Embed Size (px)
Citation preview
11
‘‘Unified Unified Messaging’Messaging’Using YourUsing Your
Cisco VOIP PhoneCisco VOIP PhoneAccessing your voicemail using Accessing your voicemail using your email program, Webmail your email program, Webmail (using browser) or your phone(using browser) or your phone
L:\Trgdocs\PHONES-VOIP-Cisco\Unified Messaging.ppt rev 08/2006)
22
Unified Messaging - Unified Messaging - College ‘Unity’ serverCollege ‘Unity’ server [[SendingSending Voice Mail to EmailVoice Mail to Email]]
Tom LongTom Long (ECS – (ECS – formerly CEDCCformerly CEDCC)) Administrator for the Unity server in CollegeAdministrator for the Unity server in College
College of Engineering - College of Engineering - Unity ‘Unified Unity ‘Unified Messaging’ ServerMessaging’ Server Set up to port Set up to port voice mail to the email servervoice mail to the email server in in
CollegeCollege Users must have a College of Engineering mail Users must have a College of Engineering mail
accountaccount to use the unified messaging capability to use the unified messaging capability FAX Server FAX Server to be installed to be installed (future capability)(future capability)
FAX capabilities FAX capabilities would also be available would also be available FAX’s received could be ported to College email server as FAX’s received could be ported to College email server as
attachments attachments
3
How Does My VOIP Phone Work with My Email???
How do my VoiceMail messages get into my Email
InBox?
4
HOME or Remote
LocationOFFICE(w/ VOIP phone)
At home or a remote location, to check your mail (email, voice mail, fax) , you can:
•Call 814-865-2700 to connect to your voice mail remotely (you’re prompted to enter ID (5-digit office phone #) & security password # (4-digit number) ** OR **•Log into your Exchange mail (WebMail, etc.), and check your email (if an Exchange client) ENGR: https://mail.engr.psu.edu/exchange/
University TNS (formerly OTC) ‘VOIP’ (Voice Over IP) Servers
Incoming CallNo answer –
Voice Mail left
Incoming CallNo answer –
Voice Mail left
College Servers‘Unity’ – Unified Messaging Services (handles VOIP voice mail and ties to our mail server)
Exchange MAIL Server(College’s Email Server)
Vo
ice
Mai
l mes
sag
eU
nit
y se
rver
Voice Mail Message sent to
Email server
Voice Mail Message sent to
Email server
I can’t answer
that-I’ll let voice mail
pickup
Incoming CallIncoming Call
Inco
min
g C
all
To check your voice mail, you can:
•ON PHONE--Use the [Messages] button ** OR **•USING EMAIL - Check your email (if an Exchange client)
‘Call Manager’
Voice Message is saved as a .wav sound file attachment; FAX is also a file attachment
ReceivedFAX sent toEmail server
ReceivedFAX sent toEmail server
Received
FA
X sen
t toF
AX
l serverCollege FAX Server (handles incoming FAX’s and sends to mail server)
Inco
min
g F
AX
University
Centrex System
55
Let’s step through the process of Let’s step through the process of listening to a voicemail message listening to a voicemail message
using your Email programusing your Email program
For this example, For this example, we’re going to use we’re going to use OutlookOutlook, but you can use Eudora, and , but you can use Eudora, and other email programsother email programs We’ll discuss the specific email issuesWe’ll discuss the specific email issues if if
you’re email software or options you’ve set you’re email software or options you’ve set will need to be changedwill need to be changed
We’ll We’ll launch our email programlaunch our email program and and look at the voicemail messages …look at the voicemail messages …
66
Voicemail Message in Outlook
In Outlook, ‘Horn’ icon indicates
voicemail message
Paper clip icon indicates an attachment
(voicemail is a .wav attachment)
[same in Eudora]
FROM field indicates “Unity
Messaging System…
SUBJECT field indicates “Message from…” followed by either the person’s phone number, name (if caller is within ENGR and using a VOIP phone), or unidentified caller if caller ID is not available on caller’s phone
88
Opening a Voicemail Opening a Voicemail Message within EmailMessage within Email
To To open a voicemail messageopen a voicemail message within within your email program:your email program: Simply Simply doubleclick doubleclick on the on the messagemessage to open to open
it upit up just as you would any normal message you’d receivejust as you would any normal message you’d receive
Doubleclick Doubleclick on the voicemail on the voicemail attachmentattachment (.wav file)(.wav file)
OR if you have Viewmail installed, the attachment will OR if you have Viewmail installed, the attachment will play automaticallyplay automatically
Let’s open a message up …Let’s open a message up …
99
Opening Voicemail Messages
Open message and doubleclick on the .wav file attachment to play the voicemail message
You open avoicemailmessage
the same wayyou would anyfile attachment
(in Outlook,Eudora, etc.)
