Unified Messaging Using Your Cisco VOIP Phone

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Unified MessagingUsing YourCisco VOIP Phone

• Accessing your voicemail using your email
  program, Webmail (using browser) or your phone

L\Trgdocs\PHONES-VOIP-Cisco\Unified
Messaging.ppt rev 08/2006)
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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 email 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
• FAXs received could be ported to College email
  server as attachments

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How Does My VOIP Phone Work with My Email???

• How do my VoiceMail messages get into my Email
  InBox?

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University TNS (formerly OTC) VOIP (Voice Over
IP) Servers
College Servers
College FAX Server (handles incoming FAXs and
sends to mail server)
Unity Unified Messaging Services (handles
VOIP voice mail and ties to our mail server)
Exchange MAIL Server (Colleges Email Server)
Call Manager
Voice Mail Message sent to Email server
Received FAX sent to Email server
Incoming Call
Received FAX sent to FAXl server
Voice Message is saved as a .wav sound file
attachment FAX is also a file attachment
Incoming Call
HOME or Remote Location
Voice Mail message Unity server
I cant answer that-Ill let voice mail pickup
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 EMAIL - Check your email (if an Exchange
  client)

• At home or a remote location, to check your mail
  (email, voice mail, fax) , you can
• Call 814-865-2700 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 email (if an Exchange client)
• ENGR https//mail.engr.psu.edu/exchange/

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Lets step through the process of listening to a
voicemail message using your Email program

• For this example, were going to use Outlook, but
  you can use Eudora, and other email programs
• Well discuss the specific email issues if youre
  email software or options youve set will need to
  be changed
• Well launch our email program and look at the
  voicemail messages

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Voicemail Message in Outlook
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
FROM field indicates Unity Messaging System
In Outlook, Horn icon indicates voicemail
message
Paper clip icon indicates an attachment (voicemail
is a .wav attachment) same in Eudora
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Opening a Voicemail Message within Email

• To open a voicemail message within your email
  program
• Simply doubleclick on the message to open it up
• just as you would any normal message youd
  receive
• Doubleclick on the voicemail attachment (.wav
  file)
• OR if you have Viewmail installed, the attachment
  will play automatically
• Lets open a message up

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Opening Voicemail Messages
You open a voicemail 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 voicemail message
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Forwarding a Voicemail message to someone else

• You can forward a voicemail message to someone
  else once youve listened to the message
• You forward just as you would any other email
  message youve 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
• Lets forward a voicemail message

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

• You should delete your voicemail messages that
  are no longer needed
• Space on the server will be limited
• There is a quota for each user regarding storage
  space for emails and attachments
• You delete your voicemail messages just as you
  would any other email message you receive
• Lets delete a voicemail message

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Deleting a Voicemail Message
Once message is selected, use the Delete icon of
your email program (or any other Delete function
you normally use in Outlook, Eudora, etc.)
You can delete a voicemail message by selecting
the message and using the DELETE command in your
email program, just as any normal email message
NOTE Voicemails can be saved, just as you save
any email message, but it will be important that
you delete any unwanted unnecessary voicemail
messages because of the space used on the
server. Simply delete as you normally would
in your email program (Outlook, Eudora, etc.)
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You can check your voicemail remotely using your
Browser Accessing Webmail

• Using your browser, you can access Webmail to run
  your voicemail messages back, provided that you
  dont have your mail forwarded from ENGR to
  another mail server and your voicemail messages
  are on the server
• Example If youre at home or away from your
  office, you can use any browser to access your
  voicemail messages/email messages by connecting
  to Webmail
• Lets access our voicemail messages using
  Internet Explorer

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Accessing your Voice Mail Using Engineerings
Webmail
Launch your browser from anywhere https//mail.e
ngr.psu.edu/exchange youre going over a secure connectionclick
OK network username password
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WebMail (ENGR) looks like this from your browser
When using Webmail through your browser, notice
that your voicemail messages will look identical
the paperclip will indicate the voicemail
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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EMAIL ISSUES Relating to Voicemail

• Forwarding Issues
• Do you need to change your current forwarding if
  you have multiple mail accounts?
• Options for Retrieving Voicemails
• Using phone
• Using Webmail (with your browser)
• Using your Email program

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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 email
  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/email capabilities will be
  dependent upon how you have your mail forwarded
  (if you have multiple accounts)
• How you are forwarding your email will affect how
  you can access your voicemail messages
• Using phone
• Using Webmail
• Using Email provided that mail is on the server

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If you do have MULTIPLE Email accounts and are
forwarding your email

• If you forward your email from the ENGR mail
  server
• You wont be able to access your voicemails using
  your phone or using Webmail, but you can access
  the voicemails from your email program
• Provided that the email/voicemail 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

