Aastra Telecom 4.2 manual Useful Hints

Useful Hints

Add introductory comments when forwarding a message to another voice mail user, such as “I’m forwarding a message from so-and-so....”

This ”frames” the forwarded message, providing a context for the recipient. Without an introduction the reciever may misinterpret the message. Also, if no introduction is included, the retriever may try to respond to the original sender, only to inadvertently respond to you instead.

When replying to a message, briefly indicate which message you are responding to.

Do not assume that the recipient knows which message you are referring to. You can introduce your response with an opener, such as “Hi Jim. Responding to your message regarding the Blake account....”

Recording Personal Greetings

Be sure to record your name and personal greetings. Callers will know that they have reached the correct mailbox when they hear your voice. You may want to start with one of the sample greetings shown below. The busy greeting is typically recorded once and never changed. Only use the out-of-office greeting if you are gone; that greeting remains in effect until you disable it.

Sample standard greeting: “You have reached <your name>. I’m sorry to have missed your call. Please leave a detailed message and I’ll return your call.”

Sample busy greeting: “You have reached <your name>. I’m on the phone right now. Please leave a detailed message and I’ll return your call.”

Sample out-of-office greeting: “You have reached <your name>. I’m currently traveling on business and will be returning on <day and date>. I will be checking my messages daily. Please leave a detailed message and I’ll return your call.”

34 User Guide MX-ONE Messaging Voice Mail 4.2 Telephone User Interfacee