Table Of Contents

Sending and Replying to Messages

Sending Voice Messages by Phone

Sending Voice Messages from the Cisco Unity Inbox Web Tool

Replying to Voice Messages by Phone

Replying to Voice Messages from the Cisco Unity Inbox Web Tool

Forwarding Messages by Phone

Forwarding Voice Messages from the Cisco Unity Inbox Web Tool

Addressing Voice Messages with the Cisco Unity Inbox Address Book

Sending and Replying to Messages

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You can send voice messages and reply to messages by phone and from the Cisco Unity Inbox web tool. Depending on the tool you use, you can send, reply to, and forward messages to users, as well as to private and system distribution lists, and to e-mail addresses. Cisco Unity Connection does not save your sent messages.

You cannot reply to voice messages from unidentified callers. Also, when your mailbox exceeds its size quota, you may not be able to send messages. (See the "Managing the Size of Your Mailbox" chapter.)

This chapter contains the following sections:

•Sending Voice Messages by Phone

•Sending Voice Messages from the Cisco Unity Inbox Web Tool

•Replying to Voice Messages by Phone

•Replying to Voice Messages from the Cisco Unity Inbox Web Tool

•Forwarding Messages by Phone

•Forwarding Voice Messages from the Cisco Unity Inbox Web Tool

•Addressing Voice Messages with the Cisco Unity Inbox Address Book

Sending Voice Messages by Phone

You can send voice messages to Cisco Unity Connection users, and to private and system distribution lists. Connection sends your message to the intended recipients without ringing their extensions.

You can address a message to more than one recipient or list. Depending on the input style you are using, you address a message either by saying the name of a Connection user or distribution list, or by using the phone keypad to spell the name of the user or list, or to enter the extension or list number.

The following special delivery options are available:

Urgent	Mark a message urgent so that Connection sends it before regular messages.
Return receipt	Request a return receipt so that Connection notifies you when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Connection phone menus allow you to request them. Ask your Connection administrator whether the system is set up to send receipts to users.)
Private	Mark a message private so that the recipient knows to treat it confidentially. Connection users cannot forward private messages by phone or from the Cisco Unity Inbox.

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

The touchtone-key procedure uses keypad mappings for 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 Send a Voice Message by Phone Using Touchtone Keys

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Step 1 Log on to Cisco Unity Connection.

Step 2 Press 2.

Step 3 Record your message at the tone. Use the following keys as you record:

Key	Action
8	Pause or resume
#	End recording

Step 4 When you are finished recording, press #.

Step 5 Follow the prompts to address your message. Press # # to switch between spelling and number entry.

Step 6 Press # to confirm the recipient.

Step 7 Press 1 to add another name or list.

Or

Press # to send the message.

Or

Press 3 for message options. Then use the following keys to select options, and follow the prompts to send your message:

Key	Action	Key	Action
1	Change address	4	Review message
2	Change recording	#	Send message as is
3	Set special delivery

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To Send a Voice Message By Phone Using Voice Commands

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Step 1 Log on to Cisco Unity Connection.

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

"Send a message."

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Tip If you know the message recipient or want to specify a message property, you can say it at this time. For example, "Send an urgent message to Tim Wu" or "Send a private message."

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Step 3 Record your message at the tone.

Step 4 When you are finished recording, press # or stay silent for a few seconds.

Step 5 When prompted, say the name of the message recipient. You can send messages to other Connection users or to distribution lists.

Connection will confirm the recipient name and ask whether you want to add another recipient or if you are done.

Step 6 Repeat Step 5 to add any additional recipients. For faster addressing, you can say the name of the next recipient before Connection finishes the confirmation message.

Or

Say "Done."

Step 7 Use the following voice commands as applicable:

Action	Voice Command
Send the message	"Send"
Review list of recipients	"Review recipients"
Edit list of message recipients	"Edit recipients"
Edit the recorded message	"Change recording"
Review the message properties	"Review message properties"
Mark the message as urgent	"Set urgent"
Mark the message as private	"Set private"
Mark the message as urgent and private	"Set urgent and private"
Mark message for return receipt	"Set return receipt"
Add other recipients	"Add names"
Review the recorded message and message properties	"Review message"

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Sending Voice Messages from the Cisco Unity Inbox Web Tool

You can send voice messages to Cisco Unity Connection users, e-mail addresses, and private and system distribution lists.

To address messages to Connection users, enter either their names or their primary extensions. (You cannot address messages to users by entering their alternate extensions.) Messages addressed to e-mail addresses are sent as sound (WAV) files attached to e-mail messages.

The following special delivery options are available:

Mark Urgent	The message is sent before regular messages.
Mark Private	Alerts the recipient to treat the message confidentially. Connection users cannot forward private messages by phone or from the Cisco Unity Inbox.
Request a Heard Message Receipt for This Message	You are notified when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your Connection administrator whether Connection is set up to send receipts to users.)

