Table Of Contents

Checking Messages

Checking Messages by Phone

Checking Messages from Your Outlook Inbox

Checking Messages from Your Cisco Unity Inbox

Checking Messages

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With a full-featured system, you can check messages by phone, from your Outlook Inbox, and by using the Cisco Unity Inbox.

Once you have listened to or opened a new voice message, it is saved until you delete it. By default, Cisco Unity does not automatically delete messages once they reach a certain age. Ask your Cisco Unity administrator if Cisco Unity is set up to enforce a message-retention policy, and, if so, how long Cisco Unity stores your messages before permanently deleting them. Cisco Unity 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.

This chapter contains the following sections:

•Checking Messages by Phone

•Checking Messages from Your Outlook Inbox

•Checking Messages from Your Cisco Unity Inbox

Checking Messages by Phone

You can use Cisco Unity to check new and saved messages by phone. Depending on how Cisco Unity is set up, you may also be able to play and restore deleted messages by phone.

Depending on how Cisco Unity is set up to work with the phones in your organization, when you receive a new message, a message waiting indicator may light on your phone or you may hear a distinctive dial tone when you pick up the receiver. You can also use the Cisco Unity Assistant to set up message notification for additional devices, such as a pager or cell phone.

This section contains two procedures. Do the first procedure, "To Check Messages by Phone (Standard Conversation Style)," to check messages when Cisco Unity is set up to play the standard conversation. Do the second procedure, "To Check Messages by Phone (Optional Conversation 1 Style)," when Cisco Unity is set up to play Optional Conversation 1.

Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Check Messages by Phone (Standard Conversation Style)

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Step 1 Log on to Cisco Unity. (If Cisco Unity tells you that your mailbox has exceeded its size quota, see the "Managing Your Mailbox Size" chapter for more information.)

Step 2 Press 1 to hear new messages.

Or

Press 3 1 to hear saved messages.

Step 3 Use the following keys to select the type of messages that you want to hear. (You will not hear the Message Type menu if it is disabled in the Cisco Unity Assistant.)

Key	Task
1	Voice messages
2	E-mails1
3	Faxes2
4	Receipts3
#	All messages

1 Although the e-mail keys are available in the Message Type menu, Cisco Unity plays e-mails only for Unified Messaging subscribers who also have the text-to-speech option 2 Although the fax keys are available in the Message Type menu, Cisco Unity plays faxes only when the system is using the fax option. Note that with fax messages, Cisco Unity plays only message properties, such as the sender, date, and time. 3 Depending on how Cisco Unity is set up at your organization, you may not receive all types of receipts.

Step 4 Use the following keys to control playback as you listen to a message.

Key(s)	Task	Key(s)	Task
1	Restart message	8	Pause/Resume
2	Save	9	Fast-forward
3	Delete	#	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

1 Not available on some systems.

Step 5 Use the following keys to manage the message after you have listened to it.

Key(s)	Task	Key(s)	Task
1	Replay message	6	Save as new (The message waiting indicator on your phone may light or remain lit.)
2	Save	7	Rewind message
3	Delete	8	Deliver an e-mail or fax to a fax machine1 (Play original message when managing an NDR)
4	Reply (Resend original message when responding to an NDR)	9	Play message properties
42	Reply to all	#	Save as is
44	Call the subscriber1	*	Cancel or back up
5	Forward message	0	Help

1 Not available on some systems.

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To Check Messages by Phone (Optional Conversation 1 Style)

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Step 1 Log on to Cisco Unity. (If Cisco Unity tells you that your mailbox has exceeded its size quota, see the "Managing Your Mailbox Size" chapter for more information.)

Step 2 Press 1 to hear new messages.

Or

Press 3 1 to hear saved messages.

Step 3 Use the following keys to select the type of messages that you want to hear. (You will not hear the Message Type menu if it is disabled in the Cisco Unity Assistant.)

Key	Task
1	Voice messages
2	E-mails1
3	Faxes2
4	Receipts3
#	All messages

1 Although the e-mail keys are available in the Message Type menu, Cisco Unity plays e-mails only for Unified Messaging subscribers who also have the text-to-speech option 2 Although the fax keys are available in the Message Type menu, Cisco Unity plays faxes only when the system is using the fax option. Note that with fax messages, Cisco Unity plays only message properties, such as the sender, date, and time. 3 Depending on how Cisco Unity is set up at your organization, you may not receive all types of receipts.

Step 4 Use the following keys to control playback as you listen to a message.

Key(s)	Task	Key(s)	Task
1	Rewind message	66	Faster playback
2	Pause/Resume	7	Decrease volume1
3	Fast-forward	8	Reset volume1
33	Fast-forward to end	9	Increase volume1
4	Slow playback	#	Skip message, save as is
44	Slower playback	##	Skip message, save as new (The message waiting indicator on your phone may light or remain lit.)
5	Play message properties	*	Cancel or back up
6	Fast playback	0	Help

1 Not available on some systems.

Step 5 Use the following keys to manage the message after you have listened to it.

