Cisco Unity Connection User Guide, Release 1.x - Deleting Messages [Cisco Unity Connection]

Table Of Contents

Deleting Messages

Deleting New and Saved Messages by Phone

Permanently Deleting Messages by Phone

Checking Deleted Messages by Phone

Deleting Messages in the Cisco Unity Inbox Web Tool

Deleting Voice Messages in Your E-mail Program

Deleting Messages

You can delete new and saved messages by phone and in the Cisco Unity Inbox web tool; you may also be able to delete voice messages in your e-mail program (ask your Connection administrator).

Cisco Unity Connection may also save your deleted messages so that you can use the conversation and the Cisco Unity Inbox to play, restore, and permanently delete them (ask your Connection administrator).

Deleting messages can be an important way to reduce your mailbox size, especially when Connection is not set up to automatically delete messages once they reach a certain age. Ask your Connection administrator if the system is set up to enforce a message-retention policy. Connection does not indicate when a message-retention policy is enforced, nor does it warn you before message are permanently deleted as a result of such a policy. If Connection is not set up to do so, make sure that you permanently delete messages periodically. (For information on what to do if your mailbox exceeds its size limits, see the "Managing the Size of Your Mailbox" chapter.)

Tip To archive messages before deleting them, you may be able to save them as WAV files to your hard disk. (In the Cisco Unity Inbox, use the Save Recording As command on the Options menu in the Media Master, if available.)

This chapter contains the following sections:

•Deleting New and Saved Messages by Phone

•Permanently Deleting Messages by Phone

•Checking Deleted Messages by Phone

•Deleting Messages in the Cisco Unity Inbox Web Tool

•Deleting Voice Messages in Your E-mail Program

Deleting New and Saved Messages by Phone

You can delete new and saved messages by phone during message playback or after you listen to an entire message.

This section contains two procedures for deleting messages by phone. Do the applicable procedure, depending on whether you are using touchtone keys or voice commands.

The procedures use keypad mappings for voice commands and the standard conversation. Keypad mappings for other conversations are provided in the "Cisco Unity Connection Voice Commands and Phone Menus" chapter. Ask your Connection administrator which conversation you are set up to use.

To Delete a New or Saved Message by Phone Using Touchtone Keys

Step 1 Log on to Cisco Unity Connection.

Step 2 Press 1 to hear new messages.

Or

Press 3 to review old messages.

Step 3 During or after message playback, press 3 to delete a message.

Table 10-1 Use These Keys Anytime

Key

Action

*

Cancel or back up

0

Help

To Delete a New or Saved Message by Phone Using Voice Commands

Step 1 Log on to Cisco Unity Connection.

Step 2 When Connection asks what you want to do, say:

"Play new messages" to hear all new messages.

Or

"Play saved messages" to review all old messages.

Step 3 During or after message playback, say "Delete" to delete a message.

Permanently Deleting Messages by Phone

Depending on how it is set up, Cisco Unity Connection may save your deleted messages and allow you to permanently delete them.

This section contains two procedures for permanently deleting messages by phone. Do the applicable procedure, depending whether you are using touchtone keys or voice commands.

The procedures use keypad mappings for voice commands and the standard conversation. Keypad mappings for other conversations are provided in the "Cisco Unity Connection Voice Commands and Phone Menus" chapter. Ask your Connection administrator which conversation you are set up to use.

To Permanently Delete Messages by Phone Using Touchtone Keys

Step 1 Log on to Cisco Unity Connection.

Step 2 Press 3 2 to access deleted messages.

Step 3 Press the applicable key, depending on how you want to delete messages:

Key(s)

Action

1

Review deleted messages so that you can permanently delete them one by one.

2

Permanently delete multiple deleted messages at once.

Table 10-2 Use These Keys Anytime

Key

Action

*

Cancel or back up

0

Help

To Permanently Delete Messages by Phone Using Voice Commands

Step 1 Log on to Cisco Unity Connection.

Step 2 When Connection asks what you want to do, say:

"Empty Deleted Items folder" to permanently delete all messages in your Deleted Items folder. Say "Yes" when Connection prompts you to confirm the action.

Or

"Play deleted messages" to permanently delete messages one by one. After message playback, say "Delete" to permanently delete a message.

Checking Deleted Messages by Phone

Depending on how Cisco Unity Connection is set up, you may be able to play your deleted messages by phone, just as you can play new and saved messages. The Connection conversation also allows you to restore a deleted message as a new or saved message.

By default, newest messages are played first. You can specify the message playback order for deleted messages in the Cisco Unity Assistant web tool. Note that you cannot enable the Message Type menu or specify a playback order by message type for deleted messages.

This section contains two procedures for checking deleted messages by phone. Do the applicable procedure, depending whether you are using touchtone keys or voice commands.

The procedures use keypad mappings for voice commands and the standard conversation. Keypad mappings for other conversations are provided in the "Cisco Unity Connection Voice Commands and Phone Menus" chapter. Ask your Connection administrator which conversation you are set up to use.

