Table Of Contents

Sending and Responding to Messages

Sending a Voice Message by Phone

Sending a Voice Message from Your Outlook Inbox

Sending a Voice Message from the Cisco Unity Inbox

Replying to a Message by Phone

Replying to a Message from Your Outlook Inbox

Replying to a Voice Message from Your Cisco Unity Inbox

Forwarding a Message by Phone

Forwarding a Voice Message from Your Outlook Inbox

Forwarding a Voice Message from Your Cisco Unity Inbox

Sending and Responding to Messages

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You can send voice messages and record a response to messages by phone, from your Outlook Inbox, and from the Cisco Unity Inbox. Depending on the tool you use, you can send, reply to, and forward messages to subscribers, as well as to public and private distribution lists, and to e-mail addresses. Cisco Unity does not save your sent messages.

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

If your organization has multiple locations, you may be able to send and respond to messages to subscribers at another location. Ask your Cisco Unity administrator for details.

This chapter contains the following sections:

Sending Voice Messages

•Sending a Voice Message by Phone

•Sending a Voice Message from Your Outlook Inbox

•Sending a Voice Message from the Cisco Unity Inbox

Replying to Messages

•Replying to a Message by Phone

•Replying to a Message from Your Outlook Inbox

•Replying to a Voice Message from Your Cisco Unity Inbox

Forwarding Messages

•Forwarding a Message by Phone

•Forwarding a Voice Message from Your Outlook Inbox

•Forwarding a Voice Message from Your Cisco Unity Inbox

Sending a Voice Message by Phone

When you send a message, Cisco Unity sends the message to your intended recipients without ringing their extensions. You can send voice messages to Cisco Unity subscribers, and to public and private distribution lists.

You can address a message to more than one recipient or type of recipient. You address a message by using the phone keypad to either spell the subscriber name or to enter the extension of the subscriber. When you address messages to private lists, you must use number entry.

When you send a message by phone, you can choose from the following special delivery options:

Urgent	Mark a message urgent so that Cisco Unity sends it before regular messages.
Return Receipt	Request a return receipt so that Cisco Unity notifies you when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Cisco Unity phone menus allow you to request them. Ask your Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.)
Private	Mark a message private so that the recipient knows to treat it confidentially.
Future Delivery	Mark a message for future delivery so that Cisco Unity waits to send the message on the day and time that you specify.

Do the following procedure to send a voice message when using either standard or Optional conversation 1 styles. 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 Send a Voice Message by Phone (Standard and Optional Conversation 1 Styles)

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Step 1 Log on to Cisco Unity.

Step 2 Press 2.

Step 3 Follow the Cisco Unity conversation 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 4 Press 1 to add another name or list.

Or

Press # to record the message, and use the following keys as you record.

Key	Task	Key	Task
8	Pause or resume	#	End recording

Step 5 Press # to send the message.

Or

Press 1 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

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

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Changing Private List Settings, page 21-1

Sending a Voice Message from Your Outlook Inbox

Do the following procedure to send voice messages to Cisco Unity subscribers, e-mail addresses, and public distribution lists. (Messages addressed to e-mail addresses are sent as a sound (WAV) file attached to an e-mail message.)

To Send a Voice Message

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Step 1 Open your Outlook Inbox.

Step 2 On the Outlook toolbar, click the New Voice Message icon.

Or

On the Actions menu, click New Voice Message.

Step 3 Enter subscriber names and/or e-mail addresses, and a subject.

Step 4 On the Media Master control bar, click Record and record the message with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 5 When you finish recording, click Stop.

Step 6 Add text and attachments as applicable.

Step 7 Click Send.

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Related Topics

•Specifying a Preference for Saving Sent Voice Messages, page 16-3

•Changing Recording and Playback Settings, page 15-1

Sending a Voice Message from the Cisco Unity Inbox

You can send voice messages to Cisco Unity subscribers, e-mail addresses, and public and private distribution lists. To address messages to Cisco Unity subscribers, you enter either their names or their primary extensions. (You cannot address messages to subscribers by entering their alternate extensions.) Messages addressed to e-mail addresses are sent as a sound (WAV) file attached to an e-mail message.

When you send a message from the Cisco Unity Inbox, you can choose from the following special delivery options:

Mark Urgent	The message is sent before regular messages.
Mark Private	Alerts the recipient to treat the message confidentially. Cisco Unity subscribers 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 Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.)

Note that even when you have the fax option, you cannot use the Cisco Unity Inbox to create and send a fax.

Do the following procedure to send a voice message.

To Send a Voice Message

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Step 1 Click the New Message icon.

Step 2 Address the message in one of the following ways:

•Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. 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 from the Address Book.

Step 3 If needed, click the Check Names icon on the right, 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 4 In the Subject field, type the subject of the message.

Step 5 Choose one or more special delivery options, if applicable.

Step 6 On the Media Master control bar, click Record and record the message with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 7 When you finish recording, click Stop.

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

Step 8 Click Send.

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Related Topics

•Changing Recording and Playback Settings, page 15-1

•Changing Private List Settings, page 21-1

Replying to a Message by Phone

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

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

Do the following procedure to send a voice message when using either standard or Optional conversation 1 styles. 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 Reply to a Message (Standard and Optional Conversation 1 Styles)

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Step 1 After listening to the message, press 4 if using the standard conversation style.

Or

Press 8 if using Optional conversation 1 style.

Step 2 Record the message, and use the following keys as you record.

Key	Task	Key	Task
8	Pause/Resume	#	End recording

Step 3 Press # to send the message.

Or

Press 1 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

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

Step 4 Follow the Cisco Unity conversation to handle the original message.

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Managing Receipts

Replying to a Message from Your Outlook Inbox

Do the following procedure to reply to a voice message or to reply to an e-mail message by recording a reply. You can respond to just the sender, and you can add recipients.

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

To Reply to a Message

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