SmartVoice Follow-Me Number with Voicemail Tutorial
Introduction
Getting Started
The Basics
Advanced


Getting Started
This information will assist you in beginning to use your new SmartVoice Follow-Me Number. At this point you should have received your SmartVoice Follow-Me Number and temporary PIN. This section of the tutorial covers the following:
What is a SmartVoice Follow Me Number?
A SmartVoice Follow-Me Number is your personal phone number that you can control to ensure you don’t miss important calls. Your SmartVoice Follow-Me Number is setup to ring your office and if your phone is not answered, it will take a message. You, however, can change where your SmartVoice Follow-Me Number rings and what happens if your phone is not answered. With your Follow-Me Number you can:

Changing Your PIN
When you first log into your service via the web, it is important to change your PIN from the temporary PIN you were provided. The new PIN must be between 6 and 10 digits and cannot start with 0. Also, the system will not allow a PIN that uses repeating numbers such as 222222 or an easily recognized pattern such as 123456. You may change your PIN at any time by following these instructions.

By Phone:
To change your PIN Using the Phone
  1. Dial your SmartVoice Follow-Me Number.
  2. Allow your number to forward to voicemail.
  3. Enter your PIN during the voicemail greetings.
  4. Touch 8 for User Options.
  5. Touch 7 to change your PIN.



By Web:
To change your PIN:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Personal Info tab.
  4. Select Change PIN.
  5. Enter your current (temporary) PIN.
  6. Enter your new PIN.
  7. Reenter you new PIN.
  8. Click Ok.



Recording Your Greetings
Your SmartVoice Follow-Me Number requires you to record your name and an Unavailable Greeting. Your recorded name is used within the main service greeting and your Unavailable Greeting is played to callers before they leave a message.

To record your name and Unavailable Greeting:
  1. Dial your SmartVoice Follow-Me Number.
  2. Allow your number to forward to voicemail.
  3. Enter your PIN during the voicemail greetings.
  4. Follow the instructions to record your name and Unavailable Greeting.
You may re-record your name and Unavailable Greeting at anytime by calling your SmartVoice Follow-Me Number, entering your PIN during the voicemail greetings, and then touching 8 for user options. Once in the User Options Menu, touch 2 for General Introductions, and then touch 2 to re-record your Unavailable Greeting



Introduction
Your new SmartVoice Follow-Me Number is specifically designed for mobile employees. It provides you with your primary office phone number plus a host of enhanced business phone features that allow you to easily manage your communications and ensure you never miss important calls regardless of where you are.

This tutorial will guide you through the process of setting up and customizing your new SmartVoice Follow-Me service, and explain how to use its basic and advanced features. If you have questions, you may contact customer service at customerservice@accessline.com or by calling 1-877-757-7352.

Video Tutorials associated with your SmartVoice Follow-Me Number:






The Basics
This information will assist you with learning to use the basic features of the SmartVoice Follow-Me Number.

This section of the tutorial covers the following:
Logging In
In order to customize and manage your SmartVoice Follow-Me Number, you must log into the web site at www.accessline.com/login. Once logged in, you will be able to configure your phone service, listen to voicemail and manage other aspects of your service such as changing your PIN, and viewing your billing and call history. Additionally, you may access several features of your SmartVoice Follow-Me Number such as voicemail through any touch-tone phone.

By Phone:
To log into your SmartVoice Follow-Me Number via the phone:
  1. Dial your SmartVoice Follow-Me Number.
  2. Allow your number to forward to voicemail.
  3. Enter your PIN during the voicemail greetings.
Once you have entered your PIN, you are in the command mode where you may listen to voicemail and record greetings.


By Web:
To log into your SmartVoice Follow-Me Number via the Web:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN (or temporary PIN if it is your first time logging in).
Once logged in, you may manage voicemail and determine how unanswered calls will be handled, enable Call Forwarding and Screening, view your bill and Call History, and much more.


Placing and Receiving Calls
Placing Calls
Your SmartVoice Follow-Me Number works like any standard phone service. You may dial any local or long distance number or dial the extension numbers of other people in your company. You may also dial:

Receiving Calls
Callers dial your SmartVoice Follow-Me Number and it will ring at your office. You may choose how unanswered calls are handled and enable Call Forwarding and Call Screening. For more information regarding these features, see the corresponding sections within this tutorial.

Configuring Unanswered Calls Setup

Unanswered Call Setup allows you to determine how calls to your office that go unanswered will be handled. You can choose how many times your office phone will ring and what happens if you don’t answer. You may choose to either send callers to voicemail, another phone, multiple phones at the same time, or multiple phones in a specific order. Initially, your service is configured to ring your office 3 times then send callers to voicemail.

NOTE: If your office phone is answered by an automated attendant or receptionist, the Follow-Me Number will not be able to redirect the call based on your Unanswered Call settings.

By Web:
Using the Web

To configure Unanswered Calls Setup:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Unanswered Call Setup button.
  5. Select how many times your office phone will ring.
  6. Select what happens if you don’t answer your office phone. You may choose from:
    • Send callers to voicemail
    • Send callers to a phone number of your choice
    • Send callers to up to 5 numbers at the same time so that you may take the call on any of the ringing phones
    • Send callers to up to 5 numbers in a specific order so that you may take the call on a specific ringing phone
  7. Click Save to save and activate your changes.



