Setting Up Your Exchange Voice-mail

Go to the Outlook Web Application (OWA) at https://mail.berry.edu .
Log in using your email information.
Click Sign in to open your mailbox.
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 (ext. 7700)
Extension — your 4-digit phone number suffix
PIN — your personal 4-digit identification number for accessing your mailbox on the phone. We recommend you change your password after you sign in for the first time.

5. Using your office phone, call the Voice Mail Access Number for your campus (ext. 7700). The system will identify your phone (extension) number. Enter your PIN when prompted.

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

Accessing Voice Mail

From your Unified Messaging (UM) office phone (or registered UM device)	Dial 7700 Hear your 4-digit phone number extension (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 UM office phone (Exchange Voice mail subscriber)	Dial 7700 After hearing "if this is not your mailbox," press * (star) Enter your 4-digit phone number extension and press # Enter your PIN and press #
From an external phone	Dial (706) 238-7700 Enter your 4-digit phone number extension and press # Enter your PIN and press #

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

If you are unable to login, or you are using the light version of OWA, contact Network Operations or Telecommunication Services.

Manage Voice Mail over the Phone

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

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

	Voice Commands	Touch-tone 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: a.) Header: date/from b.) Envelope: date/time/from/length c.) Reply: Send a reply message to the caller's mailbox, if the caller is also an Exchange subscriber. d.) 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.
	Voice Commands	Touchtone Commands
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 last name Press 0 to key in the 4-digit phone number
Personal Options		Main Menu: 1 - Turn On/Off Telephone Out of Office Status 2 - Record Greetings 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 Sub-Menu for Greetings: 1 - Record Personal Greeting 2 - Record Out of Office Greeting 3 - Record Your Name (Voice Signature) * - Cancel, Return to Personal Options Main Menu 0 - Repeat this menu
Transfer callers directly to someone's voicemail		Press transfer, dial extension 1000, press # once the auto-attendant answers and enter the 4-digit extension for the requested voicemail and press transfer again immediately.

Manage Voice Mail on the Computer

	Outlook Web App (OWA)
Access your mailbox	Open Internet Explorer, Mozilla Firefox or Apple Safari (Mac) and go to: https://mail.berry.edu
Sign In	User Name: Your login account Password: Your login password For security reasons, do not check "Remember my password."
Listen to Voice Mail	Voice mail messages are sent to your email inbox. To open a message, click on the subject. To play a voice message, click on the attachment or player bar. Copies of mailbox messages can be forwarded to an email address. Note: If you have forwarding set up, deleting the copy does not delete the original voice message in the Exchange mailbox.
Deleted Messages	Voice mail messages and notifications are automatically sent to your Berry email. Deleting a voice mail message in your Berry inbox DOES remove it from the server. Messages must be deleted by phone or in your Exchange Voice Mail Only inbox though OWA. When the message is deleted from the Delete Items File, it cannot be restored. To avoid manually deleting, you can set up a rule to delete Exchange VM messages in OWA. When your voice mailbox is full, you will not receive voice mails by phone or email. Once old messages are deleted, new voice mails will appear.
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 will appear as missed call notifications

Features

Additional Exchange Voice Mail features are available for you to set up as described below.

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 to Enable/Disable Additional Features
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 How to Enable/Disable Additional Features
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.)	This rule is setup by default.
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	Pick up a phone line and dial *3 to enable. To disable, pick up the same phone line and dial #3.
Find Me (Call Answering Rule)	Forwards calls to other numbers; requires caller to say his/her name before leaving a message	See How to Enable/Disable Additional Features
Transfer (Call Answering Rule)	Regular transfer to another number	See How to Enable/Disable Additional Features
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 Computing@Berry.edu
Non-College 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 Computing@Berry.edu
Additional College Phone Numbers	Allows extensions on one phone to share one mailbox.	Send a request to Computing@Berry.edu

How to Enable/Disable Additional Features

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

Voice Mail Preview
Reset my Voice Mail PIN
Missed Call Notification
Create a Voicemail Forwarding Rule
Enable Call Transferring
Enable Find Me Rules
Disable Call Answering Rules

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)

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2. Select Options in the upper right corner

3. Select See All Options...

Description: OWA Options Tab

4. Select Phone in the left side menu

Description: OWA Options Menu

The Voice Mail screen will open

Description: Voice Mail Options

Voice Mail Preview

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

Reset my Voice Mail PIN

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

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
Click

Set up Voicemail Forwarding

1. Click Options in the left hand corner of your mailbox.

2. Select Create an Inbox Rule. Select New…for a new Rule, select It was sent to… from the drop-down labeled * When the message arrives, and:

3. Search for your mailbox and double click on your name. This will enter the number into box below Message recipients: To ‐>

4. Click OK Click Do the following:

5. Select Redirect the message to…

6. Click on Select people… to the right of the drop down list.

7. Search for and select the users to be forwarded the incoming voice messages.

8. For group email addresses, type the entire email address below in the “To ‐>” field.

9. Click OK

10. You will be returned to the Rule description for review

11. Click Save

12. You will see your new rule in the Rules list.

13. To disable the rule simply uncheck the box. (No need to save.)

Create a Call Transfer Rule

Note: Calls that are transferred or forwarded to voice mail will still appear in your Exchange inbox as missed calls. Calls can only be forwarded to local area codes (706, 770) and toll-free numbers. Calls not answered on that phone will be handled by the voice mail system on that phone.

1. Under Voice Mail click the New Rule button under Call Answering Rules.

2. Type a Name for the rule.

3. Optional: Add Conditions (or rules that need to be true in order for the Find Me or Transfer options to be enabled). Note: If you want all calls to follow a certain rule, do not enter any conditions.

4. Add Actions the Caller Can Select: Select Transfer the call to…

5. Type the number description (For field), number command (1-9), 10-digit phone number or contact. Note: If you use a contact from the U-M directory, you can transfer directly that person’s voice mail.

6. Click Apply

7. Click Call the Play on Phone number to play or record a greeting for this call answering rule, otherwise a message is autorecorded.

8. Click dial.

a. Your desk phone will ring.

9. Answer your desk phone and follow the prompts to record a new greeting.

Note: Include the list of actions that a caller can select:

“…to reach me on cell phone, press 1.”

“…to record a voice message, press the pound key”

10. Close the Play on Phone window.

11. Click Save and Close.

12. Click Save.

Create a Find Me Rule:

Note: The Find Me rule is only applicable to the local 706 and 770 area codes or the 1-800 code, and is unavailable for use for numbers other than those starting with those area codes.

1. Under Voice Mail click the New Rule button under Call Answering Rules.

2. Type a Name for the rule.

4. Add Actions the Caller Can Select: Select Find me at the following numbers…

5. Type the number description (For field), number command (1-9), 10-digit phone number (Call field), and forwarding wait time (for x seconds). You can enter 1-2 numbers for each action.

6. Click Apply

7. Repeat Steps 4-6 to add additional number command options under this rule.

8. Click Call the Play on Phone number to play or record a greeting for this call answering rule, otherwise a message is autorecorded.

9. Click dial.

a. Your desk phone will ring.

10. Answer your desk phone and follow the prompts to record a new greeting.

Note: Include the list of actions that a caller can select:

“…to reach me on cell phone, press 1.”

“…to record a voice message, press the pound key”

11. Close the Play on Phone window.

12. Click Save and Close.

13. Click Save.

Note: If you recorded a personal greeting, make sure it reflects the caller’s current options. Under Greetings, click Call me to play or record the selected greeting…