To Check Deleted Messages by Phone Using Touchtone Keys

Step 1 Log on to Cisco Unity Connection.

Step 2 Press 3 2 to hear deleted messages.

Step 3 Use the following keys to control playback as you listen to a deleted message:

Key(s)

Action

Key(s)

Action

1

Restart message

8

Pause/Resume

2

Restore as saved

9

Fast-forward

3

Delete permanently

#

Fast-forward to end

4

Slow playback

# #

Skip message, save as is

5

Change volume¹

*

Cancel or back up

6

Fast playback

0

Help

7

Rewind message

¹Not available on some systems

Step 4 Use the following keys to manage the deleted message after you have listened to it:

Key(s)

Action

Key(s)

Action

1

Replay message

6

Restore as new

(The message waiting indicator on your phone may be triggered.)

2

Restore as saved

7

Rewind message

3

Delete permanently

9

Play message properties

4

Reply

(Resend original message when responding to an NDR)

#

Save as is

42

Reply to all

*

Cancel or back up

44

Call the user¹

0

Help

5

Forward message

¹Not available on some systems.

To Check Deleted Messages by Phone Using Voice Commands

Step 1 Log on to Cisco Unity Connection.

Step 2 When Connection asks what you want to do, say:

"Play deleted messages" to play all deleted messages. (Note that this option may not be available on all systems.)

Or

"Play deleted messages from <user name>" to hear deleted voice messages from a specific Connection user.

Or

"Play deleted <voice messages/ e-mails/ receipts>" to hear deleted messages of a specific type. (Note that Connection plays e-mails only for users who have the text-to-speech option. Depending on how Connection is set up at your organization, you may not receive all types of receipts.)

Step 3 Use the following keys to control playback as you listen to a deleted message:

Key(s)

Action

Key(s)

Action

4

Slow playback

9

Fast-forward

5

Change volume¹

#

Fast-forward to end

6

Fast playback

*

Cancel or back up

7

Rewind message

0

Touchtone key Help

8

Pause/Resume

¹Not available on some systems.

Step 4 Use the following voice commands to manage a deleted message after you have listened to it:

Action

Voice Command

Replay message

"Repeat"

Play previous message

"Previous"

Play next message

"Next"

Restore as saved

"Save"

Delete the message permanently

"Delete"

Reply to message

"Reply"

Call the Connection user¹

"Call sender"

Forward the message

"Forward"

Restore as new1

"Mark new"

Play message properties

"Message properties"

¹Not available on some systems.

Deleting Messages in the Cisco Unity Inbox Web Tool

You can delete a message or group of messages directly from the Cisco Unity Inbox web tool, or you can delete a message after you have opened it. You also may be able to retrieve deleted messages from the Deleted Items folder in the Cisco Unity Inbox so that you can listen to them, reply to or forward them, restore them to the Inbox, or delete them permanently.

This section contains two procedures, the first for deleting messages and the second for retrieving messages from the Deleted Items folder.

To Delete a Message in the Cisco Unity Inbox Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Inbox link.

Step 2 In the Cisco Unity Inbox, check the check box to the left of the message that you want to delete. You can check multiple check boxes to delete more than one message at a time.

Or

Click the Select All Rows icon below the menu bar to mark all messages on the page for deletion.

Step 3 Click the Delete Selected Rows icon below the menu bar.

Step 4 When prompted, click OK.

Alternatively, you can delete a message by opening the message, clicking Delete, and clicking OK.

Depending on how your Connection administrator set up your account, the message may be permanently deleted or saved to the Deleted Items folder.

To Retrieve a Deleted Message from the Deleted Items Folder in the Cisco Unity Inbox Web Tool

Step 1 On the Cisco PCA Home page, click the Cisco Unity Inbox link.

Step 2 In the Cisco Unity Inbox, click the View Deleted Items icon below the menu bar.

Step 3 On the Deleted Items page, do any of the following tasks:

Listen to a voice message

Click the speaker icon next to the message.

Or

Open the message and play it by using the Media Master.

Reply to or forward a message

Open the message, and click the applicable icon.

Restore a message to the Cisco Unity Inbox

Check the check box to the left of the message, and click the Restore Selected Rows to Inbox icon below the menu bar.

Permanently delete a message

Check the check box to the left of the message, click the Delete Selected Rows icon below the menu bar, then click OK.

Deleting Voice Messages in Your E-mail Program

You can delete voice messages from your e-mail program, just as you do e-mail messages. Depending on how Cisco Unity Connection is set up, you may also be able to retrieve deleted messages from the Deleted Items folder in the e-mail program to listen to them, to restore them to a folder, or to delete them permanently.

For some e-mail programs, you may need to periodically purge your Deleted Messages folder to completely delete voice messages. Check with your Connection administrator as to whether this step is necessary for your e-mail program.