ADVANCED UNIFIED MESSAGING FEATURES

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1 ADVANCED UNIFIED MESSAGING FEATURES Information Technology Systems Division Unified Messaging (UM) at UNCW, 2 Installing and Using the Outlook plug-in, 2 Optional Customization of Unified Messaging within Outlook, 5 Set Work Schedule, 6 TOPICS COVERED For assistance contact the Technology Assistance Center: Updated 2/11 Setting Rules, 7 Greeting Rules Find Me Call Me Notify Me Message Waiting Indicator Changing your password, 12 How to get Help, 12

2 2 Unified Messaging (UM) at UNCW ITSD is introducing a new unified messaging system to the campus which will replace the current voic and will combine voic and . Your voic s will still be retrievable via your phone (with the red light alert) but will also show up as s and can be retrieved/forwarded/deleted through your . Additionally, unified messaging will allow you to forward your calls to a cell phone, if you choose. You will also be able to receive a text message when you have a new voic , among numerous other functionalities. For any issues related to Unified Messaging, please contact Telecommunications at How to log in and check messages using the telephone To access your messages using your phone, dial Enter your password and press [#]. To access your messages from another employee s office phone: Dial Press [*] then [#] when the system answers. Enter your mailbox number (same as extension). Enter your password and press [#]. Follow the prompts to access new messages To access your messages off campus using your phone: Dial Press [#] when the UM system answers. Enter your mailbox number. Enter your password and press [#]. How to download the Outlook Plug-in In order to install the Outlook plug-in, you must be logged into the domain. To access the Unified Messaging site go to: and click on the Download the Outlook Plug-in here link.

3 3 1. Run the setup.exe file, or save to your computer: 2. Select Run: 3. Select preferred language and click OK: 4. Select Next: 5. Select Next: 6. Enter name and organization, and select Next:

4 4 MAS Server Name 7. Enter UNCWMAS1 and select Next Continue clicking Next. On last screen click Finish. Using the Outlook Plug-in Unified Messaging has a plug-in that provides additional functionality within Outlook. Voic messages will display a telephone receiver icon in the Inbox. To play the message, double click on the message in the Inbox, then click on the Play button. Use the up/down arrows to scroll automatically to the next voic . Click to play voice message Once you ve opened the voic message, it will appear as a read message within your Inbox. You can delete the message just like an ordinary message. Deleted voice mail messages can also be recovered from the deleted items folder. Voice messages within Outlook can be forwarded just like any other message. Optional Customization of Unified Messaging within Outlook To customize Unified Messaging settings within Outlook, go to Tools Options and click on the Voice Mail tab:

5 5 The Telephone User Interface (TUI) Options provides the ability to administer rules for the following features: Find Me- To have unanswered calls redirected to a list of telephone numbers before leaving a voic . Call Me To have the system call you to inform you of the receipt of messages and provide the ability to login and retrieve the messages upon answering the call. Notify Me To have a text message sent to a PDF/Cell phone or Pager when a message is received or to receive an notification when a caller requests it Message Waiting Indicator (MWI) To administer the Message Types and associated Importance conditions under which your MWI activates. Telephone Access Security (Telephone User Interface Password) Personal Distribution Lists Time Zone Message Ordering Set Work Schedule You can enter your work schedule in Unified Messaging to use in setting up rules. To set your work schedule, click on the Schedules button:

6 6 The Always schedule cannot be changed. To create your own schedule, use the New Schedule button:

7 7 New Schedule button Click & drag over 8am-5pm Mon-Fri Schedule Setting Rules Greeting Rules You can establish different greeting rules that will play different greetings at different times. For example, you may want to set up a greeting for on campus calls that only states your name instead of the full personal greeting. To create this rule using the Outlook plug-in, go to Tools -Options Voice Mail tab. Select Call Answering Options

