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1 Unified Messaging Using Your Cisco VOIP Phone Accessing your voicemail using your email program, Webmail (using browser) or your phone L:\Trgdocs\PHONES-VOIP-Cisco\Unified.

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Presentation on theme: "1 Unified Messaging Using Your Cisco VOIP Phone Accessing your voicemail using your email program, Webmail (using browser) or your phone L:\Trgdocs\PHONES-VOIP-Cisco\Unified."— Presentation transcript:

1 1 Unified Messaging Using Your Cisco VOIP Phone Accessing your voic using your program, Webmail (using browser) or your phone L:\Trgdocs\PHONES-VOIP-Cisco\Unified Messaging.ppt rev 08/2006)

2 2 Unified Messaging - College Unity server [Sending Voice Mail to ] Tom Long (ECS – formerly CEDCC) Tom Long (ECS – formerly CEDCC) Administrator for the Unity server in College Administrator for the Unity server in College College of Engineering - Unity Unified Messaging Server College of Engineering - Unity Unified Messaging Server Set up to port voice mail to the server in College Set up to port voice mail to the server in College Users must have a College of Engineering mail account to use the unified messaging capability Users must have a College of Engineering mail account to use the unified messaging capability FAX Server to be installed (future capability) FAX Server to be installed (future capability) FAX capabilities would also be available FAX capabilities would also be available FAXs received could be ported to College server as attachments FAXs received could be ported to College server as attachments

3 3 How Does My VOIP Phone Work with My ??? How do my Voic messages get into my InBox?

4 4 HOME or Remote Location OFFICE (w/ VOIP phone) At home or a remote location, to check your mail ( , voice mail, fax), you can: Call to connect to your voice mail remotely (youre prompted to enter ID (5-digit office phone #) & security password # (4-digit number) ** OR ** Log into your Exchange mail (WebMail, etc.), and check your (if an Exchange client) ENGR: https://mail.engr.psu.edu/exchange/https://mail.engr.psu.edu/exchange/ University TNS (formerly OTC) VOIP (Voice Over IP) Servers Incoming Call No answer – Voice Mail left Incoming Call No answer – Voice Mail left College Servers Unity – Unified Messaging Services (handles VOIP voice mail and ties to our mail server) Exchange MAIL Server (Colleges Server) Voice Mail message Unity server Voice Mail Message sent to server Voice Mail Message sent to server I cant answer that- Ill let voice mail pickup Incoming Call To check your voice mail, you can: ON PHONE--Use the [Messages] button ** OR ** USING - Check your (if an Exchange client) Call Manager Voice Message is saved as a.wav sound file attachment; FAX is also a file attachment Received FAX sent to server Received FAX sent to server Received FAX sent to FAXl server College FAX Server (handles incoming FAXs and sends to mail server) Incoming FAX University Centrex System

5 5 Lets step through the process of listening to a voic message using your program For this example, were going to use Outlook, but you can use Eudora, and other programs For this example, were going to use Outlook, but you can use Eudora, and other programs Well discuss the specific issues if youre software or options youve set will need to be changed Well discuss the specific issues if youre software or options youve set will need to be changed Well launch our program and look at the voic messages … Well launch our program and look at the voic messages …

6 6 Voic Message in Outlook In Outlook, Horn icon indicates voic message Paper clip icon indicates an attachment (voic is a.wav attachment) [same in Eudora] FROM field indicates Unity Messaging System… SUBJECT field indicates Message from… followed by either the persons phone number, name (if caller is within ENGR and using a VOIP phone), or unidentified caller if caller ID is not available on callers phone

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8 8 Opening a Voic Message within To open a voic message within your program: To open a voic message within your program: Simply doubleclick on the message to open it up Simply doubleclick on the message to open it up just as you would any normal message youd receive just as you would any normal message youd receive Doubleclick on the voic attachment (.wav file) Doubleclick on the voic attachment (.wav file) OR if you have Viewmail installed, the attachment will play automatically OR if you have Viewmail installed, the attachment will play automatically Lets open a message up … Lets open a message up …

9 9 Opening Voic Messages Open message and doubleclick on the.wav file attachment to play the voic message You open a voic message the same way you would any file attachment (in Outlook, Eudora, etc.) You open a voic message the same way you would any file attachment (in Outlook, Eudora, etc.)

