This is supporting documentation for an OIT service. For complete service details and order information, visit Voicemail.
What is Unified Messaging?
Email on your phone. Voicemail in Outlook. Quick. Convenient. Connected.
Exchange 2007 Unified Messaging combines Outlook Voice Access, a full-featured voicemail system, with your Microsoft Outlook email, contacts, and calendaring information. Through Unified Messaging, you can use Outlook Voice Access with your campus phone or your computer to accomplish the following tasks:
- Listen to emails and voicemails.
- Forward, reply, save, or delete emails and voicemails.
- Interact with your calendar.
- Locate a person in the global address list or among your personal contacts.
- Send a voice message to a person.
- Change your PIN, spoken name, or greetings.
Integration with Email
Microsoft Exchange technology allows users to integrate their voicemail and email like never before. Each voicemail message can be automatically packaged and sent to your Email inbox. You can choose to listen to your message from your phone or to play it on your computer from your email inbox at your convenience. On the go without email access? With Unified Messaging, your voicemail can read your new email to you! Simple voice commands are used to move around the system, rather than having to memorize a number sequence to navigate menus.
Do you prefer your current voicemail configuration? No problem. Unified Messaging can be set up as a simple voicemail box. You will be able to listen to all of your messages from your phone just as usual. The system options that integrate with email or calendaring will be disabled.
Start Using Your Account
- To access your new voicemail box, press the messages button. Enter your temporary PIN (142106).
- Press the # key. You will be prompted to record your name and create a personal voicemail greeting.
- Follow the Outlook Voice Access Attendant instructions to access other Unified Messaging features. The attendant will announce available options.
Note: Outlook Voice Access uses voice commands or touch-tone commands. The default interface uses voice commands. If you would rather use the keys to make choices, press any number on the keypad and you will be prompted with instructions to make the change. You can switch to touch-tone commands permanently by saying "Personal Options" after entering your PIN.
Using Outlook Voice Access
Access Voicemail and Email from Your Phone
- On your phone, press messages. If you are calling from an off-campus phone, dial (801) 422-8844 and enter your five-digit extension.
- Enter your PIN and press #.
- Unified Messaging will then give you a summary including the number of voice messages in your inbox, the number of new email messages in your inbox, and your next appointment. Make commands by speaking. If you prefer using your keypad, press any key at any time. Instructions will help you change your settings.
You can say the following commands after accessing Outlook Voice Access
- "Calendar Options" or "Calendar for Today"
- "Personal Contacts"
- "Personal Options"
Other basic voice commands
- "Next Message"
- "Find by Name"
(e.g. by saying "Email," each unread email message from your email inbox will be read back to you.)
Commands while a message plays
- "Fast Forward"
- "Slow Down"
Note: By default, Unified Messaging will only read new email messages sent to one folder—the inbox. You can modify the default voicemail box as explained in the "Change your voicemail preferences" section in the next column. If you have Outlook rules that move messages to various folders as they arrive, Unified Messaging will not read them unless they arrive to the one and only default folder.
Accessing Voicemail in Outlook
When you first activate your Unified Messaging account, it will update your Microsoft Outlook Email account so you can listen to your voicemail from your computer.
Note: The day your account is set up, you must restart Microsoft Outlook in order to enable the Unified Messaging features.
To access your voicemail from Outlook
- When you receive a voicemail, check your email inbox. The voicemail message will appear like an email, but instead have a phone number as the sender.In the open message, you will see an audio player like this:
- Click the play button to hear the message. You can drag the slider to any place in the recording, stop the message, skip to the end, return to the beginning, or adjust the volume control.
Change your voicemail preferences in Outlook
- From the Outlook toolbar, select Tools > Options > Voicemail.
- If prompted, you may need to enter your BYU Net ID (preceded by \exch) and password.Click OK.
- The Voicemail tab of the Options window 3. will display. From the voicemail tab, you can reset your PIN, change your default mail folder, set options to play messages on another phone, choose an "out of office" greeting, re-record greetings, and other options.
Disabling Unified Messaging and Converting to Voicemail Only
As part of Unified Messaging, there is a function called Outlook Voice Access that allows individuals to access their voicemail from their Outlook email inbox, or they can access their email from their voicemail box. (see https://it.byu.edu/byu/sc_help.do?&sysparm_document_key=kb_knowledge,ce7db2110a0a3c0e3ff1a01cb5f70a75)
To enable this service, follow KB0024229or KB0017147.
To disable this service (change to a voicemail only exchange account):
- Navigate to it.byu.edu and search "Voicemail" in the search bar
- Select "Voicemail" and select "Order | Modify"
- Select "Change Service"
- Check "Adjust email and voicemail bundling"
- Select "Voicemail only"
- Select "instant order" in order to submit
For more information about Voice Access as it related to Unified Messaging Voicemail, see KB0017145.