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MANAGING SPECIAL GREETINGS

Home / Support / Business Support / Phone Support / Phone Guides / Managing Special Greetings

Managing your Busy Greeting

If a caller attempts to contact you while your phone line is in use, you can set it to play a different greeting when you do not answer.

To manage your busy greeting, press 5 from the greetings menu. An announcement states whether or not your busy greeting is active.

  • To change whether or not you use your busy greeting, press 1.
    • Each time your press 1 in the Busy Greeting menu, the busy greeting is either activated or deactivated and you are returned to the start of the menu.

  • To review or re-record your busy greeting, press 2. An announcement plays your current busy greeting.
    • To re-record it, press 1.
    • To leave the busy greeting as it was played to you, press 2.
    • To return to the previous menu without making any changes, press *.

Managing your Out-of-Office Hours Greeting Settings

If you have a phone that you use primarily for business, you can set it to play callers a special greeting message if you are called when you are not working.

The system offers a number of standard schedules that include common working hours, but you can also create a custom schedule where you can set your own working hours for each day of the week.

Once you activate your out of hours greeting, it will then play a specific message outside of these times to let your callers know that you are no longer working. You might like to explain in the greeting what your working  hours are, to offer alternatives, or to say that you may not be able to answer their message until you are next at work.

Setting an out of hours greeting does not stop your phone ringing. If you are in the office after all, you can pick up and answer a call as normal.

To manage your out of hours greeting, press 6 from the greetings menu. An announcement states whether or not your out of hours greeting is currently active.

If your out of hours greeting is currently turned off, you can make the following choices:

  • To turn the greeting on, press 1. You are then returned to the start of the Out Of Hours menu.
  • To exit to the previous menu, press *.

If your out of hours greeting is active, you can make the following choices:

  • To review or re-record your out of hours greeting, press 1. An announcement plays back your out of hours greeting.
    • To re-record it, press 1.
    • To leave it as is, press 2.
    • To return to the previous menu, press *.
  • To review or change your working hours, press 2. (See below)
  • To turn off the greeting, press 3. You are then returned to the start of the Out of Hours menu as above.
  • To exit to the previous menu, press *

Review or Change your Working Hours

After pressing 6 then 2 to get to the schedule menu, your options will vary depending on if you are currently using a standard schedule or a custom one.

If you are using a standard schedule you will be given the following options:

  • To use another standard schedule, press 1. You can select from the following standard schedules (pressing the key activates the schedule and returns you to the Review Schedules menu):
    • To use Monday to Friday, nine to five, excluding holidays, press 1.
    • To use Monday to Friday, nine to five, including holidays, press 2.
    • To use Monday to Friday, eight to four, excluding holidays, press 3.
    • To use Monday to Friday, eight to four, including holidays, press 4.
    • To exit without making any changes, press *.

  • To use a custom schedule, press 2.

  • To exit, press *.

If you are using a custom schedule you will be given the following options:

  • To use a standard schedule, press 1.

  • To review or modify your custom schedule, press 2. You can select from the following options.
    • To review your current schedule, press 1. Your current schedule will be announced.
    • To modify your current schedule, press 2.
      • To select the day whose schedule you want to change, enter the number of that day (for Monday, press 1; for Tuesday, press 2, and so on). (See below)
      • To clear your schedule for every day of the week, press 9.
      • To finish modifying your schedule, press *.

  • To exit, press *.

Changing the custom schedule used on a selected day

  • To add a new period, press 1.

1. Enter the start time in 24-hour clock format.

2. Enter the end time in 24-hour clock format. An announcement will states the day and times you selected.

  • To use the schedule as announced, press 1.
  • To change the times, press 2.

You will be asked if you want to copy to the schedule to another day.

  • Enter the number of the day to which you want to copy the schedule (for Monday, press 1, for Tuesday, press 2, and so on). If you do not want to copy the schedule, press #.
  • To change or delete the current schedule, press 2.
  • To change it, press 1.
  • To delete it, press 2.
  • To select the next period, press #.
  • To exit without deleting your schedule, press *.
  • To clear your schedule for every day of the week, press 9. An announcement will ask you to confirm your decision.
  • To confirm your decision, press 1.
  • To return to the previous menu without making any changes, press *.
  • To finish modifying the schedule for this day, press *.

 

Managing your Extended Absence Greeting Settings

You can set up an extended absence greeting for occasions when you are going to be unable to answer your phone for a long time. If you also know that you are going to be unable to pick up any messages that are left, you can even set it so that it does not allow callers to leave you messages. You can also record a separate internal extended absence greeting to be played when members of your Business Group call.

To set up an extended absence greeting, press 2 from the greetings menu.

The first time you enter the extended absence greeting menu, in addition to being asked to record the greeting, you are also asked to decide whether or not you want to receive messages when the extended absence greeting is active.

  • To prevent message delivery, press 1.
    • If you choose not to receive messages, callers will be played your extended absence greeting and then the system will say goodbye and hang up.

  • To leave the setting off, and to allow callers to leave you messages, press #.

If you have previously set up an extended absence greeting, you will be told whether it is active or not.

  • To switch your extended absence greeting on or off, press 1.

  • To review or change your extended absence greetings, press 2.
    • To re-record your extended absence greeting, press 1
    • If you are a member of a Business Group, to re-record your internal extended absence greeting, press 2.
    • To exit without making any changes, press *.
  • If the extended absence greeting is enabled, to switch whether you want to accept messages or not, press 3.

  • If you are a member of a Business Group, to review or change your internal extended absence
    greetings, press 4.
  • To re-record your internal extended absence greeting, press 1.
  • To switch your internal extended absence greetings on or off, press 2.