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By George Rose, IT managerInformation Systems

Over the past few weeks we have had a couple of issues and I have been asked a number of questions about some of the features available on our phone system. The following is an explanation and some instructions on one of those features.

Some of you may use Feature 4 to forward your phone to another extension while you are out of the office. On the surface this seems like it would do the job but there is a small problem. If the person you have forwarded your calls to does not answer, the call then goes to your voice mail, not theirs. While this may work if you are away from your desk for a short time, it is obviously not an adequate solution for longer absences. The solution is to configure your phone for what is called a Target Attendant. This is an extension that callers will be transferred to if they press “0” while in your voice mail. If the caller presses “0” and the call is not answered, the caller will then be transferred to the Target Attendants voice mail.

The first step is to record an alternate greeting that you can switch to when you are going to be away. This is so that callers can be alerted to the fact that by pressing 0 they will be transferred to another person:

Enter voice mail
Press 8 for change mailbox options
Press 2 for record or select your personal greeting or to setup or cancel call forwarding
Press 1 for record a greeting
Press 2 for record alternate greeting
Record a message stating that you are not available and that the caller can leave a message or press 0 to be forwarded to whomever
hint: if you do not use a name you will not need to rerecord this if you want to forward to a different person in the future

Next you configure your Target Attendant extension:
Enter voicemail
Press 8 for change mailbox options
Press 5 for assign a target attendant
Enter extension of person that you want users to be able to transfer to

Finally, switch to your Alternate Greeting:
Enter voice mail
Press 8 to change mailbox options
Press 2 for record or select your personal greeting or to setup or cancel call forwarding
Press 2 for select which greeting to use

Upon your return simply switch back to you Primary Greeting

If you do not want your phone to ring at all and do not want the caller to be able to leave messages in your voice mail you can use this in conjunction with the standard Call Forward (feature 4)