Setting up your New Staff Voic . EVA: Exchange Voic Access. IT Services

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1 Setting up yur New Staff Vic EVA: Exchange Vic Access IT Services

2 1. Welcme t the Exchange 2010 Unified Messaging Instructins fr campus Staff vic Cventry University is rlling ut a new system fr staff n Exchange This new service will prvide fr yur and yur vic access. This new service gives yu sme really useful features such as fllwing: A new aut attendant (called EVA) wh allws yu direct interactin and cntrl f yur mailbx using nly yur vice. Receive vic messages that are left fr yu directly int yur mailbx s that yu can play them back frm Outlk r frm yur mbile phne withut having t be in the ffice. Manage calendar appintments via yur phne and let EVA ntify all attendees that yu re ging t be late. Use EVA as an autmated switchbard t help yu find smebdy in the University Directry. IT Services have already setup yur mailbx, but there are still a few steps that yu will have t perfrm t setup and persnalise yur vic . This shrt dcument prvides yu with the steps necessary n hw t: Use yur phne t cnnect t Cventry University Exchange Vic Setup yur vic greeting Setup vice interactin r tuch tne if yu prefer 2. Hw d I knw if my vic has been enabled? Once yur vic is activated yu will be sent an frm ur Exchange service with the subject line Welcme t Exchange Unified Messaging. This cntains yu PIN infrmatin t access the new vice service. The message lks similar t belw:

3 3. Cnnecting t yur Campus Vic It is imprtant that yu cmplete all the fllwing steps in this guide r yu might nt receive vic messages crrectly. Step 1: Using any campus telephne r yur mbile, dial the aut attendant service n: Step 2: Enter yur extensin number if requested. When prmpted, enter the PIN number sent t yu in yur Exchange Vic fllwed by the (#) key. Step 3: The first time yu cnnect yu can change the PIN number prvided t yu but please make sure yu dn t frget it! Next, listen t EVA wh will guide yu thrugh the prmpts t recrd yur name and persnal greeting if yu d nt wish t use the default. When yu are dne, hang up!

4 Step 4: Yur vic is nw ready! Yu can return the vic service at any time fllwing steps 1 & 2 where EVA will guide yu thrugh the available ptins t access yur , vic , calendar, cntacts and ther available ptins. 4. Frwarding Optins Select CFwdALL n yur phne and enter the vic number wait a few secnds and yur phne shuld be frwarded t vic . T cancel the call frward press CFwdALL 5. Other Useful tips Change between the Vice Cntrl and the Keypad Cntrl Change frm the vice user interface t the tuch tne interface. Say Persnal Optins and press 4 n the telephne keypad. Yu shuld hear Yu have chsen the tuch tne interface. Returning t the main menu Yu can nw use the tuch tne interface instead f the vice interface. Change frm the tuch tne interface t the vice user interface press 6 and then 4 n the telephne keypad. Yu shuld hear Yu have chsen the vice user interface. Returning t the main menu Yu can nw use the vice cntrl instead f the keypad cntrl. If yu are currently using the vice cmmands say Persnal Optins and press 4 n the keypad. Using Vice Access Cntrl with EVA The vic cntrl is the default ptin fr the EVA service and is cnfigured t understand English nly. While EVA understands the majrity f grammatical phrases there is sme accents backgrund nise scenaris where speech is difficulty t capture. If EVA has difficulty understanding yu, yu will be given the ptin t repeat r change the menu navigatin t the tuchpad.

5 Reading and Reviewing Users can listen t, reply t, create, and frward unread messages using the telephne. Fr example, if users are expecting an imprtant message, and d nt have access t the Internet, they can use a mbile phne t dial the subscriber access number r the number that is used fr Outlk Vice Access. After users enter their extensin number, enter their PIN, and then say, " ," the Unified Messaging server will access the users' mailbx and read their unread . While the Unified Messaging server reads an message, the user can say ne f the fllwing: "Reply" t reply t the sender. "Reply all" t reply t all recipients n the message. "Frward" t frward the message t anther user. "Flag" t flag the message fr fllw up. "Hide" t hide the cnversatin. Listen t Messages T listen t messages using the vice user interface (VUI), users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say " " t access The Unified Messaging server will read the name, subject, time, and pririty f the first unread message. 3. The user can then say ne f the fllwing ptins: "Next message" t mark the message as Read and g t the next message. "Mark unread" t keep the message marked as Unread and g t the next message. "End" t jump t the end f the message. "Delete" t delete the message. Listening t messages using the tuch tne pad T listen t messages using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 2 t access The Unified Messaging server will read the name, subject, time, and pririty f the first unread message. 3. The user can then press ne f the fllwing ptins:

6 Pund (#) key t mark the message as Read and g t the next message. 9 t keep the message marked as Unread and g t the next message. 33 t jump t the end f the message. 7 t delete the message. Reply t Messages T listen t messages and then reply using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say " " t access Say "Next message" repeatedly until they reach the message t which they want t reply. 3. Listen t the message r say "End" t g t the end f the message. 4. Say ne f the fllwing: "Reply" t reply t the sender. "Reply all" t reply t the sender and all ther recipients. "Frward" t frward the message t anther user r grup. 5. Recrd a reply and then hang up, remain silent, r press any key. T accept the reply message and send it, say "Send it." Replying t an message using the tuch tne pad T listen t messages and then reply using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 2 t access Press # repeatedly until they user reach the message t which they want t reply. Press 9 t mark the message as Unread. 3. Listen t the message r press 33 t g t the end f the message.

