Frequently Asked Questions
Exchange Voice Mail Accounts
ITS Communications Systems Customer Service is notified by the Exchange Voicemail servers when a user's voicemail box exceeds the storage limit (10MB). At that time, a telecom analyst exhausts every opportunity to notify the owner of the mailbox with instructions to delete messages to alleviate the problem.
If the user of the voicemail box cannot be located, or the telecom analyst has not received a response within one week, a second email will be sent to the user and to the department ID manager.
If there is no response after 30 days, the voicemail box will be removed, voicemail configurations will be modified, and the monthly charge will be removed on the date specified.
If the user contacts Customer Service to have the voicemail box rebuilt after it has been removed, the department ID manager or proxy will need to submit a request to install a new voicemail box. One-time charges will apply.
Your PIN is used to access your Exchange voice mailbox from a phone. Your Password is used to access your Exchange voice mailbox from Outlook Web App (OWA).
Other Exchange Voice Mail terms are:
Call Answering Rules let you tell the voice mail system how to handle your incoming calls. You can set the voice mail system to just answer your incoming calls and record a voice message, or you can set up conditions and actions so that incoming calls will be handled in a different way.
Actions the Caller Can Select
To allow callers to be forwarded to another phone by pressing zero, send a request to email@example.com for Personal Operator. In your recorded greeting, you will need to tell callers to press zero if they want to be forwarded to this other phone.
Using a Phone
If you forgot your PIN, you will need to reset it through Outlook Web App (OWA).
You'll receive an email message with a temporary PIN. When you log on to your voice mail with that PIN, you'll be asked to create a new PIN.
If you need further assistance, call Networking & Telecommunications Customer Service (3-2000).
You can change your phone PIN at any time.
Change PIN by phone:
Change PIN through OWA:
You'll receive an email message in the inbox with a temporary PIN. When you log onto your voice mail with the New PIN, the prompt will alert you to create a new PIN.
If you are unable to change your password, or you use the light version of OWA, contact Networking & Telecommunications Customer Service (3-2000).
No. Your phone PIN protects you by not letting anyone else listen to your messages.
The Voice (or Speech) Interface is the default interface on first use.
You can change to the Touchtone Interface (temporarily for the current session) by pressing any key and then 0 (while in the Main Menu of the Voice Interface).
Or, you can make the Touchtone Interface your new default by saying "Personal Options" and pressing 4.
You can go back to the Voice Interface by pressing 6 (Personal Options) and then 4.
Yes, you can avoid having to enter your 10-digit office phone number, but you'll still have to enter your PIN followed by the pound (#) key. Send a request to firstname.lastname@example.org for Forward Non-University Extensions and list the 10-digit phone numbers that you want to include this feature.
HINT: From your cell phone and other phones configured for Forward Non-University Extensions, you can enter your password followed by the pound (#) sign anytime during the opening message.
Yes. You can setup a Call Answering Rule.
Yes. You can setup a Call Answering Rule and select the Transfer action.
To leave a message in someone's Exchange voice mailbox without ringing their phone:
Note: If you do not press # to leave a message, it will start dialing the number.
If you need the MWI feature, send a request to email@example.com.
Using Outlook Web App (OWA)
OWA is Outlook Web App and it is the way you can connect to your Exchange mailbox using a browser on any networked computer.
Use any supported web browser to connect to https://exchange.umich.edu/ and sign in. OWA automatically opens your Inbox when you log on.
When you sign in to OWA:
Select "Private" or "Public" Computer depending on the computer you are using.
Do not select "Use the light version..." unless you are on a slow connection or are using a computer with unusually strict browser security settings. The light version includes fewer features.
To use the complete set of features available in Outlook Web App and the Exchange Control Panel, you can use the following browsers on a computer running Windows XP, Windows 2003, Windows Vista, Windows 7 or Windows 8:
On a computer running Mac OS X 10.5 and later versions, you can use:
On a computer running Linux, you can use:
If you use a web browser that doesn't support the full feature set, Outlook Web App will open in the light version, which has fewer features (e.g. no PIN reset).
To change your OWA password:
Your OWA password must be at least 9 characters long and contain three of the following items:
It may not contain your uniqname or name.
You need to email Networking & Telecommunications Customer Service at firstname.lastname@example.org to have your OWA password reset.
If you have a slow Internet connection—such as with a traditional telephone modem—you may want to select the Use Outlook Web App Light checkbox when logging on. Just remember that the Light version does not allow you to use the as many features (e.g. PIN Reset).
You use Play on Phone when you want to designate a temporary phone to listen to your voice messages rather than listening to them on your computer. In OWA, click Play on Phone in the message window. Enter the number of the phone to dial (such as cell phone). Phone will ring and play message.
Special voice mail features can only be set through OWA. Also, OWA provides an easy way to delete old messages.
To change your time zone:
To disable missed call notification emails:
To disable voice mail text preview emails:
Using a Mobile Device
Listening to your voice mail varies based on the type of device. Exchange voice mail is in MP3 format and has been tested on Android, BlackBerry, iPhone and Windows mobile devices.
To configure the phone to synchronize with Microsoft Exchange:
Yes. You can set up a Call Answering Rule.
Using a Separate Email Application
If your uniqname is provided at the time your voice mailbox is set up, copies of your voice mail messages are forwarded to email@example.com and you can open them in your designated email application. Most email programs will include your message as a sound file (.wav) that you can open with your computer's sound or music player.
CAUTION! Deleting voice mail messages or attachments from within an email program does not delete them from your voice mailbox. To delete messages from your voice mailbox, you can use your phone or OWA—or you can set up a rule to delete each voice mail message from your Exchange voice mailbox just after it is transferred to your email mailbox.
When a voice mailbox reaches its storage capacity (10 MB), forwarding stops. Both read and unread messages in your Inbox count toward the 10 MB capacity, as well as messages that have not been permanently deleted. (See How do I delete voice mail messages in OWA?)
Working with Messages
There are three ways messages in your Deleted Items Folder are removed:
Yes. Advise senders not to hang up when they hear your greeting. After the greeting, your phone will respond to the fax tones and allow a connection.
I listen to all my voice mail messages on my computer—not on the phone. How can I keep my Exchange mailbox from filling up with "unread" voice mail messages?
You can set up a rule to delete your voice mail messages from your Exchange voice mailbox just after they are transferred to your email mailbox.