Handling Incoming Calls

The Universal Office offers all the features that you need to handle all incoming calls.  In fact, the service performs many of the duties that a private receptionist or secretary would perform.

Click on the following links to find out more.

Return to (main page) Features 

Ways that Genie Can Help You (recommended)

Genie                                                  The Only Number You Need       Multiple Incoming Lines           Message Notification                 Message to Email                           Follow-Me                                       Detailed Call Reporting

Recording Your Out-going Message 

When Listening to Voicemails      

Features that Correspond                     to Dialpad Numbers

Return to Features 

Genie 

Genie, your virtual secretary, is a full-service receptionist!  She will screen your calls, take calls for you, and return messages to your callers.  She can do virtually everything that a live receptionist can do, and more!  She is efficient, cost-effective, and at your service 24 hours a day!

Genie will present a consistent, professional image to your callers.

Genie was specifically created to do the job typically done by a receptionist and in some cases a personal assistant.

The Following Are the Ways            that ‘Genie’ Will Help You

·  Genie can play up to 10 pre-recorded messages, that you record in your own voice, to callers who try to reach you.

 ·  Genie can record your out-going message through special arrangement.

 ·  Genie will accept faxes that can be sent directly to your email*, and/or redirect faxes to any fax machine(s).  (See Faxing)

 ·  Genie will accept pages and notify you, or send them to your email*.  (See Paging)

 ·  Genie will find you:  calling your office phone, home phone, and cellular phone.

 ·  Genie gives you 3 options when she finds you:

1)     She can accept the call and connect you with your caller.  You can record the call by pressing *(star)7.

2)     She can take a message for you (and send the message to your email).

3)     She can send a recorded message back to your caller, while they wait to speak with you – while they listen to music-on-hold.

*     Genie will automatically take all messages, which can retrieved through the telephony portion of her services, by calling your Universal Phone Number and then entering your passcode.  Genie will also automatically send all communications directly to your www.universaloffice.tv website; these messages are stored for 10 days.  In addition, Genie can also be programmed to send all of your communications directly to your email.  It is required that The Universal Office has your email address, which you can send along with your Universal Phone Number, address, and name to service@easytel.net.  You can also input your information yourself by visiting www.easytel.net and entering the ‘My Universal Office’ section.

The Only Number You Need

You get a unique telephone number (local and/or toll-free) which is yours for life. As a Universal Office Customer, you never have to change your telephone, fax, cellular and pager numbers even if you change your internet service provider, your job, move across the street or around the world. People like real estate brokers, stockbrokers and lawyers spend years building a reputation and a clientele. However, once they change firms, many of their clients lose track of them. The Universal Telephone Number lets you own and take your number when you change departments, job, or even employers.

Generate pure customer loyalty. Universal Office Customers may be willing to change any other service provider, but NOT their Universal Telephone Number.

Multiple Incoming Lines

 The Universal Telephone Number will answer several telephone calls for you simultaneously even during peak hours.

If you run a home based business, your Universal Telephone Number breaks through the usual limit on the number of telephone lines available to a residential customer. But why pay for extra lines even if you could?

Message Notification

As a UTN Customer, when you receive a message, fax, email or a page, Genie can page or call you with a message notification. When you are notified that you have a message, you can automatically return your calls or pages just by pressing the star key. This feature is particularly useful when calls are returned from a cell phone while driving, hotels or pay phones, which require a payment for each new call.

Of course, message notification is nothing new. However, letting you know that you have received a fax or email, which you can retrieve from anywhere, anytime, is.

You can even choose up to three sets of notification numbers, each with an individual time schedule. For example, you might ask to be notified during business hours on your pager first and, if the message is not retrieved, at the office telephone. After hours or on weekends, you might choose notification to your cell phone or your home number. Doctors, technicians or any other on-call emergency service providers will love this feature.  

