Description This document describes how to use the integration of Cisco Unity Voicemail and Microsoft Outlook. This voicemail option allows you to receive your voicemail in your Exchange (Outlook) e-mail Inbox, as well as on your desk phone. This means you can listen to your messages and delete them right from your e-mail Inbox, without picking up the phone. If you are syncing your Exchange e-mail to your mobile device, you will also be able to check your voicemails through the e-mail app on your device. Receiving a Voicemail When you receive a voicemail message on your phone, you will notice that the New Message Indicator light will glow red. You will also receive an e-mail notification of the voicemail in your e-mail Inbox within Outlook. Receiving and playing voice messages in Exchange (Outlook) When a voice message is left on your phone, an e-mail will also be sent to your e-mail Inbox. The e-mail sender may be a named individual on the system, or “Cisco Unity Connection Messaging System ," for example: The e-mail shown below contains the voicemail message as an attached .wav file. To listen to the message, open the e-mail and double-click the Voice Message .wav attachment to listen to the message. Your selected media player will open and play the VoiceMessage.wav file. TIP: Use headphones if you would like to keep your voicemail private. Otherwise, your messages will play through your computer’s speakers like other audio files. Receiving and playing voice messages on your Smartphone Using the integrated inbox feature on your smartphone is similar to using it in Exchange (Outlook) on your computer. You must have your HHSD e-mail account set up on your smartphone in order to be able to check your e-mail and voicemail on your device. Tap the voicemail message in your smartphone’s e-mail app to play the voicemail. Your smartphone’s media player will open and play the voicemail. TIP: Use headphones if you would like to keep your voicemail private. Otherwise your messages will play through your phone’s speakers like other audio files. Managing your messages Regular and bold fonts indicate Read and Unread status in the e-mail Inbox. The envelope icon in the e-mail Inbox will not change from a closed envelope to an open envelope, as it does for regular e-mail. Opening the voice message within your e-mail Inbox triggers your voicemail system to move that message into “saved messages,” and turns off the red message waiting light on the desk phone itself. When opened, the message in your e-mail Inbox will turn from bold font to regular font. Note: This doesn’t necessarily mean the .wav attachment has been played or listened to. You can mark the message as unread within the e-mail Inbox (right-click and then click Mark as unread) to reverse the process. This will trigger the voicemail system to move the message back into “current messages” rather than “saved messages.” Your phone’s red message waiting light will turn back on. Deleting, moving and forwarding messages Do not move the e-mail version of your voice message to another folder other than the e-mail Inbox (e.g. a folder you create to save e-mail on a particular project) unless you wish to preserve the message within the e-mail system and result in the message being archived. Use caution when defining Automatic Mail Rules or Filters to not delete or move unread messages or automatically mark them as read. Additionally, in order for the voicemail system to properly synchronize with Exchange, voicemail messages in your e-mail should be kept in the Outlook Inbox folder or subfolders. Deleting a voice message from within your e-mail inbox triggers the voicemail message to be removed from your voicemail system and to clear the red message waiting light on your phone. Deleting a voicemail using your phone will delete the corresponding message and .wav file from your e-mail Inbox. The voicemail storage policy applies regardless of how you access the voicemail messages, whether through your e-mail program or your telephone. Do not click Reply when responding to a voicemail message in Outlook. The e-mail would go to @admcuc01.admin.hatboro-horsham.org >, which is not a valid e-mail address. However, you can forward the message as an e-mail. If you would like to forward a voicemail message like this to others, click Forward and then Send. Please note that forwarding a message turns it into a simple e-mail message with an attachment. It will not light the voice mail light of the person you forward this e-mail to.