Key(s)	Task	Key(s)	Task
1	Skip back	82	Reply to all
2	Deliver an e-mail or fax to fax machine1 (Play original message when managing an NDR)	88	Call the subscriber1
4	Replay message	9	Save
5	Play message properties	#	Save as is
6	Forward message	##	Save as new
7	Delete	*	Cancel or back up
8	Reply (Resend original message when responding to an NDR)	0	Help

1 Not available on some systems.

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Related Topics

•Sending and Responding to Messages, page 12-1

•Deleting Messages, page 11-1

•Managing Receipts by Phone

•Finding Messages by Phone, page 10-1

•What You Hear When You Check Messages, page 19-1

•Changing Message Notification Settings, page 20-1

Checking Messages from Your Outlook Inbox

As a Unified Messaging subscriber, you can check voice, fax (if you have the fax option), receipts, and e-mail messages from your Outlook Inbox. In your Inbox, voice and fax messages are marked with the following icons:

	Voice message
	Fax message

Outlook notifies you new voice and fax messages in the same way that it notifies you of new e-mail messages. You can also use the Cisco Unity Assistant to set up a message notification for additional devices.

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Tip To quickly separate voice and fax messages from e-mails, sort your Outlook Inbox by message icon. Alternatively, you can create a personal folder in Outlook to store voice and fax messages separately from other messages. Refer to Outlook Help for more information on sorting your Inbox and setting up folders.

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Information in the From field identifies the sender. The field will contain either the name of a Cisco Unity subscriber or "Unity Messaging System," when a message is left by someone who is not a Cisco Unity subscriber or by a subscriber who did not log on to Cisco Unity before leaving the message. The Subject field displays the phone number of the caller, if it is available.

To Check Voice and Fax Messages from Your Outlook Inbox

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Step 1 Open your Outlook Inbox.

Step 2 Double-click a voice message or fax message to open it. (You cannot check voice and fax messages in the Outlook Preview pane.)

Step 3 In the open voice message, click Play on the Media Master control bar to play the message.

Or

In the open fax message, double-click the attached file to start the fax viewer program on your computer.

Step 4 In the voice or fax message, use the buttons on the message toolbar to manage the message the same way you handle e-mail messages.

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Related Topics

•Sending and Responding to Messages, page 12-1

•Deleting Messages, page 11-1

•Using ViewMail to Change the Sound That Notifies You of New Voice Messages, page 16-1

•Setting Up Automatic Voice Message Playback, page 16-2

•Changing Message Notification Settings, page 20-1

Checking Messages from Your Cisco Unity Inbox

You can check voice and fax (if you have the fax option) messages from your Cisco Unity Inbox. (E-mail messages are not available in the Cisco Unity Inbox.)

The Cisco Unity Inbox does not refresh the display automatically; you must click the Refresh Message List icon periodicals to check for new messages. You can also use the Cisco Unity Assistant to set up message notification for additional devices.

Information in the From field identifies the sender. The field will contain either the name of a Cisco Unity subscriber or "Unity Messaging System," when a message is left by someone who is not a Cisco Unity subscriber or by a subscriber who did not log on to Cisco Unity before leaving the message. The Subject field displays the phone number of the caller, if it is available.

Refresh your Cisco Unity Inbox by clicking the Refresh Message List icon to periodically check for new messages. After you have listened to or viewed a new message, you may need to refresh again to see the New Message icon disappear.

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Tip For information on what to do if your mailbox exceeds its size quota, see the "Managing Your Mailbox Size" chapter.

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To Check Voice and Fax Messages from Your Cisco Unity Inbox

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Step 1 To check a voice message from the Cisco Unity Inbox, click the speaker icon next to the message. (Click the icon again to stop playback.)

Or you can open a voice message and then play it:

a. In the Cisco Unity Inbox, click the name of the sender to open the message in a new window.

b. Click Play on the Media Master control bar.

For fax messages, click the link for the attached fax to start the fax viewer program on your computer.

Step 2 Use the following icons or Message menu options to manage voice or fax messages:

Previous Message	Open the previous message.
Next Message	Open the next message.
Reply (Resend original message when responding to an NDR)	Respond with a voice message to the sender. (Available only for messages from other Cisco Unity subscribers.)
Reply to All	Respond with a voice message to all who received the message and who are Cisco Unity subscribers.
Forward	Send the message to another subscriber and/or distribution list. (Note that you cannot forward any message that is marked private.)
Delete	Delete the message.
Save	Save the message and any changes, such as marking the message as new or changing the subject, and return to the Cisco Unity Inbox.
Mark Message as Unheard (Mark Message as Unread for faxes and NDRs)	Check this check box to save the message as new. (This may cause the MWI on your phone to light.)
Close	Cancel the message without saving changes, and return to the Cisco Unity Inbox.

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Related Topics

•Sending and Responding to Messages, page 12-1

•Deleting Messages, page 11-1

•Managing Receipts

•Changing Message Notification Settings, page 20-1