The University of Newcastle voicemail system enables callers to leave recorded messages when you are on the phone or out of the office.
It can also play back a message to your callers to inform them that you are on leave or not available.
You do not have to use a University telephone extension to access the system. This makes it possible for you to record and listen to messages when you are working off campus, at home or travelling.

The voicemail system keeps your recorded messages and configuration settings using an identifier (ID) that matches your extension number. You gain access to recorded messages in your voice mailbox and have the ability to change your configuration settings when you supply your unique personal identification number or PIN (also referred to as a password by the system). It is therefore important that you safeguard your PIN and treat it exactly like you would your computer passwords.

When your voicemail ID is created, you will be allocated an initial 5-digit PIN that must be changed when you first access the system.

Accessing Voicemail

Cisco IP Phones

All users of Cisco IP Phones have a voice mailbox.

When you have a voicemail message, there will be a solid red light on the handset and the display screen will show you have messages. To access the voicemail system from a Cisco IP Phone, press the 'messages'; button.
You will be prompted to enter your password, followed by the # key. Follow the instructions to listen to, save and or delete the message.

Accessing Voicemail from off campus

If you have a Cisco IP Phone in your office, you can access the voicemail system from off-campus if you know which Voicemail server your phone is attached to.

  1. Dial (02) 498 54000
  2. When prompted, press * (located under the 7 key)
  3. When prompted for your ID, enter your extension number followed by the hash (#) key.
  4. To gain access to your voice mailbox you enter your password / PIN followed by  the hash (#) key.

If you have forgotten your PIN, contact the 17triplezero IT Service Desk (extension 17000),or visit the IT Service Portal to log a job.


Most users of the Callaghan campus Ericsson telephone system have a voice mailbox.

To access the voicemail system from an on-campus Ericsson telephone, press the button beside the 'message-wait'; indicator (which flashes when you have a message) or dial extension 54000.

Accessing Voicemail from off campus

  1. Call (02) 498 54000.
  2. If you are prompted for your ID – enter your extension number followed by the hash (#) key.

If your Ericsson phone does not have voicemail, please contact the 17triplezero IT Service Desk (extension 17000) to request it be added to your phone. Not all phones can have this capability (for instance, phones in public areas, foyers or teaching spaces).

Configuring Your Voice Mailbox

The first time you access the voicemail system from your office handset, you will be led through a tutorial to configure and set-up your voice mailbox.

The tutorial process will record you saying your first and last name, and then record a short message as your standard personal greeting.

A suitable personal greeting message would be to introduce yourself and ask your caller to leave a message. For example:

“You have reached the voicemail of your-first-name your-last-name your-role. I am unable to answer the phone right now. Please leave a short message with contact details and I will get back to you as soon as I can.”

When callers hear this message, the voicemail system will append a “Record a message at the tone…” phrase - so there is no need to include this in your personal greeting message.

You will be given the opportunity to review and re-record your name and greeting message. When you are satisfied, choose the “save” option. If you don't complete the tutorial the first time through, you will continue to be prompted until you complete it.

After the initial set-up you can make changes at any time by accessing your voice mailbox and choosing options such as re-recording your personal greeting, creating an alternate greeting or changing your password (PIN).