Microsoft Unified Messaging (UM) is a service available for Skype for Business enterprise voice (telephone) users. Unified Messaging combines voice messages, email, calendar, and tasks into one email mailbox that can be accessed from many devices including your computer, a mobile device, or from any telephone. 

Once you are enabled for Skype for Business telephony, most users will automatically be enabled for UM. You will receive a welcome email message and PIN from "Microsoft Outlook".  You will then need to activate UM for use.  

Note: You will only receive the 'Welcome to Exchange Unified Messaging' email when you are first added to UM.  If you no longer have the message, don't know your voicemail PIN, or you need a new PIN, you can reset your PIN using the Office 365 web client.


First time mailbox setup : Personal Options

  • Call into the Outlook Voice Access mailbox by dialing your Outlook Voice Access number 7-1660 (on campus) or 319-467-1660 (off campus.)
    • Note: in the near-future, the dial-in feature will only support authenticated endpoints such as Skype for Business clients on your device (Windows, Mac OS, iOS and Android).  Dial in access from a mobile phone or any telephone will not be supported.

  • When prompted, enter your 5-digit extension and the PIN that was given to you in the ‘Welcome to Exchange Unified Messaging’ email followed by the # key.  
  • You will be prompted to enter a new PIN followed by the # key.
    • A PIN must be at least 6 digits long.
    • A PIN must contain only numbers (no letters or special characters).
    • A PIN cannot match your previous 5 PINs.
    • A PIN cannot be all a single digit (111111).
    • A PIN cannot be 6 consecutive numbers (123456).
  • You will be prompted to record your name or keep the system pronounced name (your display name as it is listed in exchange).
  • You will be prompted to record your two greetings:
    • Personal greeting that is the default greeting played for your voicemail
    • Away greeting for when you are gone for an extended period of time.
  • These greetings can be turned on/off using Office 365 or by dialing your Outlook Voice Access number - 71660 (on campus) or 319-467-1660 (off campus). 
  • When done, press * to return to the main menu or hang up the phone.

There are several ways to check your voicemail with Skype for Business Telephony and Unified Messaging including:

  • Review messages in your Skype for Business client
  • Review messages in your Outlook inbox
  • Call in to retrieve your messages.  

Detailed instructions for each option are discussed below.

 

Check your Voicemail from the Skype for Business Client

Windows Skype for Business Client

Navigate to the dial-pad icon; the bottom half of the window will display recent voicemail messages.  Select the desired message, right-click and select play.

 

Mac Skype for Business Client

Navigate to the Calls icon. Select the Voicemail tab.  Select the desired message and select the play button.

 

 

Checking your Voicemail from Outlook

Voicemails will appear in your inbox as emails from the inbound contact. All voicemail through UM will be sent to your email inbox as a media file and an attempt will be made to transcribe the message. Click the Play button and ensure that you have a private audio device such as earbuds or a USB headset plugged in to your computer.

Alternately, you may click the Play on Phone option and enter the phone number you want it to call, either a campus extension or perhaps your cell phone. The system will then call you at that number and play the message on your phone.

 

Call into your UM Mailbox to Retrieve Voicemail Messages

Call 319-467-1660 (or 71660 on campus). Enter your extension number (#-#### without any spaces or hyphen) and UM PIN when prompted. Follow prompts to hear any new voicemails.

Note: in the near-future, the dial-in feature will only support authenticated endpoints such as Skype for Business clients on your device (Windows, Mac OS, iOS and Android).  Dial in access from a mobile phone or any telephone will not be supported.

Delete Voicemail Messages

Voicemail message that are no longer needed can be deleted in Outlook or in your Skype for Business client.  Deleted messages will be automatically removed from both locations.

Record & Save a Standard and an Away Voicemail Greeting

Unified Messaging voicemail gives users the ability to create two greetings; a standard greeting and an away greeting. These greetings can be created using the Skype for Business client, the Office 365 web client, or by dialing into the system. Following are detailed instructions for each option:

Note: these greetings are NOT tied to your Outlook Out-of-Office auto reply or to your Free/Busy/Out-of-Office Outlook calendar information.

 

To record or change your voicemail greeting using the Skype for Business Client

Windows Client

First select the dial-pad icon, then select the audio tape icon on the right side of the voice mail section and finally select the Change Greetings option.   Follow the audio prompts to change or record your greetings.

 

Mac Client

Select Preferences from the main Skype for Business menu. Select the Calls icon in the Preferences window. Select the Change Voicemail Greeting button and follow the audio prompts to change or record your greetings.

