Accessing voice messages via email

Download a digital media player

(if you do not already have one):

1. WindowsMediaPlayer:

http://www.microsoft.com/windows/windowsmedia/player/

2.

Apple’siTunes:

http://www.apple.com/itunes/overview/



3.

RealNetworksRealPlayer:

http://www.real.com/realplayer



1.WhenyoutrytoopenthevoicemailinOutlook,thefollowing

messagewillappearonyourscreenbefore

themessageisopened….



2.

WhenyouclickontheOKbutton,themessagewillopenina

separatewindow…..



3.

Ifyoudouble‐clickontheattached.wavfile,thefollowingmessage

willappear….



4.

MakesurethattheExpressSettingsdonutisselected,thenclickon

theFinishbuttontoinstallWindowsMediaPlayer.



What will happen if I open a voicemail message

before I have downloaded a media player?

Play a message using Windows Media Player

(when WMP is your default media player):

1.Opentheemailmessage.

(NOTE:ThereisnoprevieweravailableforWindowsMedia

Player.Therefore,youcannotplaythevoicemessageby

clickingonthemediaplayerfromthePreviewpane.)

2.Double‐clickonthe.wavfileattachment.TheWindows

MediaPlayerapplicationwilllaunchautomatically.



3.Followthest

ndardWindowsMediaPlayerproceduresto

play,rewind,save,ordeletethevoicemailmessage(s).

To play a voice mail message from iTunes

(when iTunes is your default media player):

1.Right‐clickonthevoicemailmessageinyouremail

Inbox.

2.Fromthedrop‐downmenu,moveyourcursortotheView

AttachmentsoptionandthenclickonVoiceMessage.wav

fromthesub‐list.



3.AnOpeningMailAttachmentdialogboxwillappear.Click



ontheOp

nbuttontoconfirmthatyouwanttoaccessthe

iTunessite.



4.FollowthestandardiTunesprocedurestoplay,rewind,

save,ordeletethevoicemailmessage(s).



What is ViewMail?

What is ViewMail for Outlook?

Cisco’sViewMailforOutlook(VMO)letsyousend,listento,and

managevoicemessagesdirectlyfromyourOutlookInbox.

What are the advantages of using ViewMail?

1.FromyouremailInbox,youcanforwardvoicemailmessagesto

individualemailusersandtodistributionlists.

2.TheinformationintheFromfieldoftheemailcanhelpyou

identifythesender.Thisfieldwilleithercontain:

a.thenameofaCiscoUnitysubscriber(ifthecallerisasub‐

scriberandwaslogge

dintoCiscoUnitywhenleavingthe

message)

b.thewords“Un

ityMessagingSystem”ifthemessagewasleft

byaCiscoUnitysubscriberwasnotloggedontoCiscoUnity

whenleavingthemessage

c.thewords“UnityMessagingSystem”ifthemessagewasle

ft

bysomeonewh

oisnotaCiscoUnitysubscriber.

3.Viewmailmakesiteasiertovisuallydistinguishvoicemail

messagesfromotheremailmessagesinyourmailbox:



a.Urgentvoicemailmessageswillbedistinguishablebyared

exclamationpointsymbol(!

).TheSu

bjectfieldwillalsobe

gin

withtheword“Urgent”.

b.Privatevoicemailmessageswillbedistinguishablebasedon

theSubjectfield….Thesubjectlinewillappearas“Private

VoiceMessagefromxxxxxxx”,wherethe“xxxxxxx”will

contain….

1) thecaller’sname,ifthecalleriswithintheUnitysystem,

2) thecaller’sphon

enu

mber,ifthecallernotwithinthe

Unitysystem

3) thewords“privatecaller”orasimilardescriptionifthe

callerisnotwithintheUnitysystem,andhasCallerID

turnedoffonhisorherphone.

4.Whenanewvoicemailmessageisreceiv

ed,youwillhe

arthe

audioannouncement“Youhavevoicemail.”Ifthemessageis

markedurgent,yourcomputerwillalsoplaythreeloudbeeps,

5.Userscanalsoorganizeandsortmessagesonthedesktop

screeninanyorderandsavetheminpersonalfolders,making

themeasytoretrieve.

1. IMPORTANT:YoumustbeclosedoutofOutlook/

Entouragebeforebeginningtheinstallation.

2. OpenMyComputerfromyourSTARTmenu.

3. NavigatetothefollowingfolderonyourP:drive:

P:\Desktop‐Apps\ViewMail

NOTE:TheViewMailfolderisasubfolderwithinthe

Desktop‐Appsfolder.

4. Doubleclickon“install.bat”tobegintheinstall.

5. Whe

nth

einstallationiscomplete,theblackscreenwill

disappear.



