Xpressions Unified Voicemail System

Off-Campus Xpressions Access:
713-223-7999

On-Campus Xpressions Access:
x7999

If you have any questions or need additional information, you may contact the Help Desk at 713-221-8031 or x3000.

What is Xpressions?

Xpressions provides real-time communication choices.

• Access your voicemail messages using a computer
• Pre-record several greetings
• Forward phone calls to another number when you are out of the office
• Receive notifications on another phone, i.e. cell.
• Login without entering a mailbox number and password
• Program shortcut keys
• Set continuous playback of voicemails
• Access voice and email messages via speech, laptop PC, or a touch-tone telephone

Become a power user.

Xpressions Basics

The following are instructions for the basic operations in Xpressions Unified Messaging System. For more detailed knowledge of the system, please contact the Training Group at ttlctraining@uhd.edu.

Listening to your voicemail

Via Telephone:

1. Press the PHML button on your telephone.
2. Enter your extension
3. Press the # key.
4. Enter your telephone password, and press the # key.
   
   You will be logged into the home state of Xpressions. The options for Xpressions will then be displayed on the screen of your telephone.
   
   
5. To listen to new messages, press Option 3.
   
   You will be prompted to the Xpressions folder urgent messages queue. If your new message is a regular message, press the # key to go to your regular mail folder.
   
   
6. Press 4 to save, and 6 to delete.
   
   

Via Email (Outlook/Exchange):

• Xpressions will send voice messages to your Outlook account as email messages with sound file attachments in .WAV format.
• They will appear in a folder labeled Xpressions, which can be found below your Inbox folder.
• To play a message, double-click the attachment and the message will play in your default audio player (i.e. Windows Media Player, Real Player).

Deleting Messages

Via Telephone:

1.  After listening to a message, press option 6 to delete it.

Via Email (Outlook/Exchange):

Delete voicemail just like you delete a regular email message. When it is deleted in Outlook, it will automatically be deleted in Xpressions, too.

Please note that your voicemail messages will count against your email quota. Information Technology will increase your email quota to accommodate for voicemail messages when the migration takes place.

We recommend deleting voicemail messages which are no longer needed or moving them into a personal mail folder. For assistance with Personal Mail Folders, contact the Help Desk at x3000 or 713-221-8031.

If you have any questions or need additional information, feel free to contact the Help Desk at 713-221-8031 or x3000.

Greetings - Detailed Instructions

A greeting plays when you are not available to answer your telephone. Xpressions enables users to record five types of personal greetings and assign each greeting up to nine different recordings.

If you do not record a greeting, callers will hear the system default greeting.

Xpressions enables users to record five types of personal greetings and assign each greeting up to nine different recordings.

The five personal greetings are:

1. Alternate Greeting
When you have activated this greeting, it will play instead of the other greetings (except the after-hours greeting), whether those greetings are on or off.

2. Busy-Line Greeting
All callers will hear this greeting when you are on the telephone and, therefore, unable to answer the call.

3. Internal Greeting
On-campus callers will hear this greeting.

4. External Greeting
Off-campus callers will hear this greeting.

5. After-Hours Greeting
All callers will hear this greeting during non-business hours. (This greeting is not currently available at UHD.)

To Create or Change a Greeting:

1. Login to your voicemail.

2. Press 8 to change answering options.

3. Press 1 to change your greeting.

4. The voicemail system will list which greeting types you can create/change.

(1) Alternate Greeting
(2) Busy-Line Greeting
(3) Internal Greeting
(4) External Greeting
(5) After-Hours Greeting

5. Select the type of greeting (i.e. Alternate, Internal, External) you wish to create/change.

Note: Greeting types must be on or off in order to heard by callers. The voicemail system will indicate whether the greeting type you wish to create is on or off.

6. To change the greeting press #1

7. The voicemail system will prompt you to assign a number (1-9) to the recording about to be created, i.e. selecting 2 will designate this recording #2.

Example: External Greeting Type
Recording #1- “I am unavailable at this time please leave a message.”
Recording #2- “Today is a holiday and our office is closed.”

Scenario: I have one External greeting type that off-campus callers will hear when they call my extension. If recording #1 is turned on, they will hear the recording associated with recording #1, if recording #2 is on callers will hear that recording.

8. Once you have assigned a number to the recording that you are about to create/change, press 1 to begin recording.

9. Say your greeting into the telephone receiver and then press the asterisk (*) button. The voicemail system will play the recording back to you.

10. Press the pound (#) button to keep the recording.

If you have any questions or need additional information, please contact the Help Desk at 713-221-8031 or x3000.

Videos

If you do not have the correct video player on your computer, please find the link to download each type below. All video player downloads are free.

