Telephones
Telephones
Embedded Files
Avaya telephones are installed in offices and spaces across campus. Employees with a dedicated workspace are assigned a dedicated extension/phone number. Telephones are also located in each residence hall near the main entrance for local calls and emergencies.
New to Smith?
New to Smith?
If you are taking over another employee’s responsibilities or workspace, contact ITS to obtain password information and to verify that your phone extension is registered under your name and email address.
To set up your personal information and greeting for your voicemail:
Dial 6960
Press #
Enter your 4-digit extension
Enter the initial password shared with you
Follow the prompts to set up your password and greeting
Quick Start Basics
Quick Start Basics
To call another phone on campus, dial the last four digits of its phone number. NOTE: To avoid unnecessary charges, please do not call the full 7- or 10-digit phone number of another campus phone.
To call an off-campus number, dial 8, followed by the full phone number.
You may have your calls forwarded to voicemail when you are busy. To turn call forwarding on, select the button on your phone next to “Do Not Disturb.” The button will turn green to indicate the feature is in use. To turn off, select the button again.
To transfer a live call directly to voicemail while the caller is on the line (useful for administrative staff):
Press Transfer.
Dial 1234.
Press Call (soft key).
Press Talk (soft key).
At the voicemail prompt, enter the mailbox number (extension) of the person who is to receive the voice message.
Press Connect to complete the transfer.
Voicemail
Voicemail
Access Messages
Access Messages
From your campus phone:
Press the message button (may be an envelope icon).
Enter your password.
From another phone:
Dial 413-585-6960.
Press #.
Enter your 4- digit extension.
Enter your password.
From Your Email
All voicemail is automatically forwarded to your Smith email account as an audio file. You will receive an email message in your Inbox with an attached mp3 file. These emails are labeled with UC. This label is configured for you and will show up automatically after your phone is set up.
Change Voicemail Password
Change Voicemail Password
Go to the Avaya Voicemail Password Reset page and follow these steps:
Enter your email address in the first field.
Select the Reset Voicemail Password radial button.
Complete the Captcha and select Send a Request.
You will receive an email from the 9998@voicemail.ad.smith.edu address.
The subject line will be: Voicemail Password Reset Confirmation.
Follow the link to complete the steps to update your password.
Commonly Used Features
Commonly Used Features
Change Your Name or Greeting
Log in to your mailbox.
From the Main Menu, press 4 for Mailbox options.
For Greeting options, press 1.
To change your name, press 6.
To change your personal greeting, press 1.
Extended Absence Greeting
If you will be out of office for an extended period, you can record a special greeting for that time period.
To record your extended absence (vacation) greeting:
Log in to your mailbox.
From the Main Menu, press 4 for Mailbox options.
For Greeting options, press 1.
To create an extended absence greeting, press 2.
To record a new greeting, press 2.
To review the existing greeting, press 1.
To activate your extended absence (vacation) greeting:
Log in to your mailbox, or if logged, press * to return to the Main Menu.
From the Main Menu, press 4 for Mailbox options.
For Location options, press 3.
For Extended Absence, press 6.
You will be prompted on whether to allow callers to leave a message:
To allow callers to leave messages, press 1.
To block callers from leaving messages, press 2.
If no selection is made, callers will be able to leave messages.
Important: When you return, you will need to change your turn off your extended absence greeting. When you do this, your standard greeting will become active again.
Log in to your mailbox.
From the Main Menu, press 4 for Mailbox options.
For Location options, press 3.
For In Office, press 1.
Once You’ve Listened to a Message
Press 8 to reply to the message
Press 9 to save the message
Press 7 to delete the message
Mobile App
Mobile App
The Avaya Workplace client app, when installed on a mobile device, connects with Smith College’s telephone system, allowing you to make and receive calls using your Smith College telephone extension. Your device, typically a smartphone, can be connected to your mobile data network or to a wireless network (Wi-Fi).
When placing calls, the outgoing caller ID will be the same as what is sent from your campus phone. Calls placed to your campus extension will ring on your smartphone as long as the Avaya Workplace app is open and running in the background on your phone.
Download and Set Up
Download and Set Up
To download the app, search for Avaya Workplace in your app store. Make sure access to your device’s microphone is enabled so that you can make and receive calls.
Next:
Accept the end user License agreement.
Select Configure my account.
Enter your Smith email first, and then your username and password.
Note: For initial account configuration, it’s necessary to disconnect from Wi-Fi and use cellular data. After this setup, you can use the application for calls when connected to Wi-Fi.
By default, the Home Screen of the Avaya Workplace app is the “Top of Mind” screen. Because this screen includes features that aren’t available to the Smith community, we recommend turning this off. You can do this by selecting the down arrow next to “Top of Mind” and switching the toggle to off. When disabled, you’ll see a home screen with a numeric keypad and buttons to access Contacts and History.
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