Connected Office Voice Recording an Auto Attendant Greeting User Guide 05/17/16
RECORDING AN AUTO ATTENDANT GREETING Auto Attendant Overview The Auto Attendant is an automated receptionist who greets and routes calls on the main reception line, as well as, the phone extension of various departments in a company. It may be used in the place of a receptionist greeting or, in use for overflow calls. Special greeting prompts are customized and recorded for the company and individual departments. Your company may have one or many Auto Attendants. It may be set up with a Dial by Name or, Dial by extension directories. Your Auto Attendant is assigned a specific telephone number and extension. Each Auto Attendant includes business hours and after hours greetings for recording. The Menu items are customized and may be viewed and changed via our web interface. Various options may be programmed for the following: time of day day of week and, Holiday Schedules To Record or Change an Auto Attendant Greeting The Auto Attendant may be accessed from any IP phone in you network or, from any outside phone. You will need your Voice Portal Number or extension to access the Auto Attendant. From any IP phone in Company Network 1. Dial the extension of the Voice Portal Number 2. Press the * Key 3. When Prompted for the Mailbox ID, enter the extension of your Voice Portal Number 4. Enter your passcode followed by the # Key 5. Press 1to Change an Auto Attendant Greeting. 6. If you have more than one Auto Attendant, enter the extension of the Auto Attendant you are changing 7. Press 1to change the Business Hours Greeting 8. Press 2 to change the After Hours Greeting Business Hour Menu Press 1 to Change Business Hour Greeting Page 1
Press 1 to Record Business Hour Greeting Press 2 to Listen to current Busi ness Hour Greeting After Hour Menu Press 2 to Change After hours greeting Press 1 to Record After Hours Greeting Press 2 to Listen After Hours Greeting From Outside Your Network When accessing your auto Attendant from an outside phone you will need your Voice Portal Number. 1. Dial the Voice Portal Number 2. When prompted for the Mailbox ID, enter the extension of your Voice Portal followed by the # Key. 3. Enter your passcode followed by the # Key. 4. Press 1 to change an Auto Attendant Greeting 5. If you have more than 1 Auto Attendant, enter the extension of the Auto Attendant you are changing. 6. Press 1 to change the Busi ness Greeting. 7. Press 2 to change the After Hours Greeting Note: If there are multiply Auto Attendants to manage and record, you will be assigned an extension or ID for each auto attendant Sample Auto Attendant Greeting Business hours "Welcome to ABC Company, we are pleased you called. Our business hours are Monday- Friday 8am to 5pm. Press 1for sales, Press 2 for service, Press 3 technical assistance or, press 4 for our company dial by name directory, Press 5 to leave a general message, please Press 0 for operator assistance." Page 2
After hours "Hello, you have reached our office after normal business hours. If your know your parties extension Press 1, Press 2 for a dial by name directory, Press 3 to leave a general Voicemail message." Please fill out and retain for your records. Zero (0) out options are available and the Star (*) and Pound (#) key may be used as a menu selections in addition to numeral assignments. A total of nine menu selections are available for programming. Business Hours Menu After Hours Menu (optional) //CBTS.net/SmallBusinessSupport Account Information: Group Administrator Username: Password: Disaster Recovery Information: Enterprise ID: Group ID: Main Business Telephone: Page 3
Disaster Main Line Redirect Number: Primary Contact Name: Pri mary Contact Telephone: Primary Contact Email: Secondary Contact Name: Secondary Contact Telephone: Secondary Contact Email: Page 4