Transcript The University of Toledo Unified Messaging The next generation of Communications on Campus.

The University of Toledo
Unified Messaging
The next generation of Communications on Campus
What is Unified Messaging?
Unified Messaging (or UM) is the
integration of different streams of
messages (email, fax, voice, video, etc.)
into a single in-box, accessible from a
variety of different devices.
Definition source en.wikipedia.org/wiki/Unified messaging
Benefits of Unified Messaging
 It’s easier and faster to deal with voicemail – you can sort through a list of
messages from your PC by accessing your Outlook Inbox.
 Manage messages from your PC, telephone, PDA or a Web Browser.
 Communicate more effectively with compound messages – forwarding
voicemails with an email introduction or embed voice messages into your
emails.
 Text to speech capabilities, use a telephone to call and hear your email
messages through your Unified Mailbox. Yes, the system actually converts
email text to speech!
 Text to speech capabilities also allow you to check your calendar
over the telephone through your Unified Mailbox.
How does Unified Messaging work?
 email accounts are upgraded to Exchange 2010.
 Then enabled for Unified Messaging.
 Email notification is generated – verifies your extension and provides your pin.
 You personalize your mailbox and forward your telephone to the system.
Let’s look at how the systems work together.
UT Exchange Mail Servers
one inbox handling your email and voice mail
providing unification to your communications
Phone is on a Forward
Busy and Forward No
Answer to the Unified
Message extension 6000
The voice message is delivered to
your Outlook Inbox.
Your voicemail
greeting plays and
your caller leaves a
voicemail message.
After the voicemail message is left it is sent to the
email server, at the same time the PBX will turn on
your telephone Message Waiting Indicator light on.
Inbox with Unified Messages
Now that you have seen how the call flow process works
when your telephone is forwarded to the Unified Message
system, let’s take a closer look at an Outlook Inbox.
Let me stress that you can always pick up your telephone
and retrieve your voice mail messages.
In Outlook, ‘the
phone receiver and
envelope” icon
indicates voicemail
message
Click play and the message will play
over your computer speakers or see
next slide.
Notice the Voice Mail Preview – this is
the speech to text translator.
Click Play on Phone In Outlook, see
dialog box that appears.
Enter the phone
number that you
want the system to
play the message
back on. Then click
Dial
Listening to a voice mail message using
your Outlook email account
Let’s launch our email program and look at the voicemail messages …
Opening a Unified Message
Double Click on the message, to
expand it just like any other
email.
Opening a Unified Message
Once you have expanded the
message click on the blue
arrow and the message will play
over your speakers or you can
play it on the telephone. Play on
phone option now in the menu
bar.
.
The speech to text
translator displays
the message.
You open a voicemail message
the same way you would any
Email message in Outlook.
Forwarding a Voicemail message
 You can forward a voicemail message to someone else once you’ve
listened to it.
 You forward just like you would any other email message you’ve received.
 This is comparable to the “give” command in most voicemail systems.
Advantages:
 No need to write a message to someone.
 The person gets the actual file attachment and simply double clicks on
it to listen to the original message left.
Let’s forward a voicemail message…
Forwarding a Voicemail Message
Once the message is selected, click the
Forward icon.
You can forward a voicemail
message by selecting the message
and using the Forward command in
your email program, just like any
other email message.
Deleting a Voicemail message
 You should delete, file or archive any voicemail message that you
no longer need.
 Information Technology has established quotas for each user.
Space is limited. So email management is essential.
 You delete voicemail messages just like any other email message
you receive.
Let’s delete a voicemail message…
Deleting a Voicemail Message
You can delete a voicemail message by
selecting the message and using the DELETE
command in your email program, just like any
other normal email message.
NOTE: A one minute voicemail message is about 99 KB.
Mailbox Storage on Campus is 500 MB.
This means you can receive about 5,000 one minute voicemail messages before
your mailbox would be full. I don’t even receive that many voicemail messages!
Saving a Voicemail message
 You always have the option to save a unified voice mail message
just like you would your emails.
 Information Technology suggests that you create personal folders
so as not to exceed mailbox size limit. So email management is
essential.
Let’s save a voicemail message…
Saving a Voicemail Message
You can save a voicemail message by selecting
the message and dragging it to a designated
Personal Folder.
Unified Messaging Tools
Web Access
Using your browser, you can access Outlook Web Access to check
your voicemail/email messages.
For instance when you’re at home or away from the office, you can use
any browser to access your voicemail/email messages by connecting to
http://email.utoledo.edu
Let’s have a look…
Web Access
*
Choose UT Email (Faculty / Staff) and
enter your UTAD credentials to access
your Outlook Account.
Use any Internet Browser to access
your voicemail/email messages by
connecting to http://email.utoledo.edu.
Let’s have a look…
Outlook Web Access
Web Access
*
When using Outlook Web Access through your browser, notice
that your voicemail messages will look identical to your email
messages – but it says Voice Mail from 5304427.
Online information about Unified Messaging
There is Unified Message information available online at
http://www.utoledo.edu/it/TC/e2010_Unified_Messaging.html
Any questions?
If you have questions please call Mary Kurtz at 530-4805.