the correct mailbox and gives them the choice of leaving a message or having the system send their call to the the phone you specified. To record your Find-me/Follow-me greeting:

1. Connect to your mailbox. (Remind me how)
   The system responds with the status of any messages in your mailbox and prompts you with the Main Menu selections.
2. Press 4, Personal Options.
3. Press 6, Other Greetings.
4. Press 8, Find-Me/Follow-Me Greeting.
5. Press 2 to record your Find-Me/Follow-Me greeting.
6. Record your greeting at the tone.
7. Press # after recording your greeting. The system plays back your recording.
8. To save the recording, press #. To cancel and return to Step 6, press *.

Find-me/Follow-me is highly customizable; its settings are controlled only through the portal.