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11 11 Forwarding a Voic message to someone else… You can forward a voic message to someone else once youve listened to the message You can forward a voic message to someone else once youve listened to the message You forward just as you would any other message youve received You forward just as you would any other message youve received Advantages: Advantages: No need to write a message to someone No need to write a message to someone The person gets the actual file attachment and simply doubleclicks on it to listen to the original message left The person gets the actual file attachment and simply doubleclicks on it to listen to the original message left Lets forward a voic message… Lets forward a voic message…

12 12 Forwarding a Voic Message Once message is selected, click Forward icon You can forward a voic message by selecting the message and using the Forward command in your program, just as any other message You forward a voic message the same way you would any message (in Outlook, Eudora, etc.) You forward a voic message the same way you would any message (in Outlook, Eudora, etc.)

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14 14 Deleting your Voic Messages… You should delete your voic messages that are no longer needed You should delete your voic messages that are no longer needed Space on the server will be limited Space on the server will be limited There is a quota for each user regarding storage space for s and attachments There is a quota for each user regarding storage space for s and attachments You delete your voic messages just as you would any other message you receive You delete your voic messages just as you would any other message you receive Lets delete a voic message… Lets delete a voic message…

15 15 Deleting a Voic Message Once message is selected, use the Delete icon of your program (or any other Delete function you normally use in Outlook, Eudora, etc.) You can delete a voic message by selecting the message and using the DELETE command in your program, just as any normal message NOTE: Voic s can be saved, just as you save any message, but it will be important that you delete any unwanted & unnecessary voic messages because of the space used on the server. Simply delete as you normally would in your program (Outlook, Eudora, etc.) NOTE: Voic s can be saved, just as you save any message, but it will be important that you delete any unwanted & unnecessary voic messages because of the space used on the server. Simply delete as you normally would in your program (Outlook, Eudora, etc.)

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17 17 You can check your voic remotely using your Browser & Accessing Webmail Using your browser, you can access Webmail to run your voic messages back, provided that you dont have your mail forwarded from ENGR to another mail server and your voic messages are on the server Using your browser, you can access Webmail to run your voic messages back, provided that you dont have your mail forwarded from ENGR to another mail server and your voic messages are on the server Example: If youre at home or away from your office, you can use any browser to access your voic messages/ messages by connecting to Webmail Example: If youre at home or away from your office, you can use any browser to access your voic messages/ messages by connecting to Webmail Lets access our voic messages using Internet Explorer … Lets access our voic messages using Internet Explorer …

18 18 Accessing your Voice Mail Using Engineerings Webmail Launch your browser from anywhere: https://mail.engr.psu.edu/exchange

19 19 WebMail (ENGR) looks like this from your browser… When using Webmail through your browser, notice that your voic messages will look identical – the paperclip will indicate the voic attachment, the FROM area will have Unity Messaging System, and the SUBJECT area will have Message from… – simply open the message and the attachment

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21 21 ISSUES Relating to Voic Forwarding Issues Forwarding Issues Do you need to change your current forwarding if you have multiple mail accounts? Do you need to change your current forwarding if you have multiple mail accounts? Options for Retrieving Voic s Options for Retrieving Voic s Using phone Using phone Using Webmail (with your browser) Using Webmail (with your browser) Using your program Using your program

22 22 Your Program as well as any Forwarding you set will affect how you can access your voic s… Many users in the College have multiple accounts Many users in the College have multiple accounts ENGR mail account ENGR mail account CAC (ITS) mail account (university) CAC (ITS) mail account (university) Department mail account Department mail account Departments that are running their own mail server may have all users accessing mail from that server Departments that are running their own mail server may have all users accessing mail from that server The various VoIP phone/ capabilities will be dependent upon how you have your mail forwarded (if you have multiple accounts) The various VoIP phone/ capabilities will be dependent upon how you have your mail forwarded (if you have multiple accounts) How you are forwarding your will affect how you can access your voic messages How you are forwarding your will affect how you can access your voic messages Using phone Using phone Using Webmail Using Webmail Using [provided that mail is on the server] Using [provided that mail is on the server]

23 23 If you do have MULTIPLE accounts and are forwarding your … If you forward your from the ENGR mail server You wont be able to access your voic s using your phone or using Webmail, but you can access the voic s from your program You wont be able to access your voic s using your phone or using Webmail, but you can access the voic s from your program Provided that the /voic is on the server (EX: Eudora options Leave mail on server) Provided that the /voic is on the server (EX: Eudora options Leave mail on server) Lets take a look at some typical scenarios concerning the forwarding issue on the following slides… Lets take a look at some typical scenarios concerning the forwarding issue on the following slides…

24 If you use ENGR and do NOT forward… Unity Server ENGR Mail Server.wav file attachment Incoming Voic Voic becomes.wav attachment NO FORWARDING SET Webmail https://mail.engr.psu.edu/exchange/ Phone (at work or remote location) Launch your program [provided that mail is on the server] If you are using ENGRs mail server and not forwarding to another mail server, you can access your voic s by either: Using a phone Using ENGRs Webmail Using your program If you are using ENGRs mail server and not forwarding to another mail server, you can access your voic s by either: Using a phone Using ENGRs Webmail Using your program