8 8 Add optional greeting rule Select the Add Optional Greeting Rule button located in the top right hand corner of the window. A new optional greeting rule will appear for optional greeting 2. You can select: -internal -external -internal or external For time of day you can select: -during business hours -outside business hours -at any time For call status you can select: -busy -unanswered -busy or unanswered To record your optional greeting, click the record button. Your telephone will ring, you ll hear a beep when you answer, and you ll record your optional greeting. Record optional greeting- phone will ring allowing you to record greeting Select the Apply button to activate the greeting You can have multiple greetings active at the same time. When Administering rules, select the Rule and then click on an underlined value to edit the rule. The rule does not take effect until the check-box is selected The Phone Lists button is used to administer the list of numbers which are used by the Find Me and Call Me rules.

9 9 Find Me- redirects your unanswered calls For Find Me, the system redirects your unanswered calls to the telephone numbers in your designated phone list. The system calls each number in your list, starting at the top of the list, until you answer. If you do not answer at any number in the list, the system asks the caller to leave a message. To use Find Me, you must first set up Find Me rules. Select values for a rule description that control when your mailbox calls you at which telephone numbers. Schedules you created previously determine when your mailbox calls you. Phone lists you set up previously determine the telephone numbers at which your mailbox calls you. Set Work Schedule You can enter your work schedule in Unified Messaging to use in setting up rules. To set your work schedule, click on the Schedules button: The Always schedule cannot be changed. To create your own schedule, use the New Schedule button:

10 10 New Schedule button Click & drag over 8am-5pm Mon-Fri Schedule Call Me invites you to log in to your mailbox and review message For Call Me, the system makes notification calls to the telephone numbers in your designated phone list when callers leave messages that meet certain criteria. The system calls each number in your list, starting at the top of the list, until you answer. When you answer a Call Me call, the system invites you to log on to your mailbox to review the message. If you do not answer at any number in the list, the system tries again within a time interval that you specify. To use Call Me, you must first set up Call Me rules. Select values for a rule description that control when your mailbox calls you at which telephone numbers. Schedules you created previously determine when your mailbox calls you. Phone lists you set up previously determine the telephone numbers at which your mailbox calls you. You also set up other values for the rule. For example, you specify the types of messages for which you want to be notified and how often you want to be notified.

11 11 Notify Me notified when message is received or if caller requests to notify you You can use the Notify Me feature to notify you when you receive messages in your mailbox or when callers request to notify you. This notification message includes information that you can specify, such as the name and telephone number of the caller, message priority, and time, date, and length of a message. The system sends notification messages as an message or numeric page. These messages can be received by an client or through a telephone user interface or telephone device. The device that receives the notification message might limit the length of the message. If you specify to send your messages to a cell phone, limit your notification messages to 160 characters. Some devices might display only the subject or the message body of a notification message Automatic notification rules: Unified Messaging notifies you automatically when you receive a message in your mailbox. For automatic notification, the system checks for new messages every three minutes. Caller requested notification rule: Callers can request to notify you when you are not at your desk. Callers can notify you regardless of whether they leave a message, and they can leave a message regardless of whether they use caller requested notification. For caller requested notification, the system submits messages for delivery every 30 seconds. Enter your cell phone number and provider information Some of the popular cell phone providers are listed below. Additional information may be needed from your cell phone provider.

12 12 Cell Phone Provider Maximum message length SMS Address to use (where represents cell #) AT&T Wireless (Cingular, 160 characters Go Phone, iphone) Bell South Bell South (Blackberry) Cingular 150 characters Cingular (GSM) Cingular (TDMA) Communication Specialists Sprint Sprint PCS (now Sprint Nextel) 160 characters T-Mobile 140 characters US Cellular Verizon 160 characters Verizon PCS Verizon Pagers Message Waiting Indicator (MWI) The Message Waiting Indicator feature allows you to activate the Message Waiting Indicator light on your phone when voice messages or messages arrive. Changing your password Use the Security tab to change the password used when accessing messages through the Telephone User Inferface (TUI).

13 13 How to get Help For more information or help in using Unified Messaging, contact Telecommunications at

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