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If you use ENGR and do NOT forward
ENGR Mail Server
Unity Server
NO FORWARDING SET

• If you are using ENGRs mail server and not
  forwarding to another mail server, you can access
  your voicemails by either
• Using a phone
• Using ENGRs Webmail
• Using your email program

Voicemail becomes .wav attachment
Phone (at work or remote location)
Email Launch your email program provided that
mail is on the server
Webmail https//mail.engr.psu.edu/exchange/
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If you forward your mail from ENGR to CAC(ITS)
ENGR Mail Server
CAC(ITS) or another Mail Server
Unity Server
Voicemail becomes .wav attachment
Forwarding setattachment sent to another server
Issue If you forward your mail to the
Universitys mail server or another mail server
other than ENGRs mail server, your voicemails
along with your emails will be forwarded and you
will only be able to access your voicemails
through your email program, NOT your phone or
ENGRs webmail
Phone (at work or remote location)
ENGRs Webmail https//mail.engr.psu.edu/exchange/
Email Launch your email program provided that
mail is on the server
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EUDORA Users - If you use ENGR Mail Server, have
Eudora email (POP client) , and do NOT forward to
CAC (ITS)
ENGR Mail Server
Unity Server
NO FORWARDING SET to Univ. mail server
NOTE If you delete your voicemails through the
phone or through your email program/web email,
they are DELETED everywhere.
Voicemail becomes .wav attachment
Issue Because Eudora checks mail, your red
light on handset will turn off and voicemail will
appear as read even though the voicemail is
new You can access your voicemails via the phone
but they will be identified as saved messages,
not new voicemail
Eudora Email Launch your email program provided
that mail is on the server
Phone (at work or remote location)
ENGRs Webmail https//mail.engr.psu.edu/exchange/
From office phone Touch Messages, enter
password Touch 3 1 1
In EUDORA or using ENGRs Webmail (using your
browser), you will be able to access and listen
to your voicemails at any time by accessing your
email and checking your IN box for voicemail
messages.
If dialing in remotely, call 814-865-2700 Enter
your 5-digit office phone (ID) Enter your
password, then touch 3 1 1
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How to CHANGE your FORWARDING

• If you want to change your forwarding, visit
• http//www.ecs.psu.edu/training/networkmanual.htm
  
• Scroll to the VOIP Phone Information category
• Select VOIP - Forwarding Email to COE Mail
  Server
• Identify what your current forwarding is, and
  follow the relevant instructions in the last
  column of the table

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Change Forwarding to Engineering ENGR Mail
Server (this info is available at
www.ecs.psu.edu/training/networkmanual.htm )
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Change Forwarding to Engineering Mail Server
(contd)
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Eudora Options (Settings are Important) ( this
info is available at www.ecs.psu.edu/training/netw
orkmanual.htm )
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Eudora Options (contd)
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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
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Eudora Options Video Clip 1
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Eudora Options Example 1 - Video Clip 2
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Eudora Options Example 2 - Video Clip 3
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Eudora Options Example 3 - Video Clip 4
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Eudora Options Example 4 - Video Clip 5
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Eudora Options Example 5 - Video Clip 6
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Eudora Options Example 6 - Video Clip 7
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Outlook POP Options Example 7 - Video Clip 8
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Outlook POP Options Laptop Exchange Client
Example 8 - Video Clip 9
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Online Information on Voicemail

• There is VOIP information available online
• http//www.engr.psu.edu/unity
• Some links will take you to the documentation
  available on the training webpages
• http//www.ecs.psu.edu/training/networkmanual.htm
  
• Lets take a look at whats available online

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Online Information Unity Server
http//www.engr.psu.edu/unity
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Online Information Our Training Website -
Network User Manual Page
http//www.ecs.psu.edu/training/networkmanual.htm
VOIP Phone Information presentations
documentation (well be adding info here)
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http//www.ecs.psu.edu/training/
Get to VoIP info, click USER MANUAL
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Questions HELP ??

• HELP
• Phone Problems - TNS Support 5-4662
• Email Problems ECS (T. Long) 3-6104
• Or email unity_at_engr.psu.edu
• Remote Access to Voicemail
• Dial-in Number 814-865-2700
• Enter ID (5-digit phone ) password
• Webmail https//mail.engr.psu.edu/exchange
• Enter Engineering network username and password
• Email program
• Launch your email program and check voicemail
  messages
• Remember voicemail MUST be on the server to
  access the message
• Training/Support
• Training Home Page http//www.ecs.psu.edu/train
  ing
• Sue Pysher and Maria Ruth 863-4666
• spysher_at_engr.psu.edu or mruth_at_engr.psu.edu