Unified Messaging User Guide

Transcription

1 Av MICHIGAN STATE UNIVERSITY IPF Telecommunication Systems Unified Messaging User Guide 1

2 MIC H IGAN S T ATE UN IVER S I TY Unified Messaging User Guide Table of Contents Table of Contents What is Unified Messaging?... 3 Requirements & Submitting a Service Request... 3 Logging In and Activating Service... 4 Playing and Removing Messages... 6 Activating and Using Call-Me... 7 Activating and Using Personal Assistant... 9 Integrating Your Voic with Integrating Your Voic with Microsoft Outlook Contact Us

3 What is Unified Messaging? Unified Messaging is an application that allows you to access your voic messages using a computer rather than a telephone and/or to receive notifications when you have a new voic message. This is particularly useful if you are not at your desk often, or need to access your voic from remote locations. This is a free service for all Campus Voice Mail users. Unified Messaging can be used in conjunction with your web-browser, your standard account (such as mail.msu.edu), or your Microsoft Outlook client. Requirements & Submitting a Service Request To be eligible to use Unified Messaging, you must already be a subscriber to the Campus Voic Service. If you are not a subscriber, please submit a service request via the Infrastructure Planning and Facilities website: Click on the Request Service link on the upper right side of the screen to begin your request. 3

4 Logging In and Activating Service Activating the service is as simple as logging into the Unified Messaging website for the first time. To login, you need to point your web-browser to You will be presented a login screen as shown below: Fill out the form by providing your mailbox number (your 5-digit campus phone number), and your voic passcode. If you are not at a shared computer, you may check the Remember Me box. Once you click the Submit button, you should be logged in, and your Unified Messaging account should be established. After a few seconds, you should see a screen that looks like the following: 4

5 The application is split into tabs along the top of the screen. The first visible tab is the Messages tab, followed by the Settings, Distribution Lists, Greetings, and possibly a Call Director tab. Within the application, you also have different fields listed for each call you receive: 1. Caller ID: If the person whom left you a message has an account on the Campus Voic system, their name will appear within this column. If they are off-campus, or do not have a mailbox on the system, their name will show as Unknown Caller. If the Caller ID field is highlighted, this means the message is currently marked as Unread. 2. Mailbox: This displays the mailbox number (and campus phone number) of the person leaving you the message. This column is only populated if the information is available to the system. 3. Received: The date/time stamp from when the message was left. The date format is in European format, or Day / Month / Year format. 4. Length: This field shows the length of the message (in minutes: seconds). Along the top of the screen, there is a link to Logout. When you wish to complete your session with Unified Messaging, you should click this link to logout completely. Simply closing the web-browser will not logout you out all the way, and the session may be resumed without your permission. 5

6 Playing and Removing Messages Within the Unified Messaging application, make sure you are at the Messages tab. You will be presented with a list of messages you currently have in your mailbox. To play a message using your web browser: 1. Click on the Play button next to the message you wish to play. The message will be downloaded to your PC in a.wav format and played with your default audio player. To remove a message using your web browser: 1. Click the checkbox next to the message you wish to delete, and then click the Delete button near the top of the screen. 6

7 Activating and Using Call-Me Call Me is a feature that will call a 5-digit campus number that you can answer to listen to your voice messages over the telephone. To activate the Call-Me feature: 1. Click on the Settings tab while logged into the Unified Messaging website. You will be presented with a screen similar to the following: 2. In the Call Me Phone Number field, type in the 5-digit campus phone number that you wish to use for receiving a call from the system. Do not format the number with dashes or dots. 3. Once you have filled in the number, click on the Save button near the top of the screen. You may now return to the Messages tab. 7

8 To play a message using the Call-Me feature: 1. Click on the Call Me button within the Messages tab. This will cause the voic system to call the campus number that was listed in the Settings tab. 2. You will then be able to click on the messages you wish to playback. 3. When you are finished listening to your messages, click the Close Call Me button, or simply hang up the telephone. 8

9 Activating and Using Personal Assistant Personal Assistant is the zero out option that you can provide for your callers to give them an opportunity to try to reach another person in your office rather than leave a voice message for you. You can use your main department number for this or the number of a co-worker who can assist in your absence. In your greeting you can let your caller know that they can press 0 for assistance. Enter the 5-digit number you want to use for your zero out option in the Personal Attendant Number field and then press Save: 9

10 Integrating Your Voic with Unified Messaging can send a copy of your voic to any active account. With an account configured on your voic box you will receive an notification when you have a new message. The you receive is simply a notification and the attached.wav file is a copy of the message. You can listen to the message on your computer speakers or your smart phone if you are synching your MSU on your cell phone. You are not actually accessing the voice mail server when you listen to messages from the notification.wav file. This means that your voice mail doesn t actually get deleted or marked as read when you listen to the message from the , or when you delete the . To setup the integration with your account: 1. Click on the Settings tab while you are logged into the system. 2. In the UM-SMTP Address field enter the address you would like to use for the voic notifications 10

11 3. Also enter your preferred address in the UM-Web View Address field to enable all features of Unified Messenger. 4. Once you have updated this address, click on the Save button near the top of the screen to save your changes. Voic notifications will then begin to forward to your account. Messages will be coming from addresses so if you have spam filters setup, please make sure to unblock, or white-list those addresses. 5. If you ever wish to stop the mail.msu.edu integration, simply clear out your address from the UM Standard Address field in the Settings tab and hit Save. Future voic messages will no longer be ed to your account. 11

12 Integrating Your Voic with Microsoft Outlook After you have activated your Unified Messaging account, you can integrate your voic within Microsoft Outlook. To setup the integration with Microsoft Outlook: 1. Click the Folder tab in Outlook. 2. Then click on the New Folder tab 12

13 3. In the resulting dialog box, type in the name of the folder that you wish to create. We suggest Voic . Click OK to continue. 4. From the folder listings, right-click on the folder you created, and choose the Properties selection. 13

14 5. Click on the Home Page tab and enter the address of You must also select the option of Show home page by default for this folder. Click OK. 14

15 6. Click on the new folder you just created (Voic ) to pull up the login screen for the voic . You will need to enter your mailbox number and mailbox passcode. It is suggested you click on the Remember Me checkbox for the Outlook Client. Click the Submit button. 7. You will then be presented the normal Unified Messaging screen. You can play your messages from within the Outlook client, and activate the Call Me feature. If you are ever logged out, there will be a link that will log you back in without having to re-enter your passcode every time. It is located just below the normal Login screen. Contact Us Please contact IPF Telecommunication Systems at for further assistance with Unified Messaging. January