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‘Unified Messaging’ Using Your Cisco VOIP Phone

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Presentation on theme: "‘Unified Messaging’ Using Your Cisco VOIP Phone"— Presentation transcript:

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 Unified Messaging - College ‘Unity’ server [Sending Voice Mail to Email]
Tom Long (ECS – formerly CEDCC) Administrator for the Unity server in College College of Engineering - Unity ‘Unified Messaging’ Server 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 FAX Server to be installed (future capability) FAX capabilities would also be available FAX’s received could be ported to College server as attachments

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

4 I can’t answer that-I’ll let voice mail pickup
University TNS (formerly OTC) ‘VOIP’ (Voice Over IP) Servers College Servers ‘Unity’ – Unified Messaging Services (handles VOIP voice mail and ties to our mail server) College FAX Server (handles incoming FAX’s and sends to mail server) Exchange MAIL Server (College’s Server) ‘Call Manager’ Voice Mail Message sent to server Received FAX sent to server Incoming Call FAXl server FAX sent to Received Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment Incoming Call I can’t answer that-I’ll let voice mail pickup Voice Mail message Unity server HOME or Remote Location OFFICE (w/ VOIP phone) University Centrex System Incoming Call No answer – Voice Mail left Incoming FAX To check your voice mail, you can: ON PHONE--Use the [Messages] button ** OR ** USING - Check your (if an Exchange client) At home or a remote location, to check your mail ( , voice mail, fax) , you can: Call to connect to your voice mail remotely (you’re 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/

5 Let’s step through the process of listening to a voicemail message using your Email program
For this example, we’re going to use Outlook, but you can use Eudora, and other programs We’ll discuss the specific issues if you’re software or options you’ve set will need to be changed We’ll launch our program and look at the voic messages …

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

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

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

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11 Forwarding a Voicemail message to someone else…
You can forward a voic message to someone else once you’ve listened to the message You forward just as you would any other message you’ve received Advantages: 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 Let’s forward a voic message…

12 Forwarding a Voicemail 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 (in Outlook, Eudora, etc.)

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14 Deleting your Voicemail Messages…
You should delete your voic messages that are no longer needed Space on the server will be limited 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 Let’s delete a voic message…

15 Deleting a Voicemail 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.)

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17 You can check your voicemail remotely using your Browser & Accessing Webmail
Using your browser, you can access Webmail to run your voic messages back, provided that you don’t have your mail forwarded from ENGR to another mail server and your voic messages are on the server Example: If you’re at home or away from your office, you can use any browser to access your voic messages/ messages by connecting to Webmail Let’s access our voic messages using Internet Explorer …

18 Accessing your Voice Mail Using Engineering’s Webmail
Launch your browser from anywhere: https://mail.engr.psu.edu/exchange <you’ll get an alert that you’re going over a secure connection—click [OK]> <you’ll be asked to enter your ENGR network username & password>

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

22 Your Email Program as well as any Forwarding you set will affect how you can access your voicemails…
Many users in the College have multiple accounts ENGR mail account CAC (ITS) mail account (university) Department mail account 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) How you are forwarding your will affect how you can access your voic messages Using phone Using Webmail Using [provided that mail is on the server]

23 If you do have MULTIPLE Email accounts and are forwarding your email…
If you forward your from the ENGR mail server You won’t 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’) Let’s 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 Incoming Voic NO FORWARDING SET .wav file attachment If you are using ENGR’s mail server and not forwarding to another mail server, you can access your voic s by either: Using a phone Using ENGR’s Webmail Using your program Voic becomes .wav attachment Phone (at work or remote location) Webmail https://mail.engr.psu.edu/exchange/ Launch your program [provided that mail is on the server]

25 If you forward your mail from ENGR to CAC(ITS)…
Incoming Voic Unity Server ENGR Mail Server CAC(ITS) or another Mail Server .wav file attachment .wav file attachment Voic becomes .wav attachment Forwarding set—attachment sent to another server NO NO Issue: If you forward your mail to the University’s mail server or another mail server other than ENGR’s 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 ENGR’s webmail Phone (at work or remote location) ENGR’s Webmail https://mail.engr.psu.edu/exchange/ Launch your program [provided that mail is on the server]

26 EUDORA Users - If you use ENGR Mail Server, have Eudora (POP client) , and do NOT forward to CAC (ITS)… ENGR Mail Server Unity Server Incoming Voic .wav file attachment NO FORWARDING SET to Univ. mail server NOTE: If you delete your voic s through the phone or through your program/web , they are DELETED everywhere. Voic becomes .wav attachment 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 Eudora Launch your program [provided that mail is on the server] Phone (at work or remote location) ENGR’s Webmail https://mail.engr.psu.edu/exchange/ From office phone: Touch [Messages], enter password Touch In EUDORA or using ENGR’s 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. If dialing in remotely, call Enter your 5-digit office phone # (ID) Enter your password, then touch

27 How to CHANGE your FORWARDING…
If you want to change your forwarding, visit: Scroll to the ‘VOIP Phone Information’ category 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

28 Engineering ENGR Mail Server
Change Forwarding to Engineering ENGR Mail Server (this info is available at )

29 Engineering Mail Server (cont’d)…
Change Forwarding to Engineering Mail Server (cont’d)…

30 Eudora Options (Settings are Important)
( this info is available at )

31 Eudora Options (cont’d) …

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

33 Eudora Options – Video Clip 1

34 Eudora Options – Example #1 - Video Clip 2

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

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

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

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

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

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

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

42 Online Information on Voicemail
There is VOIP information available online Some links will take you to the documentation available on the training webpages Let’s take a look at what’s available online…

43 Online Information – Unity Server

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

45 Get to VoIP info, click USER MANUAL
Get to VoIP info, click USER MANUAL

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


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