You open avoicemailmessage
the same wayyou would anyfile attachment
(in Outlook,Eudora, etc.)
1111
Forwarding a Voicemail Forwarding a Voicemail message to someone message to someone
else…else… You can You can forward a voicemail messageforward a voicemail message to to
someone else once you’ve listened to the someone else once you’ve listened to the messagemessage You You forward just as you would any other email forward just as you would any other email
messagemessage you’ve received you’ve received Advantages:Advantages:
No need to writeNo need to write a message to someone a message to someone The The person gets the actual file attachmentperson gets the actual file attachment and and
simply doubleclicks on it to listen to the original simply doubleclicks on it to listen to the original message leftmessage left
Let’s forward a voicemail message…Let’s forward a voicemail message…
1212
Forwarding a Voicemail Message
Once message is selected, click Forward icon
You can forward a voicemail message by
selecting the message and using the Forward
command in your email program, just as any other
email message
You forward avoicemailmessage
the same wayyou would any
message(in Outlook,Eudora, etc.)
You forward avoicemailmessage
the same wayyou would any
message(in Outlook,Eudora, etc.)
1414
Deleting your Voicemail Deleting your Voicemail Messages…Messages…
You should You should delete your voicemail delete your voicemail messages that are no longer neededmessages that are no longer needed
Space on the server will be limitedSpace on the server will be limited There is a quota for each user regarding There is a quota for each user regarding
storage space for emails and attachmentsstorage space for emails and attachments You You deletedelete your voicemail messages your voicemail messages
just as you would any other email just as you would any other email messagemessage you receive you receive
Let’s delete a voicemail message…Let’s delete a voicemail message…
1515
Deleting a Voicemail Message
Once message is selected, use the Delete icon of your
email program (or any other Delete function you
normally use in Outlook, Eudora, etc.)
You can delete a voicemail message by
selecting the message and using the DELETE
command in your email program, just as any
normal email message
NOTE: Voicemails can be saved, just asyou save any email message, but
it will be important that you delete any unwanted & unnecessary
voicemail messagesbecause of the space used on the
server. Simply delete as you normally would in
your email program (Outlook, Eudora, etc.)
NOTE: Voicemails can be saved, just asyou save any email message, but
it will be important that you delete any unwanted & unnecessary
voicemail messagesbecause of the space used on the
server. Simply delete as you normally would in
your email program (Outlook, Eudora, etc.)
1717
You can check your You can check your voicemail remotely using voicemail remotely using your Browser & Accessing your Browser & Accessing
Webmail Webmail Using your browserUsing your browser, you can , you can access access
WebmailWebmail to to run your voicemail run your voicemail messagesmessages back, back, provided that you don’t provided that you don’t have your mail forwarded from ENGR to have your mail forwarded from ENGR to another mail server and your voicemail another mail server and your voicemail messages are on the servermessages are on the server Example: Example: If you’re at home or awayIf you’re at home or away from from
your office, you can your office, you can use any browseruse any browser to to access your access your voicemail voicemail messages/messages/email email messages by connecting to Webmailmessages by connecting to Webmail
Let’s access our voicemail messages using Let’s access our voicemail messages using Internet Explorer …Internet Explorer …
1818
Accessing your Voice Mail Accessing your Voice Mail Using Engineering’s WebmailUsing Engineering’s Webmail
Launch your browser from anywhere:
https://mail.engr.psu.edu/exchange
<you’ll get an alert that you’re going over a secure connection—click [OK]>
<you’ll be asked to enter your ENGR network username & password>
1919
WebMail (ENGR) looks like this WebMail (ENGR) looks like this from your browser…from your browser…
When using Webmail through your browser, notice that your voicemail messages will look identical – the paperclip will indicate
the voicemail attachment, the FROM area will have ‘Unity Messaging System,’ and the
SUBJECT area will have ‘Message from…’ – simply open the message and the attachment
2121
EMAIL ISSUES EMAIL ISSUES Relating to Relating to VoicemailVoicemail
Forwarding IssuesForwarding IssuesDo you need to change your current Do you need to change your current forwarding if you have multiple mail forwarding if you have multiple mail accounts?accounts?
