Category Archives: Telephone

Telephone System – Voicemail to Email

A feature of the new phone system is the ability to send voice mail messages to your email Inbox.  This allows for you to more easily access your voice mail messages and allows you to keep those messages longer than the 15 day window for unsaved messages the system allows.

Check out this video on how to set this up or follow the instructions below.

After logging into the phone portal, click on the Message tab at the top of the page.

In the middle of the page, you can see a link that allows you to Change Message Settings.

Clicking on this link opens another window that allows you to send voice mail messages to your email inbox.  Simply click the checkbox next to “Send MP3 Voicemail to” and type in your Sul Ross Email Address  in the text box.  Leave the dropdown set to Attachment.  Click Save.

Your voice mail messages will now also be delivered to your email Inbox.


Here is an example of what that looks like in Outlook.  You can see that I have received an email with the Subject line “Voicemail from …”  with additional information as to the phone number of the individual that sent the message and the length of the message contained in the subject line and the body of the message.

The voice mail message is contained in the mp3 file as an attachment to the email.  Simply double-click the attachment and listen to your voice mail on your computer.

An additional benefit of having voicemail messages in your Inbox, is that now they can be forwarded to someone else if needed.


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Telephone System Team

The day has finally arrived and the new phone system is ready to go.  The team pictured here all had a hand in some aspect of this project.  Today, we’ll be out and around the campus ensuring that all the phones come back to life and that everything is working to the satisfaction of our campus partners.


  Can’t say enough about each of the SRSU team members and also want to thank the folks from Big Bend Telephone for the support through this project.


New Phone System Training

With the conversion to the new phone system comes the need to know what features exist in the new system and how to use them.  As a starting point, we are setting aside a number of training sessions on the web interface and the features available through the web that will help you take advantage of the features in the new system.  The training schedule is as follows:

– Tue Aug 1st 3PM – Support Training OIT

– Wed Aug 2nd 10AM – Training for Administrative Assistants and other departmental/office staff

– Wed Aug 2nd 2PM – End User Training

          VM management and use

          Primary features of the new system

          Call transfer

          Managing your account

          Viewing activity

          Managing messages via web page

– Thu Aug 3rd 10AM – ?? – GoLive

– Fri Aug 4th 10AM – End User Training

–          VM management and use

–          Primary features of the new system

–          Call transfer

–          Managing your account

–          Viewing activity

–          Managing messages via web page

– Fri Aug 4th 2PM – Advanced User Training for features such as Call Trees 

The training is to be held in the WML 2nd Floor Classroom.

If additional training is needed, contact LTAC at x.8888.

You can view or download a copy of the training manual for the new phone system by logging into the production site, clicking on the Support tab and then clicking on VCP PBX Users Manual.  The manual has step-by-step instructions on how to set up and use many of the features of the phone system.

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New Telephone System and Changes You Should Know About

One week from today, Thursday, August 3rd, SRSU will convert to the new telephone system.  Most of you will see little to no change as you continue to use your existing handset.  But there are a few differences and changes as we move from the old system to the new system you need to be aware of.


  • 1+ and 9+ Dialing No Longer Required.  Once the new  system is running and your phone has converted over to the new system, you are not required to dial 9 for a phone call outside the institution.  Also, if you are dialing a long distance number, you do not have to dial a 1 or a 9 before the 10-digit number.  For on campus calls, the usual 4-digit extension is all that is necessary.
  • Long Distance Code.  The new system comes with free long distance calls anywhere in the contiguous 48 states. Therefore, you no longer have to supply a long distance code when making a long distance call.
  • Password.  You will need to establish a new password on the new telephone system. The default for this account is the same as your extension (e.g. 8888).   This new password is also used to access your voicemail box from your desktop phone.  The new password must be at least a 6-digit PIN to be accepted.
  • Voicemail Box Greeting.  You will need to set a new voicemail box greeting on the new system, unless you want callers to hear the default message, which is similar to, “8888 is not able to answer the phone at this time.  Please leave a message at the tone.”
  • Voicemail MessagesVoicemail messages from the old system will be unavailable after the conversion and cannot be transferred to the new system.  Please check your voicemail box prior to 10AM on Thursday, August 3rd, and retrieve any messages before that time.  If you need to keep a message from the old system, use a pen and paper, digital recorder or your smart phone to manually record each message on the old system.  Also, The new voicemail system has different settings for the duration and life expectancy of voicemail messages
    • Voicemail messages are only saved for 15 days
    • Voicemail messages cannot be over 180 seconds in length
    • No more than 30 messages can be stored in your Voice Mail Box
  • Ring Tone.  Your ring tone will be set to the default ringer tone for the new system.
  • Display and Soft Keys.  The display and the soft keys on your phone will be slightly different.  Soft keys are just below the display as in this image.  

New Phone System – Logging In

Beginning Thursday, August 3rd, Sul Ross starts the use of a new phone system.  While this system offers many of the features of our current system through the desktop phone, it also offers additional features, including a web page, where you can manage all the features of your phone.  Here is how you access that web page and a few of the features you will want to know right away.

  1. The location for the web page is
  2. Your initial UserID and Password for the new phone system are set to your extension (e.g. 8888).  We recommend you change the Password immediately after you log in.  You should only use numeric values for this password.  Type a new password in the two boxes provided and click “Update Account.”

Contact LTAC at x.8888 if you have any issues getting into the system or need help setting a new password.

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My Phone is Not Working – Now What!?!

For a few hours on Thursday, August 3rd, the desktop phone will not work as we convert to the new phone system.  If phone service during this 4-hour period is critical for you, here is a feature of the new phone system that allows you to receive calls on another phone, typically a cell phone, while you desktop phone is being converted.

  1. Log into the new phone system by supplying your 4-digit phone number and Password.  Details here on logging in and changing your password. 
  2. Once you successfully log in, you will see the Account Summary page.
  3. Click on the Features tab at the top of the Accounts Summary web page.
  4. In the Box titled, “Call Handling Options,” select “Forward fail over calls to” checkbox and input a 10-digit cell phone number (e.g. 432-555-1212).  Do not put a ‘1’ or a ‘9’ in front of this number.
  5. Click the Apply button.

While the phone system is being converted and your desktop phone is unavailable, the system sees this as a desktop phone failure and forwards any calls destined for your desktop phone to the alternate number you supplied in this dialog.

Once your desktop phone begins working, this feature may be removed by unchecking the “Forward fail over calls to” checkbox and deleting your cell phone number.  This setup may also be left in place allowing the new phone system to forward your calls to this alternate number if your desktop phone is not working.

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New Phone System for Sul Ross

After a significant amount of time and effort, I am pleased to announce that on July 26th August 3rd, 2017 (confirmed by AT&T), Sul Ross State University will have a new phone system, complete with many modern features and few old ones, such as Caller ID, that are unavailable to the campus on the old system.

The old Cisco Call Manager system, which SRSU has been using for over 10 years, is being replaced by a new Cisco product that is cloud based.  This new system features Visual Voicemail, Call Blast, Forward Fail Over, Call Distribution Queues, a web page for phone configuration and reporting, and free and unlimited long distance in the contiguous fifty states, to name a few.  But without a doubt, the one feature we will appreciate the most is Caller ID.

When the system goes live on 7/26 8/3/2017, the goal is to provide the current features we all use today followed by the introduction of the newer features over the coming months.

One requirement for the new system is compatibility with the existing telephone handsets already on your desk.  This allows us to roll out newer handsets, the Cisco 504g (pictured here), and other models to the 623 extensions over several years, rather than all in one year.  In this initial year, approximately 100 handsets across the institution will be replaced.  We will continue this approach until all handsets are replaced in years four or five of the project.

As an additional component for this project, we have contracted with Big Bend Telephone (BBT) to provide a low bandwidth internet pipe.  Since this telephone system is in the cloud, internet redundancy is necessary so the desktop handsets continue to speak to the VoIP host.  While this internet fiber connection is only 100mb in size, it prevents SRSU from losing phone connections when our primary connection to the internet is cut or damaged and can no longer provide a connection.

Two items to consider as we make the move to the new phone system.

  1. Old voicemail messages cannot be moved to the new system.
  2. “Out of Office” messages that callers hear when you are not available cannot be moved to the new system.  Information is coming soon that will help you understand how to set up your “Out of Office” message once you are connected to the new system.

Keep your eye on this blog and on email communications from OIT for more information about this new opportunity and chances for training and education on the new set of features.

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