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ITS Networking & Telecommunications

ITS Exchange Voice Mail User Guide

 

Getting Started

  1. Go to Outlook Web App (OWA) at https://exchange.umich.edu/

  2. OWA connects you to your Exchange mailbox via the web.

    OWA Login

  3. Enter your 10-digit phone number and the OWA Password given to you by the ITS Comm Voicemail Administrator.

    Example
    User Name: 7349876543
    Password: OWA password

    NOTE: If you do not have your OWA Password, please email itcom.csr@umich.edu and request that your OWA Password be reset. Include your 10-digit phone number in your message.

    ITS recommends you change your password after you sign in for the first time.

  4. Click Sign in to open your mailbox.

  5. Select Mail and click on the message from Microsoft titled "Welcome to Exchange Unified Messaging."

    In the message, you will see your:

    • Access Number—the phone number to call on your campus to access your voice mailbox over the phone:
      • 5-4242 (734-615-4242) Ann Arbor
      • 3-6767 (313-583-6767) Dearborn
      • 4-5353 (810-424-5353) Flint
    • Extension—your 10-digit phone number
    • PIN—your personal 4-digit identification number for accessing your mailbox on the phone

    Your PIN allows you to access your mailbox via phone; your Password allows you to access your mailbox via computer. ITS recommends you change your password after your first sign in. See Frequently Asked Questions for instructions on changing your password.

    If you have elected to have copies of your Exchange mail forwarded to your non-Exchange email account; you will also see the Welcome message in your email inbox.

  6. Using your U-M office phone, call the Voice Mail Access Number for your campus. The system will identify your phone (extension) number. Enter your PIN when prompted.

  7. Voice prompts will lead you through changing your PIN and setting up your voice signature and your initial greeting.

 

Phone Access

From your U-M office phone
(or registered U-M device)
  • Dial access number
  • Hear your 10-digit phone number
    (or you will hear your name, if it has been recorded in Personal Options)
  • Enter your PIN and press #
Or, enter your PIN and press # immediately after "Welcome"
From another U-M office phone (Exchange Voice mail subscriber)
  • Dial access number
  • After hearing "if this is not your mailbox," press * (star)
  • Enter your 10-digit phone number and press #
  • Enter your PIN and press #
From an external phone
  • Dial access number
  • Enter your 10-digit phone number and press #
  • Enter your PIN and press #

If you can't remember your PIN, reset it in OWA: Options > See All Options... > Phone > Reset PIN.

 

Phone Commands

The Voice (or Speech) Interface is the default interface after recording your personalized greeting. To change to the touchtone interface: press 00 (while in the Main Menu of the voice interface). To make the touchtone interface your default, say "Personal Options" and press 4.

Voice mail messages are played, with "from" and "date" indicated.

  Voice Commands Touchtone Commands
Main Menu "Voice Mail"
"Personal Contacts"
"Directory"
"Personal Options"
"Repeat"
1 - Voice Mail
4 - Find a Contact
5 - Compose a Voice Message
6 - Personal Options
0 - Repeat Menu
While Listening to a Voice Mail Message "Rewind" (rewinds a few seconds)
"Repeat" (goes back to beginning)
"Pause" (press any key to continue)
"Fast Forward"
"End"
"Slow Down"
"Faster"
1 - Rewind (rewinds a few seconds)
11 - Repeat (goes back to beginning)
2 - Pause (press any key to continue)
3 - Fast Forward
33 - Skip to End
4 - Slower
6 - Faster
While or After Listening to a Voice Mail Message "Play"
"Next"
"Delete Message"
"Restore Message"
"Call the Sender"
"Reply" (c)
"Main Menu"
"More Options"
"Previous"
"Play Header" (a)
"Forward Message" (d)
"Flag for Follow-Up"
"Mark as New"
"Find by Name"
"Envelope Information" (b)
# - Next Message
44 - Flag for Follow-up
5 - Envelope Information (b)
7 - Delete
*7 - Restore
8 - Reply (c)
9 - Mark as unread
0 - Repeat this menu
* (star) - Exit to Main Menu
00 - More Options
After Message Played Only:
1 - Replay message
11 - Previous Message
2 - Call this contact
6 - Forward Message (d)
Notes:
  1. Header: date/from
  2. Envelope: date/time/from/length
  3. Reply: Send a reply message to the caller's mailbox, if the caller is also an Exchange subscriber.
  4. Forward Message: Forwards the current message to the mailbox of another Exchange subscriber or a .wav file to the email address of the person you identify.
Personal Contacts/​Find a Contact/​Directory
First, set up contacts on a computer interface (Outlook, Entourage, or OWA)
Say "Personal Contacts" or "Directory"
  • Say the contact's first name and last name
  • Say location (office, cell, home, if you have listed these numbers)
Press 4 to Find a Contact
  • Spell the last name and first name of the person you are looking for. (Press the number associated with each letter just once.)
To search the Directory:
  • Press 00, then spell the last name and first name
  • Press ## to spell the email alias, or uniqname
  • Press 0 to key in the 10-digit phone number
Personal Options See Touchtone Commands 1 - Turn On/Off Telephone Out of Office Status
2 - Record Greetings
1 - Record Personal Greeting
2 - Record Out of Office Greeting
3 - Record Your Name (Voice Signature)
* - Cancel
0 - Repeat this menu
3 - Change PIN
4 - Use the Touchtone or Voice Interface
5 - Set Local Time Zone
6 - Use 12- or 24-Hour Time Format
* - Return to Main Menu
0 - Repeat This Menu
Reading a Fax Message Faxes can be sent to your phone number. They can be read using your Outlook, Entourage, or OWA interface. You can receive and forward fax messages that are sent to you, but you cannot originate a fax message.

