UMF User's Guide

How do I login to my mailbox?
Where can I find my messages?
How do I move messages to a specified folder?
Can I create my own folders?
Can I forward a message to multiple mailboxes?
Where can I store my contacts?
What is speed dial?
What is a broadcast list?
How do I program the follow me feature?
How can I change my pin number?
How do I update my payment method?
Can I be notified of a new message?
What is fax forwarding?
Can I block a phone number?
How do I update my personal information?
Can I get a copy of my statements?
How do I use the calendar feature?
Are there any standard greetings available?
What is zero out?
How do I view my call detail records?
How do I use my conference calling feature?
What if I have questions?
How do I exit my mailbox?

How do I login to my mailbox?

Accessing your messages via the Internet is simple. Go to your assigned website, enter your mailbox number (using no spaces and no dashes just the ten digits), enter your four-digit pin number and click on Submit.

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Where can I find my messages?

Voicemails and Faxmails will appear in the inbox of your account (the inbox will automatically be displayed whenever you login to your account). The From column captures the telephone number of the caller or the name of the sender if messaging from within the system. To listen to your voicemails, click on the underlined word Voicemail in the Subject column. The voicemail will need Windows Media Player to open. To view a fax, click on the underlined word Faxmail in the Subject column. Faxes will need Windows Picture and Fax Viewer to open. To rename the subject of any Voicemail or Faxmail, click the pencil icon located to the right of the Voicemail/Faxmail message. Along with the Voicemail/Faxmail you will receive the Length of the message, the Date and Time it was received, and the Purge Date, which is when the message will be permanently deleted from the system. There is also a Notes feature, located to the far right of the Inbox screen, which will allow you to include any follow-up comments.

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How do I move messages to a specified folder?

To move a message from one folder to another select the message you would like to move by clicking the little white box to the left of the message. Next, go to the Move to Folder drop down menu, located on the right hand side of the screen, click on the down arrow and select the folder where you would like to move your message, then click Go. The message will then be moved from its current folder to the chosen folder. To view a folder, click the drop down arrow next to Display Folder on the left hand side of your screen. Choose the appropriate folder and click Go.

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Can I create my own folders?

Folders are a great way to keep your inbox organized. You have the ability to create up to 99 folders. To create a new folder, choose Folders from the main features menu (the fifth option from the bottom), click add, title the folder and click submit.

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Can I forward a message to multiple mailboxes?

You can forward a message to up to five mailboxes at one time. To forward a message, click on the white box to the left of the message you would like to forward and then click Forward. A new page, labeled Forward Message Information will be displayed. Here you have the option of entering up to five mailbox numbers in the spaces provided, or selecting a Broadcast List or External Phone List from the Forward To dropdown menu at the top of the list. By clicking the search icon to the left of the number you can search by last name for others in your group.

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Where can I store my contacts?

The Phone Book is the perfect place to store your contacts. Choose Phone Book, the second option down on the main features menu, click add, fill out the contact information and click Submit. Be sure to fill out the DBA of the contact you are entering. This is a mandatory field and will not save without it. If you would like to upload multiple contacts at one time click here for an Excel phone book template. Once your contact list is complete save the document to your computer. Go back to the phone book option on the main features menu and click Upload Phone Book, Browse your computer for the file you just created and then click Submit.

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What is speed dial?

Program your most frequently dialed numbers in your Speed Dial. The Speed Dial information comes in handy when using your long distance feature. Choose Speed Dial, the third option down on the main features menu and click on Add. In the Location field, enter the location number (1-99) where you wish to place the new number. Enter the desired number in the Phone Number field using no spaces or dashes, just the ten-digits. To search your Phone Book, click on the icon search icon, enter the name, click Go, and the contact you are searching for will be displayed. To use Speed Dial via the phone, choose option 1 for long distance, press the star key (*) and the speed dial location number when prompted to enter the ten-digit phone number.

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What is a broadcast list?

The Broadcast List feature allows you to send messages to multiple people at once. With this feature you have the ability to send a message to others on the system as well as phone numbers that are not on the system. You are not charged for sending messages within the system but you are charged your normal outbound dialing rates for messages sent off the system.

