Using WebFones Voicemail

Using WebFones Voicemail

WebFones provides a highly flexible cloud hosted voicemail system capable of delivering mail to your users in a variety of ways. Among these are:

  • IMAP Voicemail - This is where users can configure their email clients to directly connect to the phone system's voicemail system. Reading the voicemail message marks it as read in the phone system (and marks it as read for other users who may be monitoring the same voicemail box). Marking a voicemail as unread makes it active in the inbox of the phone system again and deleting the message removes the voicemail from both the mailbox and the phone system.

Note: To setup IMAP Voicemail in your email client, go to the web voicemail section under the end-user login and press the IMAP Details button. It will give you the server and login credentials to setup the email client for direct access.

  • Voicemail to Email - This tells the phone system to forward the voicemail to the user's email address. This feature works similar to IMAP Voicemail except reading the message does not remove the message from the user's inbox on the phone system.
  • Web Voicemail - When a user's has a login to access their voicemail online, they can listen to and delete voicemail via a web browser.

For details specific to the voicemail box, such as changing your Voicemail PIN, please refer to the User Extensions 'Voicemail' Tab documentation.

Getting Started

Our advise is to ignore the tones of options and just setup the following two things on everyone's mailbox: Unavailable Message and Name.

Setting the Unavailable Message

The Unavailable Message message is a personalized message that tells the user who they have reached and that their message will be returned as soon as the owner of the voicemail box is available. Here are a few ideas:

"You have reached John Smith. If you need immediate assistance, press 0 now. Otherwise please leave a message after the tone and I will return your call as soon as I am available. "

Note: If you specify a 0 option you need to also specify the Immediate Assistance option in User Extensions.

Here are the steps:

  1. Dial 6000
  2. Enter the user's extension (example: 100)
  3. Enter the user's Voicemail Password or PIN (example: 1234)
  4. Press 0 for the Administration Menu
  5. Press 1 to record your Unavailable Message
  6. Record it and press # when you are done (don't hangup or you will lose what you recorded)
  7. Press 1 to save the message you just recorded

Recording your Name

If you are using the Directory feature of the phone system, you should also record your name. This is used when a caller goes to the dial by name directory and enters the first few letters of your last name. To confirm the choice, it plays your name.

Here are the steps to record your name:

  1. Dial 6000
  2. Enter the user's extension (example: 100)
  3. Enter the user's Voicemail Password or PIN (example: 1234)
  4. Press 0 for the Administration Menu
  5. Press 3 to record your Name
  6. Record it and press # when you are done (don't hangup or you will lose what you recorded)
  7. Press 1 to save the message you just recorded

Just record your name, nothing else (example: "John Smith")

Accessing Your Mailbox

WebFones allows users the ability to access voicemail right on their phone by pressing the retrieve or mail button. When you press this button it will prompt you for your mailbox number (extension number) and a Password (PIN#). You can get this information from the WebFones administration interface.

Mailbox Menus

This section contains a detailed discussion of the menus used to access your mailbox.
The main menu will be the first menu that you are presented with once you have logged in.
"1" - Listen to messages in the currently selected folder
"2" - Change folders
"3" - Advanced options (not available when you first login to voicemail)
"0" - Mailbox options
"*" - Repeat the menu options
"#" - Exit the voice mail system

During Playback of a Message

During the playback of the message, any of the following buttons may be pressed:

"*" - Rewind the message by 3 seconds.
“#” Fast forward the message by 3 seconds.

"0" - Pause the message playback. Press any other button to resume playback.

"1456789" Pressing any of these buttons will halt the playback of the message and perform the corresponding action from the post-message playback options (below).

After Message Playback (post-message playback)

After the message has been played back, the system will play a prompt and wait for you to press a button:

"1" - Go to the first message in the current folder3.
"2" - Change folders

"3" - Advanced options.

"4" - Go to the previous message in the folder.
"5" - Replay the current message.

"6" - Go to the next message in the folder.

"7" - Delete or undelete the message.

"8" - Forward the message to another user on the system.
"9" - Save the message to a different folder.

"0" - Mailbox options.

"*" - Replay the prompt.

"#" - Exit the voice mail system.

*Advanced Options After Listening to a Message*

The following buttons may be pressed in the Advanced Options menu while you are listening to a message.

"1" - Record a message and send it directly to the mailbox of the person that sent you the current message.
"2" - Call the person that left the message back.
"3" - Play the message envelope.
"4" - Place an outgoing call.
"5" - Leave a message for another user on the system.
"*" - Return to the main menu.

Note: While the Advanced Options is one of the options when you first login to the phone system, it only works after you have listened to a voicemail message.