How to set up a voicemail system on a multi-line phone

Every office needs a multi line phone system. But it can be difficult to know how to choose the best one for your needs. The phone system you use in any business is very important. You are going to have many calls coming in from important customers and you do not want to have all those customers go straight to an answering machine if you are on the phone. You do not want them to have a hard time getting hold of you. That might hurt your business rather than help it. Your customers need to be able to get through to you and talk to you when they call. But if for some reason you are unavailable, you need to have a voicemail message that if friendly, easy to understand, and will enable you to quickly access your messages and return you missed calls. So here's how to set up a voicemail system on your multi-line phone.

First, you need to know what kind of system your company has, since each system will have a slightly different voicemail system. There are three main types of multiple line systems for small businesses. These types are PBX systems, Key systems and KSU-less systems. They each have great features for different types of businesses. Let's get to know the main types of multi-line phone systems:

PBX systems
If your company has more than 40 employees, you probably have a PBX system. These days, a powerful PBX for a small company can sit discreetly on a desk. Most come standard with all the features you might want in a multi-line phone system. In addition, they are totally programmable, so they can support the most complex implementations.

Key Systems
If your company has between 5 and 40 employees, your company probably has a key system. It is usually the choice for smaller businesses. This type of multi-line phone system uses a central control device called the key system unit (KSU) to provide features that are not available with ordinary phones. For example, a central unit typically allows users to make calls to another in-office extension, and prevents other users from accidentally picking up a line that is being used.

KSU-less systems
If your company has fewer than 10 employees, your company probably has a KSU-less system. For a much lower cost, KSU-less phones can provide many of the features of a multi-line phone system in a decentralized manner. The phones themselves contain the technology necessary to provide business telephone features, instead of connecting to a central control unit.

Now that you're familiar with the type of system you might have, it should be easier to explain how to use your voicemail.

First, you must find the number to dial for your voice mail. It should be included with any other information regarding your new phone. Once you dial the number, an automated voice should come on the line and ask you to input your temporary password. This will give you access to your mailbox. You may now change your password to something you think you will be able to remember, but is secure (it should be at least 5-10 characters long). If you forget your password, your messages will be irretrievable. Before recording your name and personal greeting, do the following: write out and practice your message. Try to convey a personable and upbeat attitude in your voice. Be sure to supply your callers with your name, department, etc. Now you can actually record your message and your personal greeting. Listen to the rest of the voice mail tutorial and then follow the prompts it gives you. Exit your voice mail and hang up your phone.

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