Choose Broadcast Lists from the main features menu and all existing broadcast lists will be displayed. To create a new list, click Add List from the menu bar. Enter the List # and the list Description in the appropriate boxes and click Submit. Once the new list has been created your screen will return to the Broadcast Lists page. To add members to the newly created list click the underlined List #, then click Add Member. A page requesting the Broadcast Detail Information will be displayed. Enter the mailbox number or telephone number of the person you would like to add. To search for others in your organization click the icon. Enter the last name of the user you want to locate and the system will display any matching names. Click on the name you wish to add and the boxes on the previous page will automatically be filled in with the selected information. Click Submit to add the phone number to your broadcast list.

To edit an existing list click the pencil icon in the Action column of the list you wish to edit. You can edit specific list member information by selecting the list first and then the pencil icon next to the member whose information you would like to edit. If you would like to remove a member from a list click the icon in the Action column next to the member you wish to delete. You can also delete an entire list by returning to the main Broadcast Lists page then click on the icon in the Action column next to the list you wish to delete.

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How do I program the follow me feature?

This feature allows you to forward incoming calls directly to an outside telephone number(s) (up to 9 numbers simultaneously). Choose Follow Me from the features menu, click Add, enter the list number (1-99) in the List ID box, enter the description of the list in the Description box and click Submit. To work with an existing list click the underlined list number in the List ID column. To add a phone number click Add, enter the Phone Number and Description in the appropriate boxes and click Submit. To edit a number on your list, click the pencil icon in the Action column next to the number you would like to edit. This allows you to change the phone number and/or description. To delete a phone number, click the icon in the Action column next to the number you would like to delete. To activate this feature click on the icon in the Action column next to the number where you would like your calls to be forwarded, select the Follow Me Active box and click Submit. To deactivate your selection or to activate a different number click the icon next to the desired number and repeat the previous step. If activated your callers will hear a message similar to this example:

John Smith has activated the follow me feature, press 1 to be connected or hold on the line to leave a message. If the caller presses 1, they will be instructed to record their name and hold while their call is being connected, during this time your designated phone number(s) will start to ring. Once the call has been answered, you will hear the callers name and then have the option to accept the call by entering in your pin number or hanging up. If you hang up the system will alert the caller that you were unable to be located, the caller then hears your greeting and has the opportunity to leave a message.

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How can I change my pin number?

You may change your pin at any time by choosing Pin Change, the sixth option down on the features menu. Enter your new four-digit PIN, Re-type the New four-digit PIN and click Submit. You will then be logged out and asked to log back in using your new PIN number.

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How do I update my payment method?

Changing your payment method is both easy and convenient. Choose Payment Info, the seventh option down on the features menu, from the drop down menu you can choose Credit Card or Automatic Bank Draft and then change the information on file and click Submit.

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Can I be notified of a new message?

Message Notification is a great way to stay on top of your messages so your customers won't have to wait long for a return phone call. Choose Notifications, the eighth option down on the features menu, select the method of notification that suits you best or you may choose to activate more then one method.

Email Notifications: Click on E-Mail, enter the e-mail address where you wish to be notified, check the Service Active box and click Submit (To add multiple e-mail addresses enter the first address followed by a semicolon (;) then enter the second e-mail address, no spaces).

Phone Notifications: Click on Phone, enter the ten-digit Phone Number (no spaces or dashes) where you wish to be notified, check the Service Active box and click Submit.

Pager Notifications: Click on Pager; enter the ten-digit Pager Number where you wish to be notified (no spaces or dashes). Enter the digits you wish to be displayed in the Display Digits field. To determine the Pager Pause you must count the seconds from the time the greeting on your pager starts to the time it beeps, enter this number in the Pager Pause field. The last step is to check the Service Active box and click Submit. Be sure to test this, it may take a few tries to figure out the pager pause.

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What is fax forwarding?

Fax forwarding enables the faxes that are delivered to your inbox to be forwarded to a physical fax machine. Choose Fax Forwarding from the features menu, enter the fax machine number (no spaces or dashes, just the 10-digit number) where you wish the copy of the fax to be delivered, check the Service Active box and click Submit.

