Google Voice Guide

Division of Tenant Resources

Updated: 4/9/2020

As DTR moves to complete more of its functions remotely, we have taken two steps to contact program participants from our own devices and to ensure the transmission of information by email safely.

Contacting Participants from Home:

DTR is establishing Google Voice Accounts for DTR staff who may be asked to contact participants. This brief guide on Google voice is intended for users within the Division of Tenant Resources who have been assigned a Google Voice account. For additional information on how Google Voice Works, please visit the below link: https://support.google.com/voice/?hl=en#topic=1708123

Record a new greeting

Please first setup a Voicemail greeting on your voice account. We recommend the following:

“Hello, you have reached ______at the New York City Department of Housing, Preservation and Development, Division of Tenant Resources. Please leave a message after the tone.”

To record a new greeting:

1. On your device, open the Google Voice app . 2. At the top left, tap Menu Settings. 3. In the Voicemail section, tap Voicemail greeting. 4. Tap Record a greeting. 5. Tap Record . 6. Record your greeting and then tap Stop . 7. Choose what you want to do with the recording: • To listen to the recording, tap Play . • To replace the recording, tap Redo. • To save the recording, tap Save. Enter a name for the new greeting and tap Save.

Change your greeting

To use a different greeting that you already recorded or switch back to the default greeting:

1. On your device, open the Google Voice app . 2. At the top left, tap Menu Settings. 3. In the Voicemail section, tap Voicemail greeting. 4. Next to the greeting that you want to use, tap More Set as active.

Turn on Wi-Fi calling

This should be on by default, but please be sure to check that this setting is turned on. This will ensure Google Voice uses available Wi-Fi. If Wi-Fi is not available, Google Voice will use your carrier.

Open the Google Voice app .

1. At the top left, tap Menu Settings. 2. Under Calls, tap Make and receive calls. 3. Select Prefer Wi-Fi and mobile data.

Outgoing Caller ID

This should be on by default, but please be sure to check that this setting.

Open the Google Voice app .

1. At the top left, tap Menu Settings. 2. Under Calls Started from this device’s phone app 3. Make sure “Use your Google vvoice number” is selected.

How to Check your voicemail in Google Voice

1. On your device, open the Voice app . 2. Open the tab for Voicemail . Voicemails you haven't read yet are in bold. 3. Select a voicemail. 4. Read the transcript. To listen to the voicemail, tap Play .

If you can't find a voicemail, check if it got marked as spam. At the top left, open Menu Spam.

Making a call

1. On your device, open the Voice app . 2. At the bottom, tap Calls . 3. If the person is in your recent calls list, next to their name, tap Call . 1. Or, choose one of these methods: • In the search bar at the top, enter the person's name or phone number. Select them from the list of contacts that appears. • Tap Dial and enter the number. 2. Tap Call .

Setting up working hours (Do Not Disturb) through google calendar

In order to set up working hours, you will need to access your Google Calendar. In order to access this calendar, go to calendar.google.com and log in using the Google ID and password provided to you.

1. On your computer Open Google Calendar – Top right, click Settings.

2. Under General, click Working Hours

3. In Working hours, click Enable working hours and select the days you work and set times that you’re available.

Sending and Receiving Information Safely

All DTR staff have recently shifted to using the latest version of Outlook. This new version has a feature that encrypts information exchange. This requires that the sender takes some extra steps. Please review the guide for how this can be implemented. This takes effect immediately and applies to all emails to applicants, participants and property owners and their representatives.