Unified Communications (Voicemail): Set an Extended Away Greeting for Long Absences

Sometimes you are going to be out of the office for an extended period of time, such a vacation or leave of absence. Instead of replacing your other recorded greetings with different information you're able to create an Extended Away Greeting that people calling you will hear instead.

The instructions below also include information on how to deactivate your Extended Away Greeting when you return to the office.

Ensure Your Settings Are Correct

The default setting for Extended Away Greetings disables the ability for people to leave messages on your phone. This may be what you want and if that is the case you will probably want to ensure that when recording your greeting you leave alternate contact information. There are two options for this. 

  • If you have setup an alternate number for callers to go to if pressing '0' while listening to your message you can indicate that the caller should Press 0 to get transferred.
  • If you have not set this up you should either leave an alternate way of contact for the callers or at least indicate that no messages can be left at this time.

If you would still like to receive messages in your absence you will need to change the default setting for Extended Away Greetings within the Web Portal.

Change Settings to Enable Messages while Using Your Extended Away Greeting

  1. Log into the Web Portal.
    • If you are off-campus, you must connect to Split Tunnel VPN to access the Clearspan Portal.
  2. Click on Messaging in the Options menu on the left.
  3. Once on the Messaging screen select the option for Greetings.
  4. The third box on the screen should be No Answer Greeting and the first option is for Extended Away. To ensure that you can receive messages in your absence uncheck the Disable Message Deposit box.
    The Disable Message Deposit checkbox under Extended Away
  5. Once the Disable Message Deposit box is unchecked click on Apply at the top of the screen to finalize the changes.

Record and Set your Extended Away Greeting from your Telephone

You will need to activate this greeting before your extended absence and deactivate it when you return.

  1. From your desk phone dial 60001 or if you are dialing from outside of the University dial 612-626-0001
  2. When prompted enter your mailbox number and/or password
  3. Press 1 to Access Voice Messaging
  4. Press 4 to get into your Extended Away Greetings menu
  5. Press 3 to record a new greeting
    • Wait for the tone, record, and press # to finalize
  6. To activate your new Extended Away Greeting Press 1 

Deactivate your Extended Away Greeting 

  1. From your desk phone dial 60001 or if you are dialing from outside of the University dial 612-626-0001
  2. When prompted enter your mailbox number and/or password
  3. Press 1 to Access Voice Messaging
  4. Press 4 to get into your Extended Away Greetings menu
  5. To deactivate your Extended Away Greeting Press 2