7 4. Press 8 t reply t the sender, press 88 t reply t the sender and all ther recipients, r press 6 t frward the message t anther user r grup. 5. Recrd a reply, and then press #. T accept the reply message and send it, press 1. Replying t an message using the tuchtne pad Listen t the Next Unread Message T listen t an message and then g t the next unread message using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say " ." 2. Say "Next unread." Say "Mark unread" if they want t mark the message as Unread. Reading the next unread message using the tuchtne pad T listen t an message and then g t the next unread message using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 2 t access Press ## t listen t the next unread message. Press 9 t mark the message as Unread. Flag an Message fr Fllw Up T listen t messages and flag messages fr fllw up using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say " " t access Say "Next message" repeatedly until they reach the message that they want t flag fr fllw up. Say "Mark unread" t mark the message as Unread. 3. Listen t the message r say "End" t g t the end f the message. 4. Say "Flag" r "Flag fr fllw up" t flag the message fr fllw up.

8 Flagging an message fr fllw up using the tuch tne pad T listen t messages and flag messages fr fllw up using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 2 t access Press # repeatedly until they reach the message that they want t flag fr fllw up. Press 9 t mark the message as Unread. 3. Listen t the message r press 33 t g t the end f the message. 4. Press 0 (zer) twice t access mre ptins. 5. Press 44 t flag the message fr fllw up. Managing Calendar Items Users can listen t, reply t, create, and frward items in their calendar ver the telephne. Fr example, a user has a meeting at 10:00 A.M. Hwever, because f sme unexpected delays, the user will be 15 minutes late. The user can infrm the ther meeting attendees by calling the telephne number fr Outlk Vice Access, lgging n t the Exchange 2010 mailbx, and then accessing the list f meetings fr that day in the calendar. After Unified Messaging reads the meeting request fr the 10:00 A.M. meeting, the user can use the I'll be late feature t infrm all the meeting attendees that the user will be 15 minutes late. Each attendee will receive an message that infrms them that the user will be 15 minutes late. The user als has the ptin t attach a vice mail message. In anther example, a user may have an imprtant client wh decides t schedule an all-day meeting n very shrt ntice. The user must cancel all ther meetings fr that day in the simplest pssible way. Using the Clear my calendar feature, users can quickly and easily clear their calendar fr the whle day. Send an I'll Be Late Message T send an I'll be late message t meeting participants using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Calendar fr tday." 2. Listen t the meeting request. 3. After the meeting request has been read, say "I'll be late."

9 4. Unified Messaging asks, "Hw late?" Say "10 minutes." 5. Unified Messaging asks, "D yu want t recrd a message?" Say "Yes." Recrd the message, and then say "Send it." Sending an I'll be late message using the tuchtne pad T send an I'll be late message t meeting participants using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 3 t access their calendar. 2. Listen t the meeting requests t lcate the meeting fr which t send an I ll be late message. 3. After the meeting request has been read, press Unified Messaging asks, "Hw late?" Enter 10 n the telephne key pad. Cancel a Meeting T cancel a meeting, the user must be the meeting rganizer. T cancel the meeting using the VUI, meeting rganizers must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Calendar fr tday" t access their calendar. 2. Listen t the meeting request. 3. After the meeting request has been read, say "Cancel meeting." 4. Cnfirm the meeting cancellatin by saying "Yes." 5. After Unified Messaging asks whether the meeting rganizer wants t attach a recrded message, say "Yes." Recrd the message, and then say "Send it."