Message to Email

Any message that Genie takes for you can be sent to you as an email message. It doesn’t matter whether it was a regular voice message, a pager message, or anything else. If Genie can record it, she can email it to you. Open the message on any sound-equipped PC and you can hear the recording just as you would over the phone.

Why bother? Now you also have a sound file you can save along with all the other computer records you keep for your business. Imagine working on a proposal for that important customer and being able to listen to his latest change request at the click of a mouse button. You’ll be certain you got the details right, and you’ll be certain to have a record that you did.

Traveling or working overseas? Getting your messages by email can mean huge cost savings compared to paying international telephone rates.

                                                      Follow-Me

Follow-Me is the ultimate tool for today’s very busy, highly mobile individual. Store up to three telephone numbers in your own order of priority. When Genie answers a call for you, she will try to connect the call to you at the first number. If she can’t reach you there, then Genie will call the second and the third numbers. Your caller listens to music on-hold while Genie attempts to connect the call.

Many UTN Customers select their office as the first choice, followed by their cell phone and home numbers. As a UTN Customer, you can change your Follow-Me numbers anytime from any touch-tone telephone. You can even turn Follow-Me on or off, or schedule one set of Follow-Me numbers during business hours and another after hours.

And YOU decide how to handle the call. When Genie announces a Follow-Me call she will ask you if you want to take the call, have her take a message, or have her transfer the call to another Universal Telephone Number.   

Detailed Call Reporting

As a Universal Office Customer, you can automatically receive a complete call detail report via fax or email. You get a detailed record of the activity showing all the services, telephone calls, time, date, duration and cost of each call, and even the Automatic Number Identification (ANI) of incoming calls. This automatic report can be generated once a month, for record keeping purposes, or daily to let you follow hot leads.

But the call detail report is also available any time during the month, whenever you need it. Call anytime, twenty-four hours a day and ask Genie to fax you a call detail report for the month to date or the previous month. The call detail report is delivered within minutes as a fax document, or email.   

Recording Your Out-going Message

1. Access your Genie
2. Press 8 for the Option Menu
3. Press 3 to change options
4. Press 1 to For Change Greeting Menu
5. Press 2 to Re-Record your Welcome Greeting
6. Follow Prompts and save New Welcome Greeting

When Listening to Voicemails

Call your Universal Office Phone Number and access your greeting.  During the greeting, press * (star), and enter your password.

Genie will prioritize and announce your new voice, fax or page messages first, then offer access to your saved messages.  Within your voice mail messages, you can use the following features to control the speed of the message:

* (star)  moves back 3 seconds

# (pound)  moves ahead 3 seconds

0 (zero)  pauses for 10 seconds

Features that Correspond      to Dialpad Numbers

2    #2 Play Next  Genie will file the current message as a saved message and proceed to play your next message.

      #3 Delete  Genie will deletes messages.

      #4 Time and Date  Genie reviews the time & date of calls.

       #5 Save as New  If you want quick reference to this message, Genie will Save as New and prioritize for you.

       #6 Forward  Send the message to a Universal User.           

* Of course you know that Genie can forward a message to any other Universal Telephone Number. But do you know that she can also forward messages to any regular telephone number as well? She can, and she can do it with your recorded comments attached, just as she would to another Universal Office Customer. Genie accomplishes this small miracle by applying the same technology that makes AudioGrams possible.   

      * Of course you know that Genie can forward a message to any other Universal Telephone Number. But do you know that she can also forward messages to any regular telephone number as well? She can, and she can do it with your recorded comments attached, just as she would to another Universal Office Customer. Genie accomplishes this small miracle by applying the same technology that makes AudioGrams possible.   

7        #7 Reply Genie automatically lets you reply to a caller who leaves a message.

 8        #8 PhoneBook  Genie will automatically add this caller to a specific phone book.

 9        #9 Exit  Return to previous menu.

      * (star)  Automatic Call Return  Call is placed to the person who called you.

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