To Send a Voice Message from the Cisco Unity Inbox Web Tool

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

Step 2 In the Cisco Unity Inbox, click the New Message icon below the menu bar.

Step 3 Address the message in one of the following two ways:

•Enter usernames or primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields, as applicable.

Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

•Click To, Cc, or Bcc to select recipients in the Address Book. (See also the "Addressing Voice Messages with the Cisco Unity Inbox Address Book" section.)

Step 4 If needed, click the Check Names icon below the menu bar, then search for and select your recipients to resolve name and extension conflicts. (When names are resolved, they appear as links above the To, Cc, or Bcc fields.)

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Tip Click a link to remove an unwanted addressee.

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Step 5 In the Subject field, type the subject of the message.

Step 6 Choose one or more special delivery options, as applicable.

Step 7 On the Media Master, click Record and record the message.

Step 8 When you finish recording, click Stop.

To review your message before you send it, click Play on the Media Master, or click Record to rerecord the message.

Step 9 Click Send.

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Replying to Voice Messages by Phone

When you reply to a message by phone, you can reply to only the sender or to the sender and all other recipients, and you can add recipients. You can also respond to nondelivery receipts (NDRs) by resending the original message.

A message from "Unity Connection Messaging System" means that the caller was not a Connection user or was not logged on as a user when the message was left. You cannot reply to messages from such callers.

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

The touchtone-key procedure uses keypad mappings for 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 Reply to a Voice Message by Phone Using Touchtone Keys

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Step 1 After listening to the message, press 4 to reply to the sender.

Or

Press 4 2 to reply to the sender and to all message recipients.

Step 2 Record your reply, and use the following keys as you record:

Key	Action
8	Pause or resume
#	End recording

Step 3 Press # to send the message.

Or

Press 1 to add more recipients or for other message options. Then use the following keys to select options, and follow the prompts to send your message:

Key	Action	Key	Action
1	Change addressing	3	Set special delivery
2	Change recording	4	Review message (Resend original message when responding to an NDR)

Step 4 After you send your reply, follow the prompts to handle the original message.

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To Reply to a Voice Message by Phone Using Voice Commands

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Step 1 After listening to the message, say:

"Reply" to reply to the sender.

Or

"Reply All" to reply to the sender and to all message recipients.

Step 2 Record your message at the tone.

Step 3 When you are finished recording, press # or stay silent for a few seconds.

Step 4 Use the following voice commands as applicable:

Action	Voice Command
Send the message	"Send"
Review list of recipients	"Review recipients"
Edit list of message recipients	"Edit recipients"
Edit the recorded message	"Change recording"
Review the message properties	"Review message properties"
Mark the message as urgent	"Set urgent"
Mark the message as private	"Set private"
Mark the message as urgent and private	"Set urgent and private"
Mark message for return receipt	"Set return receipt"
Add other recipients	"Add names"
Review the recorded message and message properties	"Review message"

Step 5 After you send your reply, follow the prompts to handle the original message.

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Replying to Voice Messages from the Cisco Unity Inbox Web Tool

You can reply to voice messages from other Cisco Unity Connection users. You can respond to just the sender, and you can add recipients, such as users, e-mail addresses, and private and system distribution lists. You can also respond to nondelivery receipts (NDRs) by resending the original message.

A message from "Unity Connection Messaging System" means that the caller was not a Connection user or was not logged on as a user when the message was left. You cannot reply to messages from such callers.

The following special delivery options are available:

Mark Urgent	The message is sent before regular messages.
Mark Private1	Alerts the recipient to treat the message confidentially. Connection users cannot forward private messages by phone or from the Cisco Unity Inbox.
Request a Heard Message Receipt for This Message	You are notified when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your Connection administrator whether the system is set up to send receipts to users.)

1 Connection may offer you the private secure delivery option instead. The private secure option provides the additional benefit of encrypting the message. Ask your Connection administrator for details.

To Reply to a Voice Message from the Cisco Unity Inbox Web Tool

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

Step 2 In the Cisco Unity Inbox, click the name of the sender.

Step 3 In the open message, click Reply, Reply to All, or Resend, as applicable.

Step 4 Address the message to additional recipients in one of the following two ways:

•Enter user names or primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields, as applicable.

Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

•Click To, Cc, or Bcc to select recipients in the Address Book. (See also the "Addressing Voice Messages with the Cisco Unity Inbox Address Book" section.)

Step 5 If needed, click the Check Names icon below the menu bar, then search for and select your recipients to resolve name and extension conflicts. (When the names are resolved, they appear as links above the To, Cc, or Bcc fields.)

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Tip Click a link to remove an unwanted addressee.

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Step 6 Edit the Subject field, as applicable.

Step 7 Choose one or more special delivery options, as applicable.

Step 8 On the Media Master control bar, click Record and record the message.

Step 9 When you finish recording, click Stop.