  

 

Record or change your voicemail greeting using Office 365 OWA

  1. Open your browser and sign into the standard version of Office 365 http://office365.uiowa.edu.
  2. Select the Outlook Mail tile.
  3. Click the gear icon in the upper right corner, then select “View all Outlook settings”.
  4. Under settings, select “General”, select “Voicemail” and then select “Update voicemail settings”.
  5. A new Options window will open. Select Greetings (under General -> Voicemail)
  6. Select either greeting to be set:
    * Default greeting is the standard message callers will listen to.
    * Away greeting lets callers know I'll be away for an extended period of time.
  7. Select the greeting that you would like to play or change, then click Call me to play or record the selected greeting link > enter number and select Dial > and follow the system prompts.
  8. Your recorded greeting will be played for you. Press 1 to accept the greeting, 2 to re-record the greeting, or 3 to delete the greeting and use the default system generated greeting.
  9. You can hang up the phone when done or press * to return to the Main Menu.

 

Record or change your voicemail greeting using a standard telephone

  1. Call 71660 (on campus) or (319) 467-1660 (off campus).
    • Note: in the near-future, the dial-in feature will only support authenticated endpoints such as Skype for Business clients on your device (Windows, Mac OS, iOS and Android).  Dial in access from a mobile phone or any telephone will not be supported. 
  2. Enter your mailbox extension number (your assigned 5-digit telephone number) and PIN.
  3. Say Personal Options (or press 6 if touch tone access is enabled).
  4. Press 2 to record greetings.  
  5. Select 1 to record your Standard greeting, press 2 to record your Away greeting, or 3 to record your name. 

Reset Unified Messaging Voicemail PIN

All new Unified Messaging users are given a voicemail PIN, which is sent via a welcome email.

If you no longer have the 'Welcome to Exchange Unified Messaging' email, you can reset your voicemail PIN through the Office 365 Web Client.

 

PIN Requirements

  • Must be at least 6 digits long.
  • Must contain only numbers (no letters or special characters).
  • Cannot match your previous 5 PINs.
  • Cannot be all a single digits (111111).
  • Cannot be 6 consecutive numbers (123456).

 

Reset PIN via Office 365

  1. Open your browser and sign into the Office 365 Web App http://office365.uiowa.edu.
  2. Select the Outlook Mail tile.
  3. Click the gear icon in the upper right corner, then select “View all Outlook Settings”.
  4. Under Settings, select “General”, select “Voicemail”, and then select “Update voice mail settings”.
  5. Select “Reset PIN”, then select “Reset my voicemail PIN”.  Select “Yes” if you are sure you want to reset your PIN. .
  6. You will receive an email message from Microsoft Outlook with a temporary PIN.
  7. When accessing your voicemail with that PIN you will be asked to create a new PIN.

 

Reset PIN via Telephone (if current PIN is known)

  1. Call 71660 (on campus) or (319) 467-1660 (off campus).  
    • Note: in the near-future, the dial-in feature will only support authenticated endpoints such as Skype for Business clients on your device (Windows, Mac OS, iOS and Android).  Dial in access from a mobile phone or any telephone will not be supported.
  2. Enter your mailbox extension number (your assigned 5-digit telephone number) and PIN.
  3. Say Personal Options (or press 6 if touchtone access is enabled).
  4. Press 3 and follow the system prompts.

 

What is the preview message feature?

If enabled, this feature uses "speech to text" technology to translate the content of each voicemail message into text.  However, you must always listen to the message to hear the actual content. 

Why isn't it accurate?

Speech to text translation is much more difficult than text to speech, given the many variables that it has to overcome. The accuracy may improve as the technology advances, but it will likely never be 100% reliable. There are a number of factors that contribute to how well it is transcribed, from the audio quality of the recording to the speech itself.  Low volume or interference on the line can affect it, as well as any accents, mannerisms, or enunciation elements of the person speaking. 

If it isn't accurate, then why provide it?

The preview is provided to give you a clue as to the content of the message, and particularly the urgency, which helps you to prioritize your response. For example, if you are in a meeting and can view messages but not immediately listen to them, you can respond accordingly.  Later, you can listen to the message to hear the actual content. 

I find it distracting, is there a way to turn it off?

Yes there is.  From within Outlook (software version), select the FILE tab from the top menu.  Click on the Manage Voicemail option.  This will launch OWA (Outlook Web Access).  Log into your account, and it will take you to the Phone/Voicemail section.  Under the Voicemail section select Voicemail Preview,  uncheck the option "Include preview text with voice messages I receive" then select Save

 

There are two ways to interact with the UM system: voice access (for speaking commands) or touch tone (for pressing digits). The default interface is by voice. To change to the touch tone Interface: press 0 which takes you to the main menu, then 0 again.  Please note that this will select the option for the duration of the call, it will not save this option for future calls. If you prefer the touch tone option, simply press 00 each time you enter your mailbox. 