Managing Voicemail
Your SmartVoice Follow-Me Number comes equipped with a built-in voicemail box. You may access your voicemail messages from any touch-tone phone or the web.

Voicemail Highlights:

By Phone:
To listen to voicemail over the phone
  1. Dial your SmartVoice Follow-Me Number.
  2. Allow your number to forward to voicemail.
  3. Enter your PIN during the voicemail greetings.
  4. Touch 1 to listen to messages.
  5. Follow the instructions to listen to, save, delete and forward messages.


NOTE: You may touch 9* to call the person back who has left you a message, providing the system was able to capture his or her caller ID. You may touch ## to rebound back to your SmartVoice Follow-Me Number when finished with the call.


By Web:
To listen to voicemail via the Web:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the voicemail button on the left of the page (if the voicemail management page is not visible).
  4. Click the Play button associated with the voicemail you wish to listen to.
  5. You may also forward voicemail messages via email by clicking the Forward button and filling out the on-line form.





Advanced
The previous section of this tutorial introduced you to the SmartVoice Follow-Me Number.

This section of the tutorial covers the following:
Configuring Call Forwarding

Call Forwarding routes calls sraight to voicemail or to different phone numbers so that your callers can reach when you are away from your office. You can enable Call Forwarding and then choose to send callers straight to voicemail, another phone, multiple phones at the same time, or multiple phones in a specific order. Call Forwarding will override your Unanswered Calls Setup when it is enabled. Initially, your service is configured will Call Forwarding turned off so that your calls ring to your office.

By Web:
To Configure Call Forwarding:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Call Forwarding button.
  5. Turn Call Forwarding On.
  6. Select the type of Call Forwarding you want. You may choose from:
    • Send all callers to voicemail
    • Send callers to a phone number of your choice
    • Send callers to up to 5 numbers at the same time so that you may take the call on any of the ringing phones
    • Send callers to up to 5 numbers in a specific order so that you may take the call on a specific ringing phone
  7. Click Save to save and activate your changes.



Configuring Call Screening
Call Screening allows you to manage your incoming calls better. You can choose between two types of Call Screening, Urgency Screening and Voice Screening. Urgency Screening asks the caller if their call is urgent and then prompts the caller to either touch 0 to connect to you or to leave a message. Voice Screening prompts the caller to state their name, and then it sends the call to you so you can hear who is calling and choose to accept the call, reject it, or send it to voicemail. Call Screening may be turned on and off at any time, and will be applied to calls to your office or forwarded calls.

By Web:
To configure Call Screening
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Call Manager Tab.
  4. Click the Call Screening button.
  5. Turn Call Screening On.
  6. Select the type of Call Screening you want. You may choose from:
    • Urgency Screening (Your callers hear: Hello you have reached (your name). If it is urgent you speak with your party now, touch 0, otherwise please hold the line to leave a detailed message.)
    • Voice Screening (Your callers hear: Hello you have reached (your name). Please state you name after the tone. Your phone will ring and you will hear the callers name and my choose to take the call or not.)
  7. Click Save to save and activate your changes.

    NOTE: Call Screening will be disabled if you choose Call Forwarding to Voicemail.



Configuring Notification
Your SmartVoice Follow-Me Number has the ability to notify you of new voicemail messages, which can save you time and increase your efficiency. Notification is available via pager, email, or digital cell phone. Notification Highlights:
  1. Displays the type of message (voicemail or urgent voicemail).
  2. Displays the number of new voicemail messages in your mailbox.
  3. Displays the Caller ID of the person who left the message


By Web:
To configure Notification:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Personal Info tab.
  4. Select Notification.
  5. Enter the email address you want notifications sent to. (If you wish to receive notification to a cell phone and are unsure of the email address, use the provided list of cell phone carrier's email addresses.)
  6. Determine the format of the notification.
  7. Use the test button to send a test notification.



Configuring Group Messaging
Group Messaging allows you to forward voicemail messages from one AccessLine user to another. If there are multiple people who have AccessLine voicemail, you can create lists to send broadcast messages and forwarded messages. With Group Messaging, you can:

By Web:
To configure Group Messaging:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Personal Info tab.
  4. Select the Group Manager button.
  5. Click Create Group.
  6. Enter a unique Group Number (which is used when sending messages via the phone).
  7. Enter a unique Group Name (which is used when sending message via the Web).
  8. Enter a Description for this group (optional).
  9. Enter the AccessLine phone number or the first or last name of the first person to be added to the list .
  10. Determine if this person is an Administrator (able to modify this list) and/or a Sender (able to send messages to this group) and/or a Recipient (only able to receive messages).
  11. Click Add .
  12. Repeat steps 7, 8 and 9 until all members of the group have been added.



Viewing Billing Information and Call History
Your SmartVoice Follow-Me Number allows you to view your Call History through the Web site. You may view Call History for specific months and years. Call History details every call made to and from your Follow-Me Number.

By Web:
To view Call History:
  1. Go to www.accessline.com/login.
  2. Enter your SmartVoice Follow-Me Number and PIN.
  3. Click the Personal Info tab.
  4. Select the Call History button.
  5. Select the timeframe of the Call History you wish to view.





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