Options for Retrieving VoicemailsOptions for Retrieving VoicemailsUsing phoneUsing phoneUsing Webmail (with your browser)Using Webmail (with your browser)Using your Email program Using your Email program
2222
Your Email Program as well as any Forwarding Your Email Program as well as any Forwarding you set will affect how you can access your you set will affect how you can access your
voicemails…voicemails… Many users in the College have multiple email Many users in the College have multiple email
accountsaccounts ENGR mail accountENGR mail account CAC (ITS) mail account (university)CAC (ITS) mail account (university) Department mail accountDepartment mail account
Departments that are running their own mail server may Departments that are running their own mail server may have all users accessing mail from that serverhave all users accessing mail from that server
The various VoIP phone/email capabilities will be The various VoIP phone/email capabilities will be dependent upon how you have your mail dependent upon how you have your mail forwarded (if you have multiple accounts)forwarded (if you have multiple accounts) How you are forwarding your email will affect how you How you are forwarding your email will affect how you
can access your voicemail messagescan access your voicemail messages Using phoneUsing phone Using WebmailUsing Webmail Using Email [provided that mail is on the server]Using Email [provided that mail is on the server]
2323
If you do have If you do have MULTIPLEMULTIPLE Email Email accountsaccounts and are and are forwardingforwarding your your
email…email…If you forward your email from the ENGR If you forward your email from the ENGR
mail servermail server You won’t be able to access your voicemails You won’t be able to access your voicemails
using your phone or using Webmail, but you can using your phone or using Webmail, but you can access the voicemails from your email program access the voicemails from your email program
Provided that the email/voicemail is on the server Provided that the email/voicemail is on the server (EX: Eudora options ‘Leave mail on server’)(EX: Eudora options ‘Leave mail on server’)
Let’s take a look at Let’s take a look at some typical scenariossome typical scenarios concerning the forwarding issue on the concerning the forwarding issue on the following slides…following slides…
If you use ENGR and do NOT forward…
Unity ServerENGR
Mail Server
.wav file attachment
Incoming Voicemail
Voicemail becomes .wav attachment
NO FORWARDING SET
Webmailhttps://mail.engr.psu.edu/exchange/
Phone (at work or remote location)
EmailLaunch your email program
[provided that mail is on the server]
If you are using ENGR’s mail server and not forwarding to another mail server, you can access your voicemails by either:
•Using a phone
•Using ENGR’s Webmail
•Using your email program
If you are using ENGR’s mail server and not forwarding to another mail server, you can access your voicemails by either:
•Using a phone
•Using ENGR’s Webmail
•Using your email program
25
If you forward your mail from ENGR to CAC(ITS)…
Unity ServerENGR
Mail ServerCAC(ITS) or another Mail
Server.wav file attachment
.wav file attachment
Incoming Voicemail
Voicemail becomes .wav attachment
Forwarding set—attachment sent to another server
ENGR’s Webmailhttps://mail.engr.psu.edu/exchange/
Phone (at work or remote location) Email
Launch your email program[provided that mail is on the server]
NONONONO
Issue: If you forward your mail to the University’s mail
server or another mail server other than ENGR’s mail
server, your voicemails along
with your emails will be forwarded and
you will only be able to access your
voicemails through your email program, NOT your phone or
ENGR’s webmail
EUDORA Users - If you use ENGR Mail Server, have Eudora email (POP client) , and do NOT forward to CAC (ITS)…
Unity ServerENGR
Mail Server
.wav file attachment
Incoming Voicemail
Voicemail becomes .wav attachment
NO FORWARDING SET to Univ. mail server
ENGR’s Webmailhttps://mail.engr.psu.edu/exchange/
Phone (at work or remote location)
Eudora EmailLaunch your email program
[provided that mail is on the server]
Issue: Because Eudora ‘checks’ mail, your red
light on handset will turn off and voicemail will
appear as ‘read’ even though the voicemail is new
You can access your voicemails
via the phone but they will be
identified as saved messages, not new voicemail
In EUDORA or using ENGR’s Webmail (using your browser), you will be able to access and listen to your voicemails at any time by accessing your email and checking your IN box for voicemail messages.
