Voicemail set-up

General Information

The answering machine (hereinafter referred to as voicemail) can be used as a classic answering machine with recording function, for announcements only without recording or as an out-of-office  announcement.

It is also possible to listen to the messages from your smartphone or any other telephone. The following functions are included in the voicemail service:

• Answering machine (with up to 10 greeting announcements).
• Delivery of voice messages as MP3 files directly to your mailbox
• Notification of missed calls directly to your mailbox

Order Voicemail Box

What is the difference between a personal and impersonal voicemail?

A personal voicemail is a box for the personal telephone number of employees.

An impersonal voicemail is a box on an impersonal telephone number of an organisation, group, section, company, etc.

Order personal voicemail box

To activate the voicemail service, go to the Phone Control Center (voicemail section) to initiate the order. To do this, click on the item "Apply". 

Place order

The order can only be carried out if you agree to the terms and conditions.
To do so, tick the appropriate box and complete the action by clicking on the Order button.  

Please note that the language setting in the Phone Control Centre also applies to the voicemail. However, the  voicemail box is only available in German or English. If you have selected French or Italian as the language, the voicemail will be configured in the English language. 

After you have successfully placed your order, you will receive a welcome email describing the further steps for setting up your voicemail. 

Order process for an impersonal voicemail box

For numbers used for impersonal phone numbers with specific functions such as group-connections, the voicemail functionality is not enabled.

If you have any questions or would like an impersonal voicemail, please contact us by e-mail at ucc@id.ethz.ch.

Template (directly in MS Exchange)
Click the link below and then click the Download button. Then open the file from the download list and fill out the form.    

Mail template for ordering impersonal voicemail

Template (in txt-format)
If you are unable to download or use the template, we provide an txt-file here.
Download this txt file, open it, fill it out and send the complete information per mail to voicemail@id.ethz.ch.

Intial set-up

There are two ways to configure your voicemail:

• on the softphone / personal hardphone - dial the call number 39990 (recommended option)
• on your smartphone - dial the number +41 44 63 39990 

During the initial setup, the announcement will be delayed due to the initial configuration. Wait until the respective announcements of the instructions listed here are made.

Keypad

To navigate through the menu by dialing numbers, the keypad must be activated on the UC Softphone.

When calling the voicemail 39990, the keypad can be selected in the menu bar of the UC Softphone.

Main menu

Calling your own voicemail 

This section describes the steps to set up the voicemail box.

After the welcome text you will be asked to enter the PIN code followed by *.

Following options are available. 

Set up - Configuration menu

 The configuration menu allows you to use the following options to set up voicemail. 

Setup - the individual functions in detail 

Record name

As an alternative to your own greeting, you can also just record your name. A standard greeting stored in the system is then played before and after your recorded name.

Select 2 - the system then indicates you to leave your name after the signal tone. You can return to the configuration menu with any key before the beep. Also complete the recording by pressing a key. 

If you only want to record the name and do not want to record a personal greeting, you do not have to perform any further actions (except for changing the PIN). Callers will then hear the recorded name and a standard greeting stored in the system.

Record greeting

To record your own greeting, you can call the voicemail number 39990 from your own telephone. With the keys 3 (configure mailbox) and 2 (record greeting) a personal greeting can be recorded. The recording can be ended with the # key.

Change PIN

The PIN provides you with access to your voicemail box and at the same time it is the password on the voicemail web interface (https://voicemail.ethz.ch). You can change your PIN at any time by pressing the # key. 

After you have entered your PIN, finish the entry by pressing # again. If you want to cancel the entry, press * or hang up.
After you have made the change, you will receive an e-mail as a security measure. This way you will always be informed that a change has been made.
Contact the Service Desk if the change was not made by you.  

Alternatively, the PIN can also be changed via the Phone Control Center (https://go2phone.ethz.ch).

Delete a greeting

This option is only available if you have saved your own greeting in the voicemail system. The played menu is dynamically composed on the basis of the existing greetings. Only existing greetings options will be prompted for selection. 

By selecting the corresponding option (1 for delete name, 2 for delete greeting, for 5 delete instant greeting, the respective greeting is deleted immediately).

Switch on / Activation

To activate the voicemail service, you must set up call forwarding to the number 39990.

To deactivate voicemail, call forwarding must be switched off. 

Instant Greeting

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, when you are on holiday, it may make sense not to record messages and only leave a greeting for the caller.

Further information on managing time and/or date-controlled announcements. 

Creating an MP3 file in Windows 10

If you use Windows 10 as your operating system, you can create a voice file via the Windows voice recorder. Ideally, you should use a headset for the recording, which you probably already use for teams or Zoom. You can start the voice recorder by clicking on the Windows symbol at the bottom left and then entering Voice recorder. 

The Voice Recorder is an app designed for recording speech. Click on the large Record button (1) and add markers (3) when recording or playing back (2). Then you can trim (5), rename (7) or share your recordings saved in Documents > Sound Recordings (4). Select the recycle bin symbol (6) to delete the recording, or select the three dots (8) to display further options or to access the storage location.

The file now created is unfortunately not in .mp3 format, but in .m4a format.

Users who have a computer supported by the ZO can convert the recordings using the tool VLC-Media Player. The tool (if it is not available on your computer) can be ordered from Baramundi.

Convert the recorded .m4a file into an .mp3 file:
Please start the VLC Media Player. 
Click on Media in the menu and then on Convert/Save.

The Open Media window opens.
Click on "Add" under File and select the file to be converted.
Then select Convert at the bottom right.

Select the profile "Audio - MP3" and define an output file and start the conversion with "Start".

 After the .mp3 file has been generated, you can log on via the website
https://voicemail.ethz.ch and go to the item "Manage announcements".

… und dann auf den Button «Ansage hochladen».

Creating an MP3 file in Windows 11

If you are already using Windows 11, creating a voice file in MP3 format has become even easier. 
The tool in Windows 11 is called Audiorekorder. You can start the tool by going to the magnifying glass and entering Audiorekorder as the search term.

Here, too, it is important that an input device/headset is present and has been connected to the computer. At the bottom left of the audio recorder you can select the input device. Here you should select your headset.

If you now click on the three dots at the top right, you can select the settings and set the recording format there to MP3. The standard audio quality is set to "Automatic" and is absolutely sufficient.  

The file recorded in this way is now displayed in the top left-hand corner and usually has the name Recording.

Now you have the option of renaming the language file either via the context menu (right mouse button) or directly.

F2 key - Rename the file
O key - Open storage location
DELETE key - Delete the announcement
The default storage location of the file is, by the way, in the folder LW:\username\Documents\Audio Recordings 

(Depending on your settings, the path may also differ from the default).
After the .mp3 file has been created, you can log in via the website
https://voicemail.ethz.ch and go to the item "Manage announcements".

... and then click on the button "Upload announcement".