Unified Messaging – Microsoft Outlook

Unified Messaging Quick Reference
Unified Messaging – Microsoft Outlook
Information Technology is pleased to offer Unified Messaging. The new enhancement merges voicemail with email. All
voicemail messages will be delivered to both a user’s telephone and Outlook email inbox via an audio file. This
enhancement allows users to listen, to send, and forward voicemail messages from the Outlook inbox. The following
provides instructions on using unified messaging.
Using Unified Messaging In Outlook
1. Launch Outlook email. Voicemail messages 4. Your computer default media player (for example Windows
display in the Outlook Inbox.
Media Player) automatically launches. Use the play, previous or
fast forward buttons to listen to the message. Close the media
player after the message is heard.
 Depending on where the call is originating
from, the subject line displays the
caller’s name and/or phone number, or
in the case of the message sent from a
phone without caller ID, that the number
is unknown. Below are examples of
Outlook subject lines from various
2. To listen to the message, open the email.
5. Managing your voicemail and email messages:
When a new voicemail message is received in Outlook a popup displays indicating the new message is in the Inbox.
Deleting the email message in the Outlook Inbox deletes the
voicemail message from your phone.
Deleting voicemail message from in your phone deletes the
email message in Outlook.
3. Double click on the attached
VoiceMessage.wav file attachment.
Voicemail messages received in Outlook are handled and managed the same as any other email; they may be
forwarded to another recipient or email distribution list, sorted, saved in personal folders, or deleted. For assistance with
Outlook or voicemail messaging, contact the Help Desk at 359-2247.
Unified Messaging Quick Reference
Unified Messaging
Frequently Asked Questions
1. What is Unified Messaging?
Unified messaging provides the means of accessing voicemail via the Email client.  It is intended to assist users
to organize and better manage their messages.
2. How does Email handle voicemail messages?
When you receive a voicemail, you will receive the message in both your phone as a voice mail and in your Email
inbox as a message with an attachment.
3. How do I play a voice mail message using my Email?
Upon receipt of a voicemail, the file will be converted into a (.wav file). Double clicking the file triggers your default
media player and automatically plays the message.
4. What happens when I delete a voicemail message from my Email inbox?
Voice mail is delivered to both your Phone and Email inbox. Once you delete a voicemail from your Email inbox, it
will move to your Deleted Items folder and will also be removed from your phone.
5. How do I use Email to receive a deleted voice Email message?
The voicemail is treated as an Email. Once you delete the message, it will be transferred to your Deleted Items
Open your folder in Outlook, Entourage, or Outlook Web Access.
Locate the voicemail message you want to recover.
Restore the message by dragging the message from the Deleted items folder, and dropping it into the
Inbox folder.
6. How do I forward a voicemail message via my Email client?
You can forward a voicemail message just as you would an Email text message.
7. Why is the time stamp on existing voicemail different in my Email from when the voicemail was sent?
All voicemail messages were treated as new mail during the Unified Messaging migration. All future voicemail will
be delivered real-time.
8. Will voicemail messages have an effect on my Email inbox size?
Yes. All voicemail will be treated just as an Email messages.
9. What if there are multiple users for a single extension?
Voicemail messages left on a shared extension will not be sent to multiple Email accounts. Voicemail will be
managed the same as before for all shared extensions, unless otherwise specified.
10.If I have multiple Eastern extensions, will I receive voicemail in my Email from both extensions?
If an employee is associated with two extensions (two extensions NOT shared by others), voicemail messages
from both extensions will be delivered to the same user inbox.
11.How is my mobile device (cell phone) affected by Unified Messaging?
If your mobile device is utilized to view or manage Email; you will also be have the same ability for voice mail. The
Exchange Email server treats your voice mail just as an email message; it now delivers both types of
communication to the one location.
Note: Unified Messaging now allows Voice mail to merge with electronic records such as Email, which are bonded by the same provisions as
paper documents as set forth in chapter 40.14 RCW. Electronic records created and received by any agency of the state of Washington in the
transaction of public business are considered public records. Revised
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