Thursday, May 23, 2013

Summer Reminders Technology Checklist

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Summer’s just about here!
Please review this checklist of tips on how to communicate changes in office hours to anyone who contacts you and your department over the summer. Doing so will be a huge courtesy to your callers and the summer switchboard operator. Please share this information with others in your department as appropriate.

✓ Record a temporary voice mail greeting with expiration date for personal and departmental mailbox
✓ OPTIONAL: Block voice mail messages
✓ Verify (and update, if necessary) Department’s home page contact info
✓ Check personal or departmental email account
✓ Set an automatic email response
✓ Access G: & H: Drive files from the web at webfile.macalester.edu

Record a temporary voice mail greeting with expiration date for personal and departmental voice mailbox


How to record a temporary greeting:
  1. Dial 6666 or press Message. If off campus, dial 651-696-6666.
  2. Enter your mailbox, followed by #.
  3. Enter your password, followed by #.
  4. Press 8 2 for greetings.
  5. Press 3 for temporary greeting.
  6. Press 5 when ready to record. Record your greeting; press # when finished recording.
  7. Press 2 if you want to review your greeting. To re-record, press 7 6 to delete and return to step 6.
  8. To set an expiry date, continue; for Message Blocking, go to step 10; or simply hang up.
  9. To set the expiry date, press 9 and follow the prompts.

OPTIONAL: Block voice mail messages

Message blocking is recommended for anyone who will be away for a length of time, will not be checking voice mail, and doesn’t want messages that require attention when you return. Message blocking does not require a temporary greeting to activate.  

How to block voice mail messages:
  1. Access your mailbox by dialing 6666. If off campus, dial 651-696-6666.
  2. Press 8 0 7.
  3. To turn message blocking on at all times, press 1  or to block your messages only when a temporary greeting is in effect, press 3.
  4. Press 1 to direct callers to your assigned operator or press 2 to disconnect the call after your greeting plays.

Verify (and update, if necessary) Department’s home page contact info

Is your personal email or a departmental email address listed on your department’s home page? If the email address on your department’s home page needs to be updated, contact Communications & PR at 651-696-6307 or webmaster@macalester.edu.

Check personal or departmental email account

Make sure that you have a plan for responding to emails from current, prospective, and incoming first-year students and others. Use Email Delegation to allow another to check, read, send, and delete messages for a shared account (e.g., department@macalester.edu) without sharing a password.

Set an automatic email response

Set up vacation responder to let people know you won't be able to get back to them right away. Once set, an automated reply will be sent anyone who emails you. If a contact sends you several messages, this automated reply will be sent at most once every four days.

How to set up vacation responder:
  1. Log into your Macalester email account.
  2. Go to Settings.
  3. On the General tab, locate Vacation responder.
  4. Select Vacation responder on.
  5. Complete the other options and then click Save Changes.

Access G: & H: Drive files from the web at webfile.macalester.edu

Access to your files on the G: and H: drives are easy to get to from any web browser. Just go to webfile.macalester.edu and enter your Macalester username and password. Shared Drives Information page for step-by-step instructions.


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