To review your message before you send it, click Play on the Media Master, or click Record to rerecord the message.

Step 10 Click Send.

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Forwarding Messages by Phone

Messages marked private cannot be forwarded by phone or from the Cisco Unity Inbox web tool. This includes any voice message that you or another Cisco Unity Connection user marked private.

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

The touchtone-key procedure uses keypad mappings for 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 Forward a Message by Phone Using Touchtone Keys

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Step 1 After listening to the message, press 5.

Step 2 Record an introduction at the tone. Use the following keys as you record:

Key	Action
8	Pause or resume
#	End recording

Step 3 When you are finished recording, press #.

Step 4 Follow the prompts to address your message. Press # # to switch between spelling and number entry. (To address the message to a private list, you must switch to number entry.)

Step 5 Press # to confirm the recipient.

Step 6 Press 1 to add another name or list.

Or

Press # to send the message as is.

Or

Press 3 for message options. Then use the following keys to select options, and follow the prompts to send your message:

Key	Action	Key	Action
1	Change addressing	4	Review message
2	Change recording	#	Send message as is
3	Set special delivery

Step 7 Press # to forward the message.

Step 8 After you send the forwarded message, follow the prompts to handle the original message.

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To Forward a Message by Phone Using Voice Commands

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Step 1 After listening to the message, say "Forward."

Step 2 Record an introduction to the message, and use the following keys as you record:

Key	Action
8	Pause or resume
#	End recording

Step 3 Use the following voice commands as applicable:

Action	Voice Command
Send the message	"Send"
Review list of recipients	"Review recipients"
Edit list of message recipients	"Edit recipients"
Edit the recorded message	"Edit message"
Review the message properties	"Review message properties"
Mark the message as urgent	"Set urgent"
Mark the message as private	"Set private"
Mark the message as urgent and private	"Set urgent and private"
Mark message for return receipt	"Set return receipt"
Add other recipients	"Add names"
Review the recorded message and message properties	"Review message"

Step 4 After you have sent the forwarded message, follow the prompts to handle the original message.

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Forwarding Voice Messages from the Cisco Unity Inbox Web Tool

You can forward voice messages to other Cisco Unity Connection users, e-mail addresses, and private and system distribution lists. Messages that you or another Connection user mark private cannot be forwarded to anyone from the Cisco Unity Inbox web tool.

You can forward a message as is or record an introduction that plays before the forwarded message. The following special delivery options are available:

Mark Urgent	The message is sent before regular messages.
Mark Private	Alerts the recipient to treat the message confidentially. Connection users cannot forward private messages by phone or from the Cisco Unity Inbox.
Request a Heard Message Receipt for This Message	You are notified when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your Connection administrator whether the system is set up to send receipts to users.)

To Forward a Voice Message from the Cisco Unity Inbox Web Tool

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

Step 2 In the Cisco Unity Inbox, click the name of the sender.

Step 3 In the open message, click Forward.

Step 4 Address the message in one of the following two ways:

•Enter user names or primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields, as applicable.

Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

•Click To, Cc, or Bcc to select recipients in the Address Book. (See also the "Addressing Voice Messages with the Cisco Unity Inbox Address Book" section.)

Step 5 If needed, click the Check Names icon below the menu bar, then search for and select your recipients to resolve name and extension conflicts. (When the names are resolved, they appear as links above the To, Cc, or Bcc fields.)

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Tip You can click a link to remove an unwanted addressee.

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Step 6 Choose one or more special delivery options, as applicable.

Step 7 On the Media Master, click Record and record an introduction, if applicable.

Step 8 When you finish recording, click Stop.

To review your message before you send it, click Play on the Media Master, or click Record to rerecord the message.

Step 9 Click Send.

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Addressing Voice Messages with the Cisco Unity Inbox Address Book

The Cisco Unity Inbox Address Book contains all Cisco Unity Connection users, and private and system distribution lists to whom you can send voice messages.

Depending on how Cisco Unity Connection is set up at your organization, the Cisco Unity Inbox Address Book may also contain remote contacts to whom you can send voice messages. Remote contacts are users on remote voice messaging systems who are not in the directory.

To Address a Voice Message with the Cisco Unity Inbox Address Book

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Step 1 In the New Message dialog box, click the Address Book icon below the menu bar.

Step 2 In the Find Names dialog box, click the applicable tab to specify the search scope.

Step 3 In one or more fields, enter the applicable information about the user, private or system distribution list, or remote contact to whom you want to address the message.

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Tip Enter an asterisk (*) in a field to list all users, private lists, system distribution lists, or remote contacts. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.

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Step 4 Click Find.

Step 5 In the list of possible matches, click the recipient that you want to receive the message, then click To, Cc, or Bcc. (To listen to the recorded name of a user or list, click the speaker icon.)

Or

If you do not see the recipient you want, try entering different search criteria, then click Find to search again.

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Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.

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Step 6 Click Close.

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