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10.3. Setup Voicemail

As you know, our university prides itself on providing a professional and welcoming environment for all students, employees and outside constituents. One important way we can ensure this is by creating a polished and professional communication for voicemail.

Many of you are still using the default messages on your university devices; however, this is not the best representation of self or our institution. For example, the voicemail greeting is often the first impression a caller has of you and the university. It is important to take a few minutes to record a personal greeting that reflects the university's professional standards and the personal touch you bring to your vocation. 

Guidelines for friendly greetings and sample messages for when you are away from the office are found below.

 

VOICEMAIL GREETINGS

The steps to accessing your voicemail greeting are listed below. Make sure it includes your name, department, and a friendly greeting. You can also include instructions on how to leave a message, when you will return calls, and who to contact if you are out of the office. The message should be brief, clear, and easy to understand. 

 

EXAMPLE GREETING STAFF: Hello, you have reached [INSERT Prefix of Rev./Dr. First Name Last Name here], [INSERT Title Here] at Concordia University. My office hours are [INSERT work hours and days here – i.e., 8 to 4:30 Monday thru Friday]. I am sorry I missed your call, but please feel free to leave a message and I will return your call as soon as I am able. If you need immediate assistance, please feel free to call [INSERT name and phone number and/or email here]. [INSERT email address alternates here]. God’s blessings on your day.

 

EXAMPLE GREETING FACULTY: Hello, you have reached [INSERT Prefix of Rev./Dr.  First Name Last Name here], [INSERT Instructor/Assistant Professor/Associate Professor/Professor Title Here] at Concordia University.  My office hours for students are [INSERT office hours here].  If you would like to leave a message, I will return your call as soon as I am able. If you need immediate assistance, please call [INSERT name and phone number and/or email here]. [INSERT email address alternates here]. God’s blessings on your day.

By updating your voicemail message, you are helping to create a more professional and welcoming environment for everyone who contacts you. If you need assistance with updating your message, please contact the IT Helpdesk at 262-243-4357 or 734-995-7424, and we will be happy to assist you. 

• Log into your account at CUWAA.ZOOM.US

• From the left navigation menu select Phone.
• Click the Settings 
• Scroll down to the Call Handling section, click Editin the Greeting & Leave voicemail instruction area for Business, Closed, or Holiday Hours.
• Click Add Audio. You have three choices:
  • Text to Speech — This allows you to convert text to speech if you want a quick and easy method to generate audio.
  • Record by Computer— Allows you to record custom audio directly in the Zoom web portal. You must have a functioning microphone to record.
  • Upload— Allows you to use an already recorded audio file. (.mp3 or .wav formats only, <10MB file size)

 

• For Text to Speech
  • Enter the desired file name in Audio Name.
  • Select the language and Voice style.
  • Enter in your voicemail message. (IE Thank you for calling (Your Name) at Concordia University. I am currently not available to take your call.  Please leave a message and I will return your call at my earliest convenience.)
  • Click Play to hear your message and adjust choices as needed.
  • When satisfied, click Save
• For Record by Computer
  • Enter an Asset Name.
  • Select a Category and Language for your audio message.
  • Click Record to record your message.
  • Click the stop button to stop recording.
  • Click the blue Play button to hear your recording.
  • If needed, click Rerecord Again to redo your message.
  • If satisfied with the recording, click Add.
• For Upload
  • Enter an Asset Name.
  • Select a Category and Language for your audio message.
  • Click Upload and select the audio file you'd like to use.
  • Once the upload is complete, the Asset Library will display.