Voicemail Reference Guide

Your voicemail box number is the last five digits of the desk phone extension (6-XXXX). Initially, your password is the same number as your phone line’s extension, 6-XXXX.

If you call someone, get their voicemail, and want to bypass their greeting, enter #.

Access my voicemail box

From my desk phone

Press the “message waiting” button to access the voicemail system or dial 6-6245.
Enter your mailbox password.

From an off-campus phone

Dial 805-756-6245.
Wait for the greeting.
Enter #.
Enter your desk phone extension (6-XXXX).
Enter your mailbox password.

From an on-campus phone, not my desk phone

Dial 6-6245.
When the system prompts you to enter your password, enter *, then #.
Enter your desk phone extension (6-XXXX) and your mailbox password.

By calling my desk phone

Call your desk phone number.
When you hear your recorded message, enter *, then #.
Enter your mailbox password.

For a department mailbox

Dial 6-6245.
When the system prompts you to enter your password, enter *, then #.
Enter your department extension (6-XXXX) and your mailbox password.

Reset my voicemail password

If you know your password

Access your voicemail box.
From the main menu, enter 3.
Enter 1 for Personal options.
Enter 4 to change your password.

If you forgot your password

Call the ITS Service Desk at 805-756-7000.

Set up my voicemail mailbox

Record my mailbox name

Access your voicemail box.
From the main menu, enter 3.
Enter 1 for Personal options.
Enter 5 to change your mailbox name.

Record my personal greeting

Access your voicemail box.
From the main menu, enter 3.
Enter 1 for Personal options.
Enter 3 to record your personal greeting.
Enter 2 to designate it as your standard greeting.

Record my secondary (out of office) greeting

Access your voicemail box.
From the main menu, enter 3.
Enter 1 for Personal options.
Enter 3 to record your personal greeting.
Enter 3 to designate it as your out of office greeting.

Listen to messages and manage voicemail

1) Main menu

If you want to listen to...	Enter
New messages	1
Saved messages	5
Deleted messages	7

2) Listen to new messages menu

If you want to listen to...	Enter
Voice messages	1
Email messages	3
Messages from outside callers	4
Messages from a specific mailbox	5
All messages	9

3) Listening options

If you want to...	Enter
Pause	1
Increase playback speed*	1 4
Decrease playback speed*	1 7
Forward	2
Backup five seconds	3
Delete	4
Save	5
Review	6
Skip to the next message	7
Reply	8
Skip ahead five seconds	9
Listen to the message envelope	0 0

Transfer a call directly to voicemail

While on the call push the Inquiry button.
Dial 6-6245 and after you hear the recording enter *.
Enter * again, then the destination voicemail box extension (6-XXXX).
Press the Transfer button. This sends the caller to the voicemail box without ringing the phone. There is no prompt to enter an extension.

Record and send a message

Access your voicemail box.
From the main menu, enter 2.
Record your message.
Enter # to send your message.
Enter the mailbox #you would like to send to, then enter #.

While recording, if you want to...	Enter
Stop recording	2
Backup five seconds	3
Discard and start over	4
Skip ahead five seconds	9

After recording, if you want to...	Enter
Send the message	#
Continue recording	2
Discard and start over	4
Review	6
Request future delivery	0 1
Mark the message urgent	0 2
Restrict forwarding of the message	0 3
Request a return receipt	0 5
Leave a number where you can be reached	0 8

Email notifications

Voicemail service sends an email notification from voicemail@calpoly.edu each time a message is received in your voice mailbox and contains the voicemail message as an attached audio file.

Request the email notification feature to be turned on via your Telephone Coordinator.
Email notifications are set up to go to only one (1) calpoly.edu address.
Deleting messages in your email will not remove them from your voicemail box.
You may need to add the voicemail@calpoly.edu email address as a Safe Sender in your Outlook email settings.
We offer optional premium voicemail that includes transcription services and Office 365 integration. The transcription is included in the message email along with the audio file. Contact your Telephone Coordinator to make this request. Premium voicemail fees can be found on the Desk Phone Service Fees page.

Storage limits

Messages are stored on the voicemail system for 30 days.
You can have a total of 30 messages stored in your voicemail box.
The maximum message length is 3 minutes.

Downloadable and printable resources

Voicemail Reference Guide

1) Main menu

2) Listen to new messages menu

3) Listening options

Related Articles