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Manage Voicemail Greetings Online

Extended Absence Greeting

Recommended workflow: Set up your Extended Absence Greeting (EAG) from your phone, using keystrokes 4-6-1. Then, if you need to set up a schedule, it's much easier to do that through the portal. See Extended Absence Greeting, below.

Stanford University and School of Medicine

Your voice mailbox has several types of greetings:

Name Greeting — This is the recording other Stanford voicemail users hear when sending you a message from their own mailboxes.

Personal Greeting — This is the greeting callers hear before leaving a message for you.

Extended Absence Greeting — This is the recording you can use to temporarily replace your Personal Greeting when you are away for an extended period (such as vacation). Your Personal Greeting is not erased; it's retained for you to use again when you return. You can now schedule your Extended Absence Greeting to start and stop based on the times you specify.

Busy Greeting — This is the greeting callers hear when your phone line is busy.

Find-me/Follow-me Greeting — This is the greeting callers hear when you have enabled Find-me/Follow-me.

Your callers will hear a personal greeting if you have recorded one; if you have no personal greeting recorded, they will hear a system ("canned") greeting with your name. If you have not recorded your name, a system greeting with your telephone number plays.

To manage greetings online:

  1. Log in to the web portal at http://myvoicemail.stanford.edu. (Remind me how)
    The Welcome (Voice Messaging) screen opens.
  2. Click Options.
  3. Click Greetings on the User Preferences page.

    User preferences

    A list of greeting types displays.

    Greeting types

  4. Click one of the following:
    • Canned Greetings to view or modify parameters for canned greetings. Follow the instructions under Canned greetings to complete the desired task.
    • Name and Greetings to view or modify parameters for names and greetings. Follow the instructions under Name and greetings to complete the desired task.

Canned greetings

To edit the Canned Greeting parameters:

  1. Log in to the web portal at http://myvoicemail.stanford.edu. (Remind me how)
    The Welcome (Voice Messaging) screen opens.
  2. Click Options.
  3. Click Greetings.
  4. Click Canned Greetings.
    A screen opens with these options:
    • Play Personal Greeting if available
    • Play System Greeting with name
    • Play System Greeting with number
    • Play System Greeting with neither name nor number

      Canned greetings   

  5. Click Edit in the upper left part of your screen.
  6. Select the desired option.
  7. Click Update to save your changes, or click Cancel to return to the previous page without saving your changes.

Name and greetings

Because the phone provides better sound quality, we recommend using the phone to record your greetings rather than using your computer. See Manage Your Greetings for instructions on using your phone to record greetings. If you need to use a computer to record your greetings, it must be a Windows machine using the Internet Explorer browser.
Note: For an Extended Absence Greeting, it is easiest to record it using the phone and then set its schedule through the portal.

To upload or record a name and greeting:

  1. Log in to the web portal at http://myvoicemail.stanford.edu. (Remind me how)
    The Welcome (Voice Messaging) screen opens.
  2. Click Options.
  3. Click Greetings.
  4. Click Name and Greetings.

    Greeting types

    A screen is displayed with options to Upload or Record new greetings, or Play and Edit greetings you've already uploaded, for these greetings:
    • Spoken name — Subscriber name.
    • Personal Greeting — Personal greeting selected by subscriber. Replaces system greeting.
    • Extended Absence Greeting — The greeting to play during an extended absence.
    • Busy Greeting — The greeting to play when subscribers are on a call.
    • Find me Follow me Greeting — The greeting to play when Find me/Follow me is enabled.

      Name and greetings list

  5. Click Upload to upload a greeting.
    An Upload Greeting popup window opens.

    Greetings - upload

  6. In the Upload field, enter the path to your file or click Browse to point to the file; click Upload.
  7. Click Done.
  8. Extended Absence Greeting

  9. You can create an Extended Absence Greeting (EAG) via the phone (keystrokes: 4-6-1), then set up and manage its schedule through the portal. When you have an EAG in effect, your Name and Greetings screen shows the Modify Schedule option as well as Play and Edit:

      Name and greetings - extended absence greeting

  10. Click Modify Schedule
    The EAG Activation screen opens.

    Extended absence greeting activation screen

  11. Click the radio button for Activate indefinitely, Activate for today, or Activate for interval. If you choose Activate for interval, fill in the Start and Stop Dates, Start and Stop Hours, and select AM or PM.
  12. Click Update to save your changes.
  1. From the portal, turn on Forward Messages to Email if the feature is not already enabled.
  2. Unless you have a good microphone on your computer, we recommend using a phone to record your greetings. Once logged in to your voicemail, send yourself a voicemail message of the greeting you want to be played. (See Manage Your Greetings for how to record your greetings via the phone, as well as sample scripts.)
  3. From the portal, log in to your email account. Your message should be there as a .wav file. Drag it to your desktop.
  4. Following the directions above for uploading a message, browse to your message on your desktop and upload it.

Using the method above, you can maintain a library of greetings that you can re-use.

Last modified July 5, 2012