Here are the steps to follow to use an Avaya office answering machine. These steps will work for all of the Avaya J100 series phones (J169 and J179 Avaya IP Phones).

Click on each function to see a list of steps you can read and a video that you can watch.

1. Record Name
2. Record Greeting
3. Change Passcode
4. Collect Voicemail
5. Copy Voicemail
6. Voicemail To Email

If you would like assistance with your Avaya office answering machine or any of your other telecom products, contact us.

Avaya Office Answering Machine: Instructions & Videos

1. Record Name

Watch the above video to see each step for recording your name.

You will use Visual Voice (the display menu for access to your mailbox used instead of following spoken prompts) to record your name.

1. Select the button with the envelope icon to the right of the navigation cluster to access Visual Voice.
2. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
3. Scroll down and select “Name”. Hit “Record” (you won’t hear an audible prompt but you will see “Recording ” on the top of the display.
4. Say your name. Select “Stop” when you are finished recording. You can then select “Listen” to hear what you have recorded.
5. If you are happy with your recording select “Submit”. If you don’t like your recording, choose “Record” again and re-record your name. Continue until you are happy with your recording. When you are happy with a recording, hit the “Submit” button. You will hear a confirmation tone indicating your name has been accepted.
6. Hit the button with the “Phone icon” to return to the home screen.

If you logged into Visual Voice and didn’t see the option to record your name, then you are using Voicemail Pro or Preferred Edition. You must call the voicemail pilot by calling *17 from any phone. You will be prompted to enter your mailbox number and your passcode. The first time you log in, the voicemail will force you to record your name.

2. Record Greeting

The above video will step you through the process of recording your primary greeting.

You will use Visual Voice to record your name.

1. Select the button with the envelope icon to the right of the navigation cluster to access Visual Voice.
2. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
3. Scroll down until “Greeting” is highlighted in your menu. Hit “Select” or “Okay”.
4. Hit “Record” (you won’t hear an audible prompt but you will see “Recording ” on the top of the display. Record your greeting.
5. Select “Stop” when you are finished recording. You can then select “Listen” to hear what you have recorded. If you are happy with your recording select “Submit”. If you don’t like your recording, choose “Record” again and re-record your greeting.
6. When you are happy with a recording, hit the “Submit” button. You will hear a confirmation tone indicating your primary greeting has been updated.
7. Hit the button with the “Phone icon” to return to the home screen.

If you would like to make alternate greetings, you must call your voicemail by dialling *17 from any phone, enter your mailbox number, and enter your passcode. Select “3” to access your greetings. Follow the prompts.

3. Change Passcode

Follow the steps on the above video to change your passcode on your Avaya office answering machine.

You will use Visual Voice to update your passcodes.

1. Select the button with the envelope icon to the right of the navigation cluster to access Visual Voice.
2. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
3. You will next be prompted to enter your new passcode. If you enter repetitive or sequential digits, there is a good chance that you won’t see an option to save.
4. Hit “Save” to update. Hit the phone button to return to the home screen.

In most cases, your voicemail will have been set up so that you will need to enter more random digits in order to create a new passcode. In most cases, your passcode will likely need to be a minimum of 4 digits that are not repetitive or sequential as a security feature that is for your benefit.

4. Collect Voicemail

Avaya office answering machine: Learn how to collect your voicemail.

You will know if you have a new voicemail when you see a solid red light lit up on the top righthand edge of your phone.

1. You can access your new voicemail through Visual Voice, by pressing the envelope icon button to the right of the navigation cluster.
2. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
3. Your first highlighted menu item is “Listen”. There is no need to scroll to it. To the right of this menu item, you will see a display of three numbers that indicate how many new, old and saved messages you have. For example, if you see “1/2/0” then this indicates that you have 1 new message/ 2 old messages/ and zero saved messages.
4. Hit “Select” or “Okay” to open up the three folders. You can scroll down or up to select the folder of your choice. Highlight the folder that you want to check and hit “Select” or “Okay” to open up the folder.
5. If available, you will see the caller ID information on the left-hand side. You will always see the time and date of the message on the right-hand side.
6. Hit “Play” to listen to your message. You can also rewind by hitting the left navigational button and fast forward by hitting the right navigational button. You can also pause by hitting the “Pause” button. If you select “More” you will be given more menu options on the display screen including:

• Delete
• Save
• Copy

Select “More” a second time to return to the original “Play” menu. Select the phone button to return to the home screen.

5. Copy Voicemail

Learn how to copy your voicemail in the above video.

You can access and copy your voicemail through Visual Voice.

1. Press the envelope icon button to the right of the navigation cluster.
2. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
3. Your first highlighted menu item is “Listen”. There is no need to scroll to it. To the right of this menu item, you will see a display of three numbers that indicate how many new, old and saved messages you have. For example, if you see “1/2/0” then this indicates that you have 1 new message/ 2 old messages/ and zero saved messages.
4. Hit “Select” or “Okay” to open up the three folders. You can scroll down or up to select the “Old” folder. Hit “Select” or “Okay”.
   Scroll down or up to select the message you wish to copy.
5. Select “More” and then select “Copy”. If you wish, you can select “Record” which will let you record an audible “sticky” message that will precede the recording of your voicemail that you are about to copy. if you don’t want to add a “sticky” message, you can select “Send to” and enter your party’s extension that you want to send it to.
6. Select “Add” and select “Send”. A copy of that message has now been sent to that user. you will retain a copy of that message in your folder marked “Old” in your mailbox.

Select the phone button to return to the home screen.

6. Voicemail To Email

Avaya office answering machine: How to send voicemail to email.

In order to use the voicemail-to-email feature, it must be enabled for your voicemail box. You can check this by logging into voicemail by pressing the button with the envelope on it.

1. You will be prompted to enter a passcode. Enter your code on the dial pad and then select “Done” or Okay”.
2. Scroll down through the menu items and if you see an option for “Email”, then you have the ability to send a voicemail to email.
3. The default setting is “Off”. You can select “Change” to toggle through the different settings. If it is set to “Off”, then your voicemail will arrive on your phone, will stay on your phone and can be retrieved through your phone.
4. If you select “Change” once, the menu option will switch from “Off” to “Copy”. With this option, your voicemail will stay on your phone and you will receive a copy of it in your email. It will be an audible wave file containing the voicemail message.
5. If you select “Change” a second time, the menu option will switch to “Forward”. If this option is selected, then your voicemail will no longer reside on your phone, it will only be sent to your email. It will be an audible wave file containing the voicemail message.
6. If you select “Change” a third time, the menu option will switch to “Alert”. If this option is selected, then your voicemail will reside on your phone, you will receive an email notifying you that you have a new voicemail and you must call in to retrieve your voicemail through the phone system.
7. Select “Change” again and it returns to the default setting of “Off”.

When you change your settings, you need to select “Save” to update and you will return to the home screen on your phone.