25 25 If you forward your mail from ENGR to CAC(ITS)… Unity Server ENGR Mail Server CAC(ITS) or another Mail Server.wav file attachment Incoming Voic Voic becomes.wav attachment Forwarding setattachment sent to another server ENGRs Webmail https://mail.engr.psu.edu/exchange/ Phone (at work or remote location) Launch your program [provided that mail is on the server] NO NO Issue: If you forward your mail to the Universitys mail server or another mail server other than ENGRs mail server, your voic s along with your s will be forwarded and you will only be able to access your voic s through your program, NOT your phone or ENGRs webmail

26 EUDORA Users - If you use ENGR Mail Server, have Eudora (POP client), and do NOT forward to CAC (ITS)… Unity Server ENGR Mail Server.wav file attachment Incoming Voic Voic becomes.wav attachment NO FORWARDING SET to Univ. mail server ENGRs Webmail https://mail.engr.psu.edu/exchange/ Phone (at work or remote location) Eudora Launch your program [provided that mail is on the server] Issue: Because Eudora checks mail, your red light on handset will turn off and voic will appear as read even though the voic is new You can access your voic s via the phone but they will be identified as saved messages, not new voic In EUDORA or using ENGRs Webmail (using your browser), you will be able to access and listen to your voic s at any time by accessing your and checking your IN box for voic messages. NOTE: If you delete your voic s through the phone or through your program/web , they are DELETED everywhere. From office phone: Touch [Messages], enter password Touch If dialing in remotely, call Enter your 5-digit office phone # (ID) Enter your password, then touch 3 1 1

27 27 How to CHANGE your FORWARDING… If you want to change your forwarding, visit: If you want to change your forwarding, visit: Scroll to the VOIP Phone Information category Scroll to the VOIP Phone Information category Select VOIP - Forwarding to COE Mail Server Select VOIP - Forwarding to COE Mail Server Identify what your current forwarding is, and follow the relevant instructions in the last column of the table Identify what your current forwarding is, and follow the relevant instructions in the last column of the table

28 28 Change Forwarding to Engineering ENGR Mail Server (this info is available at )www.ecs.psu.edu/training/networkmanual.htm

29 29 Change Forwarding to Engineering Mail Server (contd)…

30 30 Eudora Options (Settings are Important) ( this info is available at )www.ecs.psu.edu/training/networkmanual.htm

31 31 Eudora Options (contd) …

32 32 MS Outlook Options – Most users are set up as Exchange clients, but if youre set up as a POP Client using Outlook, options will matter…

33 33 Eudora Options – Video Clip 1

34 34 Eudora Options – Example #1 - Video Clip 2

35 35 Eudora Options – Example #2 - Video Clip #3

36 36 Eudora Options – Example #3 - Video Clip #4

37 37 Eudora Options – Example #4 - Video Clip #5

38 38 Eudora Options – Example #5 - Video Clip #6

39 39 Eudora Options – Example #6 - Video Clip #7

40 40 Outlook POP Options – Example #7 - Video Clip #8

41 41 Outlook POP Options & Laptop Exchange Client – Example #8 - Video Clip #9

42 42 Online Information on Voic There is VOIP information available online There is VOIP information available online Some links will take you to the documentation available on the training webpages Some links will take you to the documentation available on the training webpages Lets take a look at whats available online… Lets take a look at whats available online…

43 43 Online Information – Unity Server

44 44 Online Information – Our Training Website - Network User Manual Page VOIP Phone Information [presentations & documentation] (well be adding info here)

45 45 Get to VoIP info, click USER MANUAL

46 46 Questions – HELP ?? HELP HELP Phone Problems - TNS Support – Phone Problems - TNS Support – Problems – ECS (T. Long) – Problems – ECS (T. Long) – Or Or Remote Access to Voic Remote Access to Voic Dial-in Number Dial-in Number Enter ID (5-digit phone #) + password Enter ID (5-digit phone #) + password Webmail https://mail.engr.psu.edu/exchange Webmail https://mail.engr.psu.edu/exchangehttps://mail.engr.psu.edu/exchange Enter Engineering network username and password Enter Engineering network username and password program program Launch your program and check voic messages Launch your program and check voic messages Remember – voic MUST be on the server to access the message Remember – voic MUST be on the server to access the message Training/Support Training/Support Training Home Page: Training Home Page: Sue Pysher and Maria Ruth Sue Pysher and Maria Ruth or or


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