+



How do I install it on my computer?

To change your default media player:

1.OpentheControlPanel.

2.IntheCategoryView,clickAddorRemovePrograms.

3.IntheAddorRemoveProgramswindow,clickAddorRe‐

movePrograms.



4.Intheleft‐handpanelofthedialogbox,clickontheSetPro‐

gramAccessandDefaultsicon….



5.Selectthe“Cu

tom”optionfromtheconfigurationlist,and

clickonthedouble‐downarrowiconattheright‐handsideof

therow….



6.IntheChooseadefaultmediaplayerarea(youmayneed

toscrolldowntoseethis),clickon

th

edesir

edoptionand

thenclickOK.



Setting your ViewMail Options

Setting the General Options

1.OpenOutlook.

2.FromtheToolsmenu,clickonViewMailOptions.

3.ClickontheGeneraltabwithintheViewMailOptionsdialog

box.



a.IntheWhenopeningamessagearea,check”Playthevoice

messageautomatically.”(Thisisuncheckedasa

default.

)

b.IntheWhens

endingamessagearea,check“Saveonlythe

messageheaderintheSentItemsfolder.”(Thisisun‐

checkedasadefault.)

Note:Ifthisischecked,onlythemessageheaderwillbe

storedintheSentItemsfolderaftersendingamessage.This

meansyo

uwillnot

beabletoresendthevoice‐mailmes‐

sages(.wavfiles)fromyourSentItemsfolder.

c.InthePhoneRecordandPlaybackarea,leavethe

“Extension”and“CiscoUnityServer”textboxesblank.

(Thesearebothblankbydefault.)

Setting the Notification Options

1.ClickontheGeneraltabwithintheViewMailOptionsdialog

box.



2.The“Playurgentmessagesound”boxshouldbechecked.

a.Ifamessageisdeliveredandmarkedas“IMPORTANT”,the

systemwillbeepthree(3)times.

b.default.wavfileat:C:\ProgramFiles\ViewMail\pager.wav

3.

The“Playnewvoiceme

ssag

esound”boxshouldbechecked.

a.Avoicewilltellyouthatanewvoicemailhasarrived.

b.default.wavfileatC:\ProgramFiles\ViewMail\youhave.wav

1.ClickontheRecordtabwithintheViewMailOptions

dialogbox.



2.TheDevicefieldspecifieswhatsystemssoundcardwill

beusedforrecording….

Donotchangethisfromthedevicethatiscurrently

specified.

Setting the Record Options

1.ClickonthePlaybacktabwithintheViewMailOptions

dialogbox.



2.TheDevicefieldspecifieswhatsystemssoundcardwill

beusedforplayback….

Donotchangethisfromthedevicethatiscurrently

specified.

3.The“Downloadaudiobeforeplaying”fieldshould

be

checked.

Setting the Playback Options

Other ViewMail Options

Disregardthe“SecureMessaging”tab.

Saving your Changes

OnceyouaredonemodifyingandverifyingtheViewMail

settings,clickonthe“OK”buttontosaveyourchanges.

Accessing voice messages via email

To recover a deleted voice mail message

(with or without ViewMail) :

1. OpenyourDeletedItemsfolderinOutlook,Entourage,

orOutlookWebAccess.

2. Locatethevoicemailmessageyouwanttorecover,and

restorethemessagebyeither:

a. DraggingthemessagefromtheDeletedItemsfolder,

anddropitintotheInboxfolder,or….

b. OpeningthemessageintheDeletedIte

sfolder

and….

1)Clickingonthedrop‐downarrowontheMoveto

Foldericon

2)ClickingonOtherFolderfromthedrop‐downlist

3)NavigatingtotheInbox

4)ClickingontheOKbutton

How do I play a message using ViewMail?

1.Opentheemailmessage.

(NOTE:Thereisnomediaplayerprevieweravailablein

OutlookforWindowsMediaPlayer.Therefore,youcannot

playthevoicemessagebyclickingonthemediaplayer

fromthePreviewpane.)

2.Clickontheforwardarrowtostartplayingthemessage.



3.Tostopth

emessagedu

ringplayback,clickontheStop

button.

4.Tofast‐forwardorreplaypartofthemessage,dragthe

arrowinthetimescalebartotherightortotheleft.In

themessagepicturedabove,theentirevoicemailmes‐

sagelastsfor28

.3seconds.

5.Toincreaseordecrease

thevolumeoftherecording,drag

thearrowintheVolumebartotherightortotheleft.

6.Toincreaseordecreasethespeedofthemessageplay‐

back,dragthearrowintheSpeedbartotherightorthe

left.