Distribution lists enable you to record one message and send it to multiple subscribers on the Law
School's voice mail system. There are system-wide lists and there are personal lists you can create yourself.
Suggestions to consider when drafting a message and instructions describing how to send
a message are noted below. The system-wide distribution lists are confidential and should not be
shared with students and staff who do not have permission to send messages. If you have questions about this type of list please contact me at ghayes@nyls.edu
Message facts and suggestions
Some system distribution lists will take a while to send your message.
After a systems distribution list is activated, a copy of the message will be sent to each mail box and
the corresponding telephone message light will be turned on. It will take a while to complete these
tasks for large lists.
Send system distribution messages during non-peak times.
In addition to the system distribution message, the voice mail system is:
sending other messages to voice mail boxes.
turning-on telephone message lights.
turning-off telephone message lights.
All mail box subscribers may experience a delay in the time it takes for the message light to turn on
and off. This is due to the high traffic generated by items (a) - (c). In addition, the voice mail
system is handling a large quantity of messages between the following hours:
9:00A.M. - 10:00A.M.
12Noon - 1:00P.M.
4:00P.M. - 5:00P.M.
With the exception of an emergency, please do not send system distribution messages during these
hours.
Write a script and keep it brief.
Writing the message text in advance provides you with a script to read. Keep the message brief,
and where pertinent, include answers to the following points:
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WHO
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individual and/or department placing the message
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WHAT
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the subject
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WHEN
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date or deadline
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WHERE
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to send materials; call for information; an event is being held
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Personal Distribution Lists
If you send messages to the same group of people regularly you can create a personal group
distribution list comprising up to 25 mail box numbers. You can create multiple personal group
distribution lists. Directions which describe how to create a personal distribution list is provided
below:
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1
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Dial 2100.
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2
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Enter your password.
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3
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Press 4- Personal options
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4
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Press 2- Administrative options
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5
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Press 1- Voice Mail options
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6
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Press 2- Group Lists
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7
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Group Lists:
Create a list- Press 1
Edit a list- Press 2
Delete a list- Press 3
List names- Press 4
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To create a list:
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1
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Enter a two-digit number for the list, choosing a number between 11 and 25.
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2
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Record the list name- e.g., Committee X
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3
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Enter the mail box number or spell the name of each person on the list (to obtain the number).
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4
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To save the list press * (Star).
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Follow the prompts to edit or delete a list; and for the name of the lists.
