Office 365 Unified Messaging Voicemail Setup
UNIFIED MESSAGING SYSTEM (UMS)
You now have one mailbox that contains all your email, voicemail, calendar and contacts. You can access this mailbox in Outlook or via a phone
ACCESS VIA PHONE
Using a telephone, you can now
- Access voice mail.
- Listen to, forward, or reply to email messages.
- Listen to calendar information.
- Access or dial contacts who are stored in the directory or personal contacts.
- Accept or cancel meeting requests.
- Set a voice message to let callers know you will be away.
To hear your voicemail, e-mail, calendar or contacts over the phone:
- Press the MESSAGES button on your phone to access your voice mail.
- Enter your 4-digit PIN when prompted
- If you don’t remember your PIN, you now have the ability to reset your PIN in the Outlook Web App. Quick way to get there is within Outlook, go to the File Menu and click on Voice Mail
Follow the prompts to select what you want to listen to or select Personal Options to turn on greetings when you are away, Record greetings.
From the MAIN MENU you can choose or even say:
- Personal Contacts
- Personal Options
ACCESS VOICEMAIL IN OUTLOOK
When you receive a voice mail you will get the audio version and text transcription of the message. Depending on how well the voice mail was articulated, there may be errors in the text translation.
- Your new voice mail messages will show up in your Inbox with a phone icon
- Open the message and play the voicemail to listen on your computer or use the Play on Phone icon to listen on your phone. Note: You can configure the phone number that the Play on Phone uses with Outlook Web App.
- From the Reading Pane message view, the Play on Phone icon is at the top of the message:
MANAGE VOICE MAIL SETTINGS IN OUTLOOK WEB APP
You can configure voice mail options in Outlook Web App. For example, you can record personal greetings, configure missed call and text message notification and a voice mail Play on Phone number, and reset a voice mail access PIN. (Note: you must select the SAVE button at the bottom to save any changes you make in this area.)
To access the Outlook Web App area, there are two ways:
• From Outlook on your computer, select File and then go to Manage Voice Mail, which launches Outlook Webmail.
• You can also launch Outlook Web by going to – https://owa.usawest.org
Once in Outlook Web, click on your Settings wheel in the upper right, click on Mail, then voicemail options (see picture).
DON’T REMEMBER YOUR PIN? GO TO RESET PIN
The PIN is used to access your mailbox from a phone. Reset your PIN if you do not remember it.
- Select Reset my voice mail PIN from the voice mail options in Outlook Web
- Your temporary PIN will be emailed to you
- Now press the Messages button on your phone and you will be prompted to enter a new PIN. The PIN must be 4 digits long.
There are two greetings that you can setup for people to hear. One for your default personal greeting and one for when you are away for extended period of time.
- Default voice mail greeting
- Greeting that lets callers know I'll be away for an extended period of time
To change your default greeting, select ''Call me to play or record the selected greeting...''
If have changed this option to the extended period of time greeting, make sure to Save these settings at the bottom of the page.
PLAY ON PHONE (LISTEN TO VOICEMAILS IN OUTLOOK ON YOUR PHONE)
When you have a message opened in Outlook, you can click the Play on Phone icon.
The voice mail system will play the message on your phone. You could change this number to your cell phone number when you are away from the office or if your desktop does not have speakers. Configure the phone number the system calls in Outlook Web App.
By default, you will be notified with an email that someone called but did not leave a message. If you do not want these emails, check it off.
To setup notifications to your cell phone if you missed a phone call or received a voice message.
- Select Set up notifications…
- You will be prompted to enter your phone carrier information
VOICE MAIL PREVIEW
When you receive voice messages, the messages contain both a recording and sometimes the message is transcribed with the text of the voice recording. You can turn off the text displayed in an email message in this section.
- Include preview text with voice messages I receive
- Include preview text with voice messages I send through Outlook Voice Access
CALL ANSWERING RULES
The Call Answering Rules feature lets users determine how their incoming calls should be handled. The way call answering rules are applied to incoming calls is similar to the way Inbox rules are applied to incoming email messages. By default, no call answering rules are configured. If an incoming call is answered, the caller is prompted to leave a voice message for the person called. By using call answering rules, a caller can:
- Leave a voice message for the user.
- Transfer to an alternate contact of the user.
- Transfer to the alternate contact's voice mail.
- Transfer to other phone numbers that the user has configured.
- Use the Find Me feature or locate the user through a transfer from an operator.
AWAY FROM THE OFFICE
Change your Greetings
To setup your Greetings away from the office you can go into Voice Mail Setup either through your phone or Outlook Web App. If you are not near your office phone use the Outlook Web App, change the phone number in the ‘Dial this phone number’ box to a number that you can use. Select Dial and the system will now call this alternative number for you to change your greeting message. Remember to press Save in the Outlook Web App if you made changes. You can also dial 507-457-5899 and then your 6-digit mailbox number. Follow the prompts to Personal Options to change your greetings.
Access mailbox from another phone
Dial your office phone number from any phone, ie your cell phone. When you hear your voice recording, press * * (2 stars). Then enter your PIN and you’re in your voice mail.
Access mailbox from your cell phone
Of course if you have Outlook installed on your mobile smart phone, you will see the emails with the voice attachment and can play that back on your cell phone as a media file.
Access mailbox from a computer
You can access your mailbox through Outlook on your computer or via Outlook Web Access (OWA) https://owa.usawest.org
1. From your office phone, press the Messages button.
2. You’ll be prompted for a PIN number. Enter the system generated temporary PIN you received in an email from TSA Help Center, then press #.
3. Be prepared to have a new 4-digit PIN ready when you first access the set up menu.
Next, simply follow the voice prompts to:
1. Record your personal voicemail greeting
2. Record your name prompt
3. Create a new PIN
4. Explore the menu options.
5. At any time, say "Main Menu" to start over.
6. When finished, say "Good bye", or hang up.
Q: Can I move my old voicemail messages to the new Outlook Voice Access system?
A: No. Old VM messages are retained; however, they cannot utilize the new features of Outlook Voice Access. If you need access to your old voice mail messages, contact our Help Center and we can assist.
Q: How can I turn-off “missed call” emails or the text preview of voicemail?'
A: Log onto the Outlook Web App, https://owa.usawest.org, and click the Options Gear link in the upper right corner, and select "Mail" under the application options. On the left sidebar menu, click General, then Voicemail and:
- To de-activate missed call notifications, go to the '''Notifications''' section and uncheck the box next to “Send e-mail to my Inbox when I miss a phone call.” Click '''Save''' at the bottom.
- To de-activate text preview of voicemail, go to the '''Voicemail Preview''' section, and uncheck the box next to “Include preview text with voice messages receive.” Click '''Save''' at the bottom.