 

Outlook Web App (OWA) Access

Access your mailbox Open Chrome, Internet Explorer, Mozilla Firefox or Safari and go to: https://exchange.umich.edu/
Sign In User Name: Your 10-Digit Phone Number
Password: The new OWA password you selected at set up

For security reasons, do not check "Remember my password."
Listen to Voice Mail To open a message, click on the subject.

To play a voice message, click on the attachment or player bar.
Retrieve a Fax Message Faxes can be sent to your phone number. They can be read using your OWA or email interface. You can receive and forward fax messages that are sent to you, but you cannot originate a fax message.

To read a fax message, open the attachment.
Deleted Messages Voice mail messages can only be deleted by phone or though OWA.

Deleting a voice mail message in your email inbox DOES NOT remove it from the voice mail inbox.

When voice mail messages are deleted through OWA, they are placed in a Deleted Items folder. The system automatically removes deleted messages in this OWA folder once a week on Saturday except for those messages put into the folder the day before.

When your voice mailbox is nearing capacity (100 MB), you will receive warnings that you need to delete old messages. When your mailbox is full, you can no longer receive messages.
Missed Call Identification Callers who hang up before leaving a message are identified in an email message sent by the system as a missed call notification.

A number may display as unknown if it is blocked by the caller.

Note: Call Forwarding Rules and incoming Fax numbers will appear as missed call notifications.

Learn how to disable this feature.

See Frequently Asked Questions to learn more about using Exchange Voice Mail.

 

Email Access

If your uniqname was provided at the time your voice mailbox was created, copies of your voice mail messages (and any faxes you receive) are forwarded to your email account where you can open and listen to or read the copies. The original messages will remain in your voice mail inbox until deleted by phone or through OWA.

 

Additional Features

Additional Exchange Voice Mail features are available for you to set up in Outlook Web App (OWA)

Feature Description How to Enable or Disable
Voice Mail Preview Converts voice to text so you can read your voice messages on your computer, tablet, or smartphone. See How to Enable/Disable Additional Features
Reset my Voice Mail PIN Resets your PIN and gives you a temporary PIN in an email message. When you log on to your voice mail with that PIN, a voice prompt will say the PIN has expired and you'll be asked to create a new PIN. See How to Enable/Disable Additional Features
Call Answering Rules Allows you to choose how your calls will be handled when you don't answer the phone including transferring the call to another number See How do I set up Call Answering Rules?
Missed Call Notification Lets you know when a call is received but no message is left See How to Enable/Disable Additional Features
Automatically forward voice messages to other mailboxes Allows Exchange Voice Mail Only users to set up a rule to forward voice messages to other mailboxes See Setting Up a Rule for Voice Mail Forwarding
MWI (Message Waiting Indicator) Lets you know when a new (unopened) message is in your mailbox. (Note: if you mark the message as unread, MWI will appear again.) Send email to itcom.csr.evm@umich.edu to have this feature enabled (or disabled)
Full mailbox notification Indicates when you are approaching a full Exchange mailbox When your mailbox is full, you will not receive voice mails messages on your phone, nor will they be forwarded to email. Once old messages are deleted, any new voice mails will appear.
Send Callers Straight to Voice Mail Caller presses # to leave a voice message This rule is setup by default.
Find Me (Call Answering Rule) Forwards calls to other numbers; requires caller to say his/her name before leaving a message Learn How to Set Up Find Me
Transfer (Call Answering Rule) Regular transfer to another number Learn How to Set Up a Call Transfer
Personal Operator
(In other voice mail systems, this is called zero out, personal attendant, or transfer to operator)
Allows your callers to transfer to one other phone, such as a cell phone, including long distance numbers, while listening to your mailbox greeting. Send a request to itcom.csr.evm@umich.edu
Non-University Phone Numbers Allows you to log on to your mailbox with just your PIN from one or more additional phones such as your cell phone or home phone. (In other voice mail systems, this is called Direct Phone Access.) Send a request to itcom.csr.evm@umich.edu
Additional University Phone Numbers Allows extensions on one phone to share one mailbox. Send a request to itcom.csr.evm@umich.edu

How to Enable/Disable Additional Features

You can set up most features through the Outlook Web App (OWA)

  1. Sign in with your User Name and Password

    (Do not check "Use the light version of Outlook Web App" because all features are not available for setting up in the light version. See How do I sign in to OWA? if you need a sign-in reminder.)

    OWA Login

  2. Select Options in the upper right corner

  3. Select See All Options...

    OWA Options Tab

  4. Select Phone in the left side menu

    OWA Options Menu

    The Voice Mail screen will open

    Voice Mail Options

Voice Mail Preview

  • Under Voice Mail Preview, check (to enable) or uncheck (to disable) Include preview text... in two places
    Voice Mail Preview
  • Click Save

Reset my Voice Mail PIN

  • Under Reset PIN, select Reset my voice mail PIN and follow the prompts
    Reset PIN

Missed Call Notification

  • Under Notifications, check (to enable) or uncheck (to disable) Send an email message to my Inbox when I miss a phone call
    Notifications
  • Click Save