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Can I block a phone number?

Yes you can! Choose Blocks from the features menu and click Add. A Block Detail Information page will be displayed prompting you to enter the phone number you wish to block (no spaces or dashes, just the ten-digit number). Select from the dropdown menu the type of service for which you would like to block this number. Message Broadcast blocks the number from broadcasting messages to your mailbox. Broadcast Answer blocks the number from responding to your broadcast messages. Selecting All Messages will block this number completely, allowing no access to your mailbox. Once you have made your selection click Submit to finalize the Block.

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How do I update my personal information?

Choose Profile from the features menu to update your personal contact information. This is also where you choose your time zone.

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Can I get a copy of my statements?

Select Statements from the features menu and click on the Period date you would like to view. These statements remain available for the life of your service and come in handy especially around tax season.

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How do I use the calendar feature?

Use your Calendar to list any and all events, personal and professional. You may view your calendar by day, week, month or year.

To utilize this feature choose Calendar from the main features menu. The current month will be displayed. To view previous or future months click the appropriate arrow next to the month and year on the menu bar. To view one calendar day, click and the current day will be displayed. You can view previous and future days by clicking the appropriate arrow on the menu bar. To view one calendar week, click and the current week will be displayed. You can view previous and future weeks by clicking the appropriate arrow on the menu bar. To return to the calendar month view, click on the menu bar. To print your calendar, click on the menu bar. You can print any day, week or month. To add an event, click on the menu bar. The Add an Event page will open in a new window. Enter a short title for your event in the Title box. Enter the date the event is to commence in the Start Date box as well as the date of the events finish in the End Date box. You may also click on the calendar icon, located to the right of the boxes, to select the desired dates. Specify the event duration by clicking on the drop down arrows next to the Start Time and End Time boxes. Enter additional event details in the Description box. Once you have filled in the necessary event information click Add This Event at the bottom of the page and the event will be placed on your calendar.

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Are there any standard greetings available?

Choose Greetings from the features menu. A page will be displayed where you can manage your greetings. To hear sample greetings click the drop down arrow under the heading Company Greetings that Have Proven Results. Select the greeting you would like to hear and click Play. If you would like to use the selected greeting for your mailbox click Submit. If you select the Zero Out Greeting make sure to activate this feature by going to the main features menu. You can also upload your own greeting from your computer by clicking Upload Greeting, and then Browse your computer for the desired .Wav file. To switch back and forth between a pre-recorded greeting and your own personal greeting choose the Greeting On/Off option on the Greeting page menu bar.

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What is zero out?

Zero Out is the second call-forwarding feature available to you. When using this feature you will have to record a message on your main greeting instructing your callers to press 0 to reach you at an alternate number. Example: Thank you for calling ABC Company please leave a detailed message after the tone and we will return your call at our earliest convenience or if you would like to speak to a representative now, please press 0.

Choose Zero Out from the features menu, check the Service Active Box and enter the phone number where you would like calls forwarded.

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How do I view my call detail records?

Your Call Detail Records allow you to view all calls made to your mailbox. Choose Call Detail Records from the features menu. To view a specific date click on the binoculars, select the From and Thru date and hit Submit. A detailed list will be displayed showing the Date and time a call was received, the Duration in seconds (this includes the total time they were connected to your line. From the beginning of your greeting to the end of their message), the number where the caller called from and if you are using any outbound dialing features the called field will be filled out. The last column, CDR Type, shows what happened when the caller dialed your mailbox.

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How do I use my conference calling feature?

It’s as easy as clicking on conference calling from your features menu! Your first time logging in you will be asked to click on the link to register. This will assign you a call in number, your very own conference id number and a moderator pin. This information will then be available to you each time you choose conference calling.

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What if I have questions?

The Help Center, located at the bottom of the features menu, is available for a quick reference of how to use each feature of your service. There are Audio Tutorials at the top and a copy of the Phone and Web User's Guide at the bottom. You may also contact our customer support department at (888) 520-5950. We provide free demonstrations on how to utilize your account.