NOTE: If you delete your voicemails through the phone or through your email program/web email, they are DELETED everywhere.
From office phone: Touch [Messages], enter passwordTouch 3 1 1
If dialing in remotely, call 814-865-2700 Enter your 5-digit office phone # (ID) Enter your password, then touch 3 1 1
2727
How to CHANGE your How to CHANGE your FORWARDING…FORWARDING…
If you want If you want to change your to change your forwardingforwarding, visit:, visit: http://www.ecs.psu.edu/training/networkmanual.htmhttp://www.ecs.psu.edu/training/networkmanual.htm
Scroll to the Scroll to the ‘VOIP Phone Information’‘VOIP Phone Information’ categorycategory
Select Select ‘VOIP - Forwarding Email to COE Mail ‘VOIP - Forwarding Email to COE Mail Server’Server’
IdentifyIdentify what what your current forwardingyour current forwarding is, is, and and follow thefollow the relevant i relevant instructionsnstructions in the in the last column of the tablelast column of the table
2828
Change Forwarding to Engineering ENGR Mail Server
(this info is available at www.ecs.psu.edu/training/networkmanual.htm )
2929
Change Forwarding to Engineering Mail Server (cont’d)…
3030
Eudora Options (Settings are Important) ( this info is available at www.ecs.psu.edu/training/networkmanual.htm )
3131
Eudora Options (cont’d) …
3232
MS Outlook Options – Most users are set up as Exchange clients, but if you’re set
up as a POP Client using Outlook, options will matter…
4242
Online Information on Online Information on VoicemailVoicemail
There is VOIP information available There is VOIP information available online online http://www.engr.psu.edu/unityhttp://www.engr.psu.edu/unity
Some links will take you to the documentation Some links will take you to the documentation available on the training webpagesavailable on the training webpages
http://www.ecs.psu.edu/training/networkmanuahttp://www.ecs.psu.edu/training/networkmanual.html.htm
Let’s take a look at what’s available Let’s take a look at what’s available online…online…
4444
Online Information – Our Training Website - Network User Manual
Pagehttp://www.ecs.psu.edu/training/networkmanual.htm
VOIP Phone Information[presentations & documentation]
(we’ll be adding info here)
4646
Questions – HELP ??Questions – HELP ?? HELP HELP
Phone Problems - TNS Support – 5-4662Phone Problems - TNS Support – 5-4662 Email Problems – ECS (T. Long) – 3-6104Email Problems – ECS (T. Long) – 3-6104
Or email Or email [email protected]@engr.psu.edu Remote Access to VoicemailRemote Access to Voicemail
Dial-in Number Dial-in Number 814-865-2700814-865-2700 Enter ID (5-digit phone #) + passwordEnter ID (5-digit phone #) + password
Webmail Webmail https://mail.engr.psu.edu/exchangehttps://mail.engr.psu.edu/exchange Enter Engineering network username and passwordEnter Engineering network username and password
Email programEmail program Launch your email program and check voicemail messagesLaunch your email program and check voicemail messages
Remember – voicemail MUST be on the server to access the messageRemember – voicemail MUST be on the server to access the message Training/Support Training/Support
Training Home Page: Training Home Page: http://www.ecs.psu.edu/traininghttp://www.ecs.psu.edu/training Sue Pysher and Maria RuthSue Pysher and Maria Ruth 863-4666 863-4666 [email protected]@engr.psu.edu or or [email protected]@engr.psu.edu