10 Cancelling a meeting using the tuchtne pad T cancel a meeting, the user must be the meeting rganiser. T cancel the meeting using the tuchtne interface, meeting rganisers must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 3 t access their calendar. 2. Listen t the meeting requests t lcate the meeting t cancel. 3. Press 7 t cancel the meeting. 4. If meeting rganizers chse t send a vice message, they can then press ne f the fllwing ptins: # t stp recrding the message. 1 t accept the recrded message. Clear a Calendar T clear their calendar using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Calendar fr tday" t access their calendar. 2. Say "Clear my calendar." 3. Enter the time r the number f days t be cleared. 4. After Unified Messaging asks whether they want t attach a recrded vice message, they say "Yes," recrd the message, and then say "Send it." If they d nt want t send an attached recrded vice message, they say "N." Clearing a calendar using the tuchtne pad T clear their calendar using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 3 t access their calendar. 2. Press 00 t g t the Mre Optins menu. 3. Press 77 t clear their calendar. 4. Enter the number f hurs t clear frm the calendar. 5. If users chse t send a vice message, they can d ne f the fllwing: Press # t nt send a vice message

11 Recrd the vice message when prmpted, press # t stp recrding the message, and then press 1 t accept the recrded message. Accept a Meeting Request T accept a meeting request using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say " " t access their Listen t the message that cntains a meeting request. 3. Say "Accept" t accept the meeting request. Accept a Meeting with the tuch tne pad T accept a meeting request using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 2 t access their Listen t the message that cntains a meeting request. 3. Press 4 t accept the meeting request. Reply t a Meeting Request T reply t a meeting request using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Calendar fr tday." 2. Listen t the meeting requests t lcate the meeting request t reply t. 3. Say "Mre ptins" t pen the Mre Optins menu. 4. Say "Reply" t reply t the meeting rganizer. 5. Recrd a message. 6. Say "Send it." Replying t a meeting request using the tuchtne pad

12 1. T reply t a meeting request using the tuchtne interface, users must dial the UM subscriber access number, enter their extensin number and PIN, and then d the fllwing: 2. Press 3 t access their calendar. 3. Listen t the meeting requests t lcate the meeting request t reply t. 4. Press 00 fr mre ptins. 5. Press 8 t reply t the meeting rganizer. 6. Recrd a message, and then press #. 7. Press 1 t accept the recrding and send the message. Managing Persnal Optins and Cntacts Users can manage their persnal ptins and cntacts using Outlk Vice Access. They can: Call a persnal cntact. Lcate and call a user in the directry. Cnfigure persnal ptins, such as changing their PIN ver the telephne. Recrd a Persnal Greeting T recrd a persnal greeting using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Persnal ptins" t access the Persnal Optins menu. 2. Press 2 t recrd greetings. 3. Press 1 t recrd a persnal greeting. 4. Press # t stp recrding the persnal greeting. 5. If they have t re-recrd their persnal greeting, they shuld press Press 1 t accept the persnal greeting. Recrding a persnal greeting using the tuchtne pad 1. T recrd a persnal greeting using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing:

13 Nte: 2. Press 6 t access persnal ptins. 3. Press 2 t recrd greetings. 4. Press 1 t recrd a persnal greeting. 5. Press 2 t re-recrd the persnal greeting. 6. Press # t stp recrding the persnal greeting. 7. Press 1 t accept the persnal greeting. When users change their telephne greeting, they are als given the ptin t turn n r ff their e- mail autmatic reply message. Send a Vice Message t a User Users can lcate and send a vice message t anther vic -enabled user. T send a vice message t anther user using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Directry." 2. Say the name f the persn t lcate. 3. Select the crrect persn frm the list. 4. Say "Send a message," and then recrd the vice message. 5. Say "Send it" t send the message. Sending a vice message t anther user using the tuchtne pad 1. Users can lcate and send a vice message t anther vic -enabled user. T send a vice message t anther user using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 2. Press 4 t search fr a cntact. 3. Press 00 t lcate the persn in the directry. 4. Spell the name f the persn t lcate using the telephne keypad. 5. Select the crrect persn frm the list.

14 6. Press 3 t send a vice message t the persn. 7. Recrd the vice message, and then press # t stp recrding. 8. Press 1 t accept the vice message and send it. Lcate and Call a User in the Directry T lcate and call a user in the directry using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Directry." 2. Say the name f the persn t lcate. 3. Select the crrect persn frm the list. 4. Say "Call the ffice." Lcating and calling a user in the directry using the tuchtne pad T lcate and call a user in the directry using the tuchtne interface, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Press 4 t access persnal cntacts. 2. Press 00 t lcate a persn in the directry. 3. Spell the name f the persn t lcate using the telephne keypad. 4. Select the crrect persn frm the list. Change a PIN T change their PIN using the VUI, users must dial the vic number in step 3, enter their extensin number and PIN, and then d the fllwing: 1. Say "Persnal ptins." 2. Press 3 t change the PIN. 3. Enter the new PIN, and then press #. 4. Press # t cnfirm the new PIN. This prcess is shwn in the fllwing figure.

15 Changing a PIN using the tuchtne pad 1. T change their PIN using the VUI, users must dial the UM subscriber access number, enter their extensin number and PIN, and then d the fllwing: 2. Press 6 t change persnal ptins. 3. Press 3 t change the PIN. 4. Enter the new PIN, and then press #. 5. Press # t cnfirm the new PIN.

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