Setting up Cloud Voice Voicemail on your Polycom desk phone:

• Go to your assigned phone.
• Press the “Messages” key (left side of phone, between the “Transfer” and “Hold” button.)
• The system will ask you to enter your passcode. Enter 1234, followed by the “#” key.
• The system will immediately ask the user to enter a new passcode, then once again for confirmation. DO NOT use passwords such as 1234, 1111, 1212, etc. Choose a non-consecutive passcode that is easy for you to remember, but difficult for hackers to guess. If hackers gain access to your system via a weak voicemail passcode, your company could be held responsible for any charges incurred.
• The system will then ask you to record your NAME. This is NOT your personal greeting – just your NAME.
• Once this is complete, you can hang up OR access your mailbox if you like, and record your “busy” and “no answer greeting” (optional). If you only record your name, callers will hear, e.g.; “Jane Smith” (in your voice) “is not currently available to take your call” (system voice).

*After 2 incorrect log in attempts, your mailbox will be automatically locked. If this happens, please reach out to CHP Support (TechSupport@highpointnc.gov) or visit CHP Support online.

Cloud Voice | Voicemail Tips

Voice Portal Main Menu

1 Access Voice Messaging

3 Record Greetings
(NOTE: this is not voicemail greetings – this is where you can re-record the name on the mailbox)

5 Record Announcements
(this is where you can record alternate greetings that you would then set to play using your web portal)

8 Change Passcode

9 Exit

# Repeat menu

Voice Messaging

1 Access Play Messages menu

2 Access Change Busy Greeting menu

3 Access Change No Answer Greeting menu

4 Access Change Extended Away Greeting menu

5 Access Compose Message menu

8 Access Message Deposit menu (where you can disable/enable messages being left in this mailbox)

* Return to previous menu

# Repeat menu

Change Busy Greeting Menu

1 Record new Busy Greeting

2 Listen to current Busy Greeting

3 Revert to system default Busy Greeting

* Return previous menu

# Repeat menu

Change No Answer Greeting Menu

1 Record new No Answer Greeting

2 Listen to current No Answer Greeting

3 Revert to system default No Answer Greeting

* Return to previous menu

# Repeat menu

Change Extended Away Greeting Menu

1 Activate Extended Away Greeting

2 Deactivate Extended Away Greeting

3 Record new Extended Away Greeting

4 Listen to current Extended Away Greeting

* Return to previous menu

# Repeat menu

NOTE: Extended Away is a special type of no-answer greeting. Therefore, activating the Extended Away greeting automatically deactivates the No Answer greeting, and deactivating the Extended Away greeting activates the No Answer greeting. This is often used during vacations or other extended absences.

*Play Messages Menu

# Save message

7 Delete message

2 Play or repeat message

4 Play previous message

5 Play message envelope

6 Play next message

9 Hear additional options (see Additional Options table that follows)

*While playing messages

1 Skip backward 3 seconds

2 Pause/resume playback

3 Skip forward 3 seconds

4 Skip to beginning of message

6 Skip to end of message

Additional Options

1 Reply to current message
(you will only hear this option on messages from users within the business)

2 Forward message (see Forward Message table that follows)

* Return to previous menu

# Repeat menu

Forward Message

3 Send message to specific group members

5 Send message to distribution list
(you can set up distribution lists using your web portal)

1 Change current introduction

2 Listen to current introduction

6 Set or clear urgent indicator

7 Set or clear ◦confidential indicator

* Return to previous menu

# Repeat menu

◦Messages marked confidential cannot be forwarded from the voice portal, however can be forwarded if the recipient is using voicemail to email.

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