Time and/or date controlled announcements

Time and/or date controlled announcements

In addition to the standard greeting, the voicemail solution also allows so-called time and/or date-controlled greetings to be played. These are played on the days or times defined for them. For example, you can store a special announcement on a weekday (e.g. I am absent on Wednesdays) or for holiday absences or public holidays.

These greetings are managed in the system as instant greetings. In the following chapter, the individual functions of Instant Greeting are presented in detail. 

Instant Greeting

Recording of Instant Greeting

When Instant Greeting is called up for the first time, only the item Activate Instant Greeting is available for selection. How do I proceed? 

A help message is played immediately, which gives you the option to record a greeting after the signal tone.
By pressing any key or by hanging up, the recording will stop and Instant Greeting will be activated automatically. Callers are allowed to leave a message by default. If you do not want this, do not hang up, but press (4) to deactivate the recording function.

When using Instant Greeting, you can manage up to 10 personal greetings. In addition to leaving greetings, you can also decide whether messages may be left on your voicemail at all. For example, during a holiday absence it may make sense not to record messages and only leave information for the caller.

Instant Greeting tries to require as little configuration intervention as possible from you as the user and not to offer any superfluous options.

The following options are available:

More functions

The Instant Greeting announcement is automatically active after activation and recording.

Recording a new greeting

To record an additional instant greeting, call the voicemail number 39990. After successfully entering the PIN, you can access the "Instant Greeting" administration by dialling 5. To record an additional instant greeting message, press 5.

A maximum of 10 instant greeting messages can be recorded. The next free digit is always used automatically for the greeting. You can then activate it as an instant greeting and allow the recording of messages or prevent it by pressing 4.

Note: If you record the instant greeting on the voicemail web interface https://voicemail.ethz.ch or upload MP3 files, please make sure that only the names dtmf0 to dtmf9 are used.

Select an existing greeting
Use the 0-9 keys to select an announcement (dtmf0 - dtmf9). The selected greeting is then played back to you. You can then activate this greeting as an instant greeting and allow or prevent the recording of messages.

Deactivating of instant greeting

To deactivate the instant greeting announcement, first call the Vociemail system and enter the PIN. Then press 5 to call up the instant greeting menu, press 4 to deactivate the instant greeting announcement.

As soon as the Instant Greeting greeting has been deactivated, the voicemail will revert to other settings. However, the greeting remains in the system and can be listened to and replaced via the web interface https://voicemail.ethz.ch. 

Explanatory video: Holiday Absence (german version)

Explanatory video Day Absence (german version)

Managing announcements via web interface

As an alternative to editing greetings and the corresponding announcements by telephone, you can also edit the announcements or upload announcements using the voicemail web interface.

Log in via the web interface https://voicemail.ethz.ch by entering your international telephone number (e.g. +41446312345) and the 6-digit PIN. Then switch to the menu "Manage greetings".

There are two variants of how your announcement can be recorded / uploaded to voicemail:

• Recording an announcement by telephone: First enter the name of the recording, e.g. greeting for the standard announcement. For instant greetings the file names dtmf0 - dtmf9 are automatically allocated. Then you enter the telephone number on which you want to start the recording (the system will call you on this number). You will then record an announcement over the phone after the text and the following beep. To end the recording, hang up the handset or press the red button when using the softphone option.

• Upload recordings: First create an mp3 or raw file on your computer. Then log in via the web interface https://voicemail.ethz.ch and use the "Upload announcement" function. The file must not exceed the maximum size of 2 MB. The procedure for this method is described in detail in the two explanatory videos
  
  
  
  

Please note that you must pre-record your name under option 3 in the main-menu (by selecting then option 1).