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A traditional answering machine stores any messages on a cassette tape, where as voice mail systems store messages on a computer disk. Voice mail is quite simply a phone answering system that can take messages for any amount of people. Each member of staff has their own mailbox, where only their messages are stored. Each mailbox is password protected, allowing only the designated member of staff to listen to his/her messages. Voice mail systems also allow members of staff to create their own greeting, allowing callers to receive specific information or instructions from the person who recorded the outgoing message.
Voice mail systems allow companies to have an automated attendant on their main line. Instead of the receptionist answering the phone, each caller can be directed to the correct department by the voice mail system. Basically the voice mail system will answer the call, and then provide the caller with a common greeting, and will then direct the caller to an appropriate staff member. This is more commonly referred to as the voice mail systems “auto-attendant” feature.
Voice mail systems can become extremely advanced, allowing the unification of voice, fax, and e-mail messages into just one screen of a user’s computer screen. This is commonly known as “unified messaging”. Advanced voice mail systems are also now able to interact with a caller’s voice. Through the recognition of spoken responses voice mail systems can transfer calls to any designated department or user. This feature is more commonly known as “interactive voice response”.
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