Xpressions demo: Record Your Name

Xpressions demo: Record a Greeting

Xpressions demo: Using Outlook

Xpressions demo: Logging into Xpressions Using a Phone

Xpressions demo: Options While Listening to a Message

Xpressions demo: Deleting a Message

Xpressions demo: Listening Practice

Xpressions demo: Recording a Message

Xpressions demo: Recording an Alternate Greeting

Frequently Asked Questions about Xpressions

What is the difference between a unified messaging user and a voicemail-only user?
How do I access my voicemail using my office telephone?
How do I access my voicemail using an off-campus telephone?
How do I create a password?
How do I record my name?
How do I record a greeting?
What are the types of greetings I can record?
How do I listen to my voice messages using a telephone?
What can I do during message playback?
How do I listen to my voice messages using Outlook?
How do I disable playback of message types over the phone?
How do I customize my telephone user menu?

What is the difference between a unified messaging user and a voicemail-only user?

Availability of features is dependent on whether you are a voicemail-only or unified messaging user. Unified messaging users have an individual voicemail box and are able to listen to voice and e-mail messages using a telephone or Outlook and a computer. Voicemail-only users share an extension and are able to access their voicemail using a telephone.

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How do I access my voicemail using my office telephone?

1. Lift the telephone receiver and press the PHML button. Each on-campus telephone has a PHML (phonemail) button.
2. Press the pound (#) button.
3. Dial your password.
4. Press the pound (#) button.

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How do I access my voicemail using an off-campus telephone?

1. Dial (713) 223-7999.
2. Dial your 4-digit office extension.
3. Press the pound (#) button.

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How do I create a password?

1. Login to your voicemail.
2. Press 9 to change your mailbox options.
3. Dial a new password.
4. Press the pound (#) button.

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How do I record my name?

1. Login to your voicemail.
2. Press 8 to change answering options.
3. Press 4 to record name and say your name.
4. Press the asterisk (*) button.
5. Press the pound (#) button.

Demo Video: Recording Your Name

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How do I record a greeting?

1. Login to your voicemail.
2. Press 8 to change answering options.
3. Press 1 to change your greeting.
4. The voicemail system will list which greeting types you can create/change.
5. Select the type of greeting you wish to create/change.
6. The voicemail system will indicate whether the greeting is active or inactive and direct you to change it by pressing 1.
7. The voicemail system will prompt you to assign a number to the recording about to be created, i.e. selecting 2 will designate this recording #2.
8. To record, press 1.
9. Say your greeting into the telephone receiver and then press the asterisk (*) button.
10. Press the pound (#) button.

Demo Video: Recording a Greeting

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What are the types of greetings I can record?

Internal Greeting

External Greeting

Alternate Greeting

Busy-Line Greeting

After-Hours Greeting

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How do I listen to my voice messages using a telephone?

1. Login to your voicemail.
2. From the main menu, press 3 to enter the Listen menu.
3. Press 3 again to listen to a new message.
4. Once you have listened to your message, you will be given options to perform the following actions:

• Replay (7)
• Save (4)
• Delete (6)
• Reply (#)
• Skip (2)

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What can I do during message playback?

You have a series of options to choose from during message playback. While the message is playing, press the asterisk (*) button to pause the playback. Xpressions will then give you the following options on how to proceed:

• Continue (3)
• Save (4)
• Delete (6)
• Replay (7)
• Next Message (2)
• Response (#)
• Further options (9):

- Move to End (3)
- Move Forward 8 sec (8)
- Previous Queue (2)
- Next Queue (1)
- Cancel (#)

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How do I listen to my voice messages using Outlook?

1. Open Outlook.
2. If you have received a new voicemail, the Xpressions folder will be bolded.
3. Click on the Xpressions folder to open it.
4. Your voicemail messages will appear as attachments to emails in the Xpressions folder.
5. Double-click a voicemail message to open the email. The email will contain a .WAV audio file as an attachment.
6. Double-click the attachment, upon opening it will play on the computer’s speakers. If you are in a public place, you might consider using headphones to listen to your voicemail.

Demo: Listening to Voicemail using Outlook

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How do I disable playback of message types over the phone?

1. Login to your voicemail.
2. Press 9 to change mailbox options.
3. Press 8 to change message types.
4. The voicemail system will announce your current settings.
5. Press 1 to specify which message types to disable telephone access to.
6. Press the appropriate number to disable playback of the undesired message type(s).

• Disable voicemail (1)
• Disable faxes (2)
• Disable e-mails (3)
7. The voicemail system will announce the new settings to you.
8. Press the pound (#) button to confirm the changes.

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How do I customize my telephone user menu?

When accessing voicemail using a telephone, there are two different levels of menu detail available, standard and abbreviated.

The default menu level uses standard prompts, which give detailed explanations of available options.

The abbreviated menu gives condensed versions of the explanations of available options.

To customize the menu type:

1. Login to your voicemail.
2. Press 9 for Mailbox Options.
3. Press 2 for Prompt Level.
4. Select the option according to which prompt-level you wish to use.

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