 

 

Voice Commands -

You can say:

 

Touchtone Commands -

You can press:

 

Menus -

Available at all Times

"Main Menu"

"Repeat Menu"

"More Options"

"Cancel"

"Help"

0 - Repeat Menu

00 - More Options

* - Cancel or Main Menu

Main Menu

"Voicemail"

"E-Mail"

"Calendar"

"Personal Contacts"

"Directory"

"Personal Options"

"Repeat"

1 - Listen to Voice Message

2 - Listen to Email Message

3 - Hear Calendar Options

4 - Find a Contact

5 - Compose a Voice Message

6 - Change Personal Options

7 - Turn Off Telephone Greeting
  (Change to Away Message)

0 - Repeat Menu

Voicemail -

While Listening to a voicemail message

"Rewind" (rewinds a few seconds)

"Repeat" (goes back to beginning)?

"Pause" (press any key to continue)

"Fast Forward"

"End"

"Slow Down"

"Flag for Follow-up"

"Play Header" (Envelope Information)

"Faster"

"Delete"

"Reply"

"Mark as Unread"

"Forward to" (then say the person's name from the directory or say "Personal Contact")

"Next Message"

"Next Unread"

"Previous"

* Touch tone commands are also available during playback.

1 - Rewind (a few seconds)

11 - Repeat (go back to beginning)

2 - Pause (press any key to continue)

3 - Fast Forward

33 -Skip to End

4 -Slower

44 - Flag for Follow-Up

5 - Envelope Information (Header Info)

6 - Faster

7 - Delete

8 - Reply

9 - Mark as Unread

0 - All Playback menu options

# - Next Message

 

Voicemail -

After Listening to a Voice Message

"Next Message"

"Replay"

"Next Unread"

"Previous"

"Call"

"Flag for Follow-up"

"Play Header" (Envelope Information)

"Forward to" (then say the person's name from the directory or say "Personal Contact")

"Delete"

"Reply"

"Mark as Unread"

* Touchtone commands are also available during playback.

# - Next Message

1 - Replay

11 - Previous Message

2 - Call

44 - Flag for Follow-up

5 - Envelope Information (Header Info)

6 - Forward

7 - Delete

8 - Reply

9 - Mark as Unread

0 - Repeat this Menu

00 - Return to Previous/More Options

* - Exit

E-mail & Meeting Request -

Available during playback

"Next Message"

"Next Unread"

"Previous"

"End"

"Read the Header"

"Accept"

"Decline"

"Tentatively Accept"

"Forward to" (then say the person's name from the directory or say "Personal Contact")

"Reply"

"Reply All"

"Flag for Follow-up"

"Delete"

"Delete Conversation"

"Hide Conversation"

"Call"

"Mark as Unread"

"Rewind"

"Fast Forward"

"Slow Down"

"Faster"

"Pause"

"Select Language"

"Find by Name"

* Touch tone commands are also available during playback.

# - Next Message

## - Next Unread Message

1 - Rewind

11 - Beginning

2 - Pause

3 - Fast Forward

4 - Slower

44 - Flag for Follow-up

5 - Envelope Information (Header Info)

55 - Next Language

6 - Faster

7 - Delete

77 - Delete Conversation

8 - Reply

88 - Reply to All

9 - Mark as Unread

99 - Hide Conversaton

0 - Repeat Menu

E-mail & Meeting Request -

After Listening to message

 

# - Next Message

## - Next Unread Message

1 - Replay

11 - Previous Message

2 - Call

4 - Accept

44 - Flag for Follow-up

5 - Envelope Information (Header Info)

55 - Next Language

6- Forward

7 - Delete

77 - Delete Conversation

*7 - To Un-Delete

8 - Reply

88 - Reply to All

9 - Mark as Unread

99 - Hide Conversation

0 - Repeat Menu

* - Exit

Calendar - (Plays Meeting Summary: Meeting Request: Organizer, Time, Location and Subject)

After Listening to the Meeting Summary

"Next Meeting"

"Next Day"

"Replay"

"Previous Meeting"

"Call Location"

"Call Organizer"

"I'll Be Late"

"Accept/Tentative Accept"

"Decline/Cancel"

"Clear My Calendar"

"Meeting Details"

"Attendance Details"

"Reply"

"Reply All"

"Forward"

"Select Language"

"First or Last"

# - Next Meeting

## - Next Day

0 - Repeat

00 - More Options

1 - Replay

11 - Previous Meeting

2 - Call Location

22 - Call Organizer

3 - I'll Be Late

4 - Accept / Tentative Accept

5 - Meeting Details

55 - Attendance Details

6 - Forward

7 - Decline / Cancel

77 - Clear My Calendar

8 - Reply

88 - Reply to All

 

Article number: 
116221
Last updated: 
August 23, 2019