Questions
1)  How can parents avoid having their emails blocked as spam?
2)  I forwarded an email that I received to parents and received an error back from AOL. How come?
3)  How do I set up my Voicemail for the first time?
4)  How do I access voicemail?
5)  How do I change the personal greeting on my voice mail system?
6)  How do I set my out-of-office greeting in the voicemail system?
7)  How do I cancel my out-of-office greeting in the voicemail system?
 
Answers
1)  Q How can parents avoid having their emails blocked as spam?
A
  • Make sure you have an up-to-date virus checker installed and running on your home or work PC.Get in the habit of regularly performing a full-system scan (you can set it up to run at night when you are not using your PC.)
  • If you have cable or DSL also purchase an Internet Security system with a firewall. This will help prevent spammers from “taking over” your PC to use as a spam relay (see the paragraph on open relays below.)
  • Download and use spyware detection software such as Ad-Aware or Spybot S&D. Spyware can add unseen code to your emails that our spam filter finds and blocks.
  • Format messages as “plain text” where the option to do so is available. Many services will format messages as HTML by default. This allows you to add fancy formatting and graphics to your emails. However, HTML can hide many viruses that are difficult for regular anti-virus software to detect. Also, most sales material is formatted in HTML format so our spam filter adds to the total score for HTML formatted messages.
  • Put meaningful text in the subject line of an email. Avoid blank subject lines or subject lines that just say “Hi.” or “Good morning” as these get a higher score.
  • Don’t use all capital letters in your email.
  • Punctuate your text normally. In other words, don’t use four exclamation points where one will do.
  • Don’t include all the text of email to which you are replying. Our spam filter reads the entire email and gives it a cumulative score. If this score exceeds the threshold (10) it will be blocked. So if the email you received scored a 4, and you add text that would also score a 4 (we don’t scan outgoing mail) that email would now score an 8. If the recipient replies to the email, keeping all the original text and adding text that would score a 3, that email would be blocked since the total score would be an 11 and it surpasses the threshold of 10.
  • If you are sending email from work and your company adds a legal disclaimer at the bottom of the email, see if you can have this disabled. The text of most disclaimers receives a high score from our spam filter and may cause emails to exceed the threshold.
  • Do not include embedded graphics in your e-mails. If you need to send a picture to a teacher or CCS staff member, send it as an attachment to the email.
2)  Q I forwarded an email that I received to parents and received an error back from AOL. How come?
A

AOL has changed their service to protect their members from spam.
One of the changes they made was if an email header is too big, they will not allow the email into their system.
When you forward email that was sent to a lot of people, it includes all of their email addresses in the header as well (even though the email is only from you). So...when you forwarded the email, the email header included all the email address of everyone that had previously received the email, making the header too large and AOL rejected the email.
To avoid this, in the future, you should not forward email to AOL members that include large distribution lists. Create a new email and copy information from the original.

3)  Q How do I set up my Voicemail for the first time?
A

The following steps will allow you to set up your voice mailbox from any phone. Read through and familiarize yourself with them before you try to set up your voicemail. 

It is important to listen carefully to the Automated Operator while going through these steps.

  • From an internal Fujitsu phone pick up the handset and dial 3636. From an outside phone dial 248-623-3636.

  • Listen carefully to what the operator has to say which will be one of two greetings depending on where you are calling from.

  • If the operator says " Please enter your security code…", press * then #

  • If the operator says "Thank you for calling…", press #

  • The operator will then ask you to enter your mailbox number. Your mailbox number is your 4 digit extension number.

  • After you enter your mailbox number the operator will ask you to enter your security code. Enter 0000 since you are setting up voicemail for the first time.

  • The operator will begin "As a new user…" and give you information about changing your security code.

  • You will be prompted to enter a new security code. BE SURE TO PICK A NUMBER YOU WILL REMEMBER!

  • Next the operator will ask you to say your name. (No greeting is made at this time). Press 2 to begin recording your name, say your name, then press 2 again to indicate you are finished.

  • Now comes the time to record your personal message. Remember to indicate who you are so that the caller leaving the message knows that they have the right mailbox. A sample greeting might start out like:

" You have reached the voicemail box of Susan Doe. I am unable to take your call right now, but if you leave your name, number and a brief message, I will call you back as soon as possible. Thank you."

  • The operator will walk you through the rest at this point.

  • When you are finished, press * until the operator says, "Thank you for calling." Then hang up.

4)  Q How do I access voicemail?
A
Accessing your voicemail can be done from any phone anywhere in the world and is a simple process providing you listen to what the operator asks you. There are three different scenarios:

Accessing voicemail from your own internal phone. (i.e., your voicemail number is the same as your extension number.)

  1. Lift the handset and dial 3636.
  2. When prompted enter your security code.
  3. You are now into your voicemail system.

Accessing voicemail from another phone in the district that is part of the Fujitsu system.

  1. Lift the handset and dial 3636. It is important to listen to what the operator says.
    1. If she says "Please enter your security code." Press * then # .
    2. If she says "Thank you for calling…" press #
  2. You should now be prompted to enter your mailbox number.
  3. When prompted, enter your security code
  4. You are now into the voicemail system.

Accessing voicemail from a phone that is outside the district .

  1. Lift the handset and dial 248-623-3636.
  2. When the operator says, "Thank you for calling….." Press the # key.
  3. When prompted, enter your mailbox number.
  4. When prompted, enter your security code.
  5. You are now into the voicemail system.

Keys to remember when listening to messages.

  • Press 1 - Listen to new messages.
  • Press 2 - Record and send a message or forward a message.
  • Press 3 - Skip back 5 seconds
  • Press 4 - Delete a message.
  • Press 5 - Save a message.
  • Press 6 - Repeat the message.
  • Press 8 - Reply to the message. (with a voicemail)
  • Press 9 - Skip ahead 5 seconds
  • Press * - Exit the current fnction.
5)  Q How do I change the personal greeting on my voice mail system?
A
To change the personal greeting on your voice mail system do the following:

  • Access the voice mail system. (as described in the previous Q/A.)
  • When the operator begins to tell you about your message options ("you have X new messages and X saved messages.") press 3 to enter phone manager
  • Press 1 to access personal options
  • Press 3 to record a personal greeting.
  • Press 2 to record your normal greeting. 
You will then hear what your current greeting is and be given options
  • Press 2 to record a new personal greeting.
  • Follow the directions to record and save your personal greeting.
6)  Q How do I set my out-of-office greeting in the voicemail system?
A

Setting an out-of-office greeting involves two basic steps: recording the greeting and setting/activating the greeting. This way you can pre-record the greeting then activate it right before you leave.

To record an out of office greeting:

  • Access the voicmail system as you normally do
  • Press 3 to access Phone Manager functions
  • Press 1 to access Personal Options
  • Press 3 to record a personal greeting
  • Press 3 to record you out-of-office greeting
  • Press 2 to start recording.  Press 2 again to stop recording
  • Press 5 to save the greeting. This will take you back to the Personal Options menu.


To set/activate your out-of-office greeting:

  • Navigate to the Personal Options menu if you are not already there.
  • Press 3 for Personal Greetings
  • Press 3 for out-of-office greetings
  • Press 5 to activate the out of office greeting. This will take you back to the Personal Options menu.
  • Press * four times to back out of the voicemail system.  When you hear the automated attendant say "Thank you for calling" you can hang up.

Your out-of-office greeting is now active.

7)  Q How do I cancel my out-of-office greeting in the voicemail system?
A
When you access the voicemail system the automated attendant will inform you that your out-of-office greeting is active. To de-activate it press 4. To leave it active and access your messages press 5.