Voicemail Services - Voicemail (Unified Messaging ) Instructions

Unified Messaging is a feature that combines your phone's voicemail and your Exchange email messages into one mailbox, allowing messages to be accessed from your phone or Outlook email.  Whether you’re on the road or in the office, you can have access to your messages in one step.

Features include:

• Using your telephone to listen to both voicemail and email messages and get a summary of your calendar
  
• The option of sending a message, such as I’m running late, to meeting attendees without having to type an email
• Unified Messaging translates voicemail (audio) to text, allowing you to read your voicemail as an email 
  
• An audio recording of your voicemail is attached to the email text translation, making listening to the message on your computer an additional option
  
  

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COMMON TASKS

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For complete instructions and additional tasks, such as touch tone access, view the Tufts Unified Messaging manual or the Tufts Unified Messaging Tip Sheet.

LOGGING IN TO OUTLOOK VOICE ACCESS

1.	Call the Outlook Voice Access number appropriate for your location as listed below:
		Campus	Number
		Medford/Somerville	x75300 or (617) 627-5300
		Grafton	x88700 or (508) 839-8700
		Boston	x64000 or (617) 636-4000
2.	Enter your extension.
3.	Enter your Personal Identification Number (PIN), and press #.
		If this is your first time logging in, enter your temporary PIN and press #.  You will be prompted to select and enter a new PIN.

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OUTLOOK VOICE ACCESS MENU OPTIONS

Voicemail -	Listen to new voicemail messages and delete messages.
Email -	Listen to new email messages and delete messages.
Calendar -	Listen to your schedule for the day, send “I’m running late messages”, cancel meetings or contact the meeting organizer.
Personal Contacts -	Call a personal contact or locate.
Directory	Locate a contact by first name and last name.
Personal Options -	Change settings for your mailbox including your PIN. Note: This menu option is not voice activated and requires you to use a keypad when entering options.

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RECORDING AN EXTERNAL GREETING

1.	Call Outlook Voice Access using the number appropriate for your location and login.
2.	From the Outlook Voice Access Main Menu, say Personal Options.
3.	Press 2 to record greetings.
4.	Press 2 to record a greeting for when you are out of the office.
	a.	To accept your greeting, press 1.
	b.	To reject your greeting and re-record, press 2.

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RECORDING YOUR NAME

It is highly recommended to record a personal greeting and your name to personalize your mailbox.  If you do not record your name, callers will hear a computer-recorded voice stating your name.

1.	Call Outlook Voice Access using the number appropriate for your location and login.
2.	From the Outlook Voice Access Main Menu, say Personal Options.
3.	Press 2 to record greetings
4.	Press 3 to record your name.
	a.	To accept your recording, press 1.
	b.	To reject your recording and re-record, press 2.

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MANAGING PERSONAL OPTIONS

When you say Personal Options, you will access a menu allowing you to adjust account settings such as resetting your password and recording greetings.

Note: This menu is not voice activated.

Use you keypad to select one of the following options:

PRESS 1	Turn on Automatic Replies to let people know you’re away
PRESS 2	Record greetings
PRESS 3	Change your PIN
PRESS 4	Activate the Touch Tone Interface
		Note: If you activate this feature, voice-activated options will be turned off.  Access this option once again to re-enable the voice-activated menu.

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DISABLING VOICEMAIL PREVIEW IN EMAIL

To access Outlook Web Access, complete the following steps:

1.	Go to http://exchange.tufts.edu and login with your Tufts Username (UTLN) and Tufts Password,
2.	From the upper right corner, select Options – See All Options.
3.	From the menu on the left, select Phone.  The Phone options screen displays.
4.	Along the top of the page, select the Voicemail tab.
5.	Scroll down to the bottom of the page to the Voice Mail Preview Section.  Uncheck the following options:
	a.	Include preview text with voice messages I receive.
	b.	Include preview text with voice messages I send through Outlook Voice Access.
6.	Click Save at the bottom of the page.

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PIN

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CHANGING YOUR PERSONAL IDENTIFICATION NUMBER (PIN)
To change your PIN, complete the following steps:
1.	Call Outlook Voice Access using the number appropriate for your location and login.
2.	From the Outlook Voice Access Main Menu, say Personal Options.
3.	Press 3 to change your PIN.
4.	Enter your new PIN, and then press #.
5.	Press # again to confirm your new PIN.
RETRIEVING A LOST PIN
If you cannot remember your PIN, you can have a temporary PIN emailed to you through Outlook Web Access. To retrieve a temporary PIN, complete the following steps:
1.	Go to http://exchange.tufts.edu .
2.	Enter your Tufts Username and Tufts Password.
3.	Click Sign In.
4.	In the upper right corner, select Options – See All Options.
5.	From the left menu, select Phone.  Your Voicemail options display.
6.	Locate the Reset PIN section and click the Reset my voice mail PIN link.  You will receive an email with a temporary PIN.  Use this temporary PIN to access your voicemail. When prompted, enter a new PIN

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LISTENING TO VOICEMAIL

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LISTENING TO YOUR VOICEMAIL

To listen to voicemail, complete the following steps:

1.	Call Outlook Voice Access using the number appropriate for your location and login to your mailbox.
2.	When prompted, say Voicemail.  Your most recent voicemail message is read.
3.	While listening, say any of the following options:
	a.	Beginning to move back to the beginning of the message.
	b.	Pause to pause the message.
	c.	Fast Forward to fast-forward and skip portions of the message.
	d.	Faster to have the message read more quickly.
	e.	Play to continue playing the message.
	f.	End to go to the end of the current message.
4.	After listening, say one of the following options:
	a.	Next Message to move to the next message in your mailbox.
	b.	Delete Message to delete the message.
			Note: When you delete a voicemail using the telephone system, the voicemail (email with sound file attachment) is also deleted from your Outlook mailbox.
	c.	Main Menu to return to the main menu.

LISTENING TO YOUR CALENDAR

To listen to your calendar, complete the following steps:

1.	Call Outlook Voice Access using the number appropriate for your location and login to your mailbox.
2.	When prompted, say Calendar.  The first meeting on your calendar is read.
3.	Say one of the following options:
		a.	Next to listen to the details of your next meeting.
		b.	Cancel Meeting to cancel the meeting. You must be the meeting organizer to use this option.
		c.	Meeting Details to hear the date, time, and meeting location.
		d.	Clear My Calendar to cancel all of your meetings for the day.

LISTENING TO EMAIL MESSAGES

To listen to e-mail messages, complete the following steps:

1.	Call Outlook Voice Access using the number appropriate for your location and login to your mailbox.
2.	Say Email. The Unified Messaging server will read the name, subject, time, and priority of the first unread e-mail message.
3.	Next, say one of the following options:
		a.	Next Message to mark the message as Read and go to the next e-mail message.
		b.	Mark Unread to keep the message marked as Unread and go to the next message.
		c.	End to jump to the end of the message.
		d.	Delete to delete the message.