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Microsoft Exchange Voice Mail

Modifying Voice Mail Options Using Outlook

This documentation addresses Voice Mail capabilities available only on IP phones.

There are numerous options for modifying your use of Microsoft Exchange Voice Mail. Many of these can be modified through Microsoft Outlook. This document shows you how to change the settings available to you through Outlook.

return to topAccessing the Voice Mail Options

Voice Mail options are found on the corresponding tab in the Options dialog box.

  1. Log in to Microsoft Outlook

  2. From the Tools menu, select Options…
    The Options dialog box appears.
    Options dialog box with the Voice Mail tab selected

  3. Select the Voice Mail tab
    NOTE: Options on this tab may appeared as grayed-out. It may take a few moments until they become active.

return to topResetting Your PIN

Your PIN is the key to accessing your Voice Mail and all its options. Your PIN is not the same as your University network password. If you forget your PIN, you can reset it in Outlook.

  1. In Outlook, access the Voice Mail options

  2. In the Telephone Access section, click RESET PIN
    A confirmation dialog box appears.

  3. Click OK
    The PIN reset is confirmed.

  4. Click OK
    You are returned to the Options dialog box.

  5. Click OK
    NOTES:
    An email is sent to your Inbox with a temporary PIN you can use to access the system.
    On first access using the temporary PIN, the attendant says "PIN expired."
    You will be prompted to change the PIN to one of your choosing.

return to topChanging the Read Email Folder

This setting determines which folder of email is read to you when you call Microsoft Exchange. This may be helpful if you have a rule set to place messages from a specific person or with a specific subject into a designated folder.

  1. In Outlook, access the Voice Mail options

  2. In the Telephone Access section, click CHANGE FOLDER…
    The Select Folder dialog box appears.
    Select Folder dialog box

  3. From the scroll list, select the desired folder

  4. Click OK
    You are returned to the Options dialog box.

  5. Click OK

return to topDesignating a Play on Phone Number

The Play on Phone feature offers privacy and convenience when listening to voice mail. When checking voice mail from Outlook or Outlook Webmail, you may not want to play the message through your computer's speakers. With one click, Play on Phone bypasses the menu choices to arrive at message play-back and allows you to listen to the message on the phone of your choice.

  1. In Outlook, access the Voice Mail options

  2. In the Voice Mail section, in the Play on Phone number text box, type the phone number of the phone you would like to hear your messages on
    HINT: Type the number exactly as you would dial it.
    Play on Phone option

  3. Click OK

return to topChanging Your Greeting

There are two greeting options that you can change in Outlook. The first option allows you to choose which of your recorded greetings for your phone will be played when you do not answer your phone. The second option allows you to record a greeting to be played from the Play on Phone number you have designated.

Changing Your Greeting: Selecting a Recorded Greeting

  1. In Outlook, access the Voice Mail options

  2. In the Voice Mail section, under Choose the greeting to play to callers, select the desired greeting
    Greeting options

  3. Click OK

Changing Your Greeting: Record a Greeting Using Play on Phone

Play on Phone allows you to easily record a greeting from any phone and bypasses the various menu choices to reach the greeting option.

  1. In Outlook, access the Voice Mail options

  2. In the Voice Mail section, click CALL
    The Play on Phone dialog box appears.
    Play on Phone dialog box

  3. In the Dial text box, type the phone number that you want to use to record your greeting
    OR
    From the Dial pull-down menu, select a phone number

  4. Click DIAL
    The designated phone will ring. When you answer, you are prompted to change your greeting.

return to top

Changing Notification of Missed Calls

By default, Microsoft Exchange sends an email notification to your Inbox when you have missed a call. You can change this setting in Outlook.

  1. In Outlook, access the Voice Mail options

  2. In the Voice Mail section, deselect Send an e-mail message to my Inbox when I miss a phone call
    Notification of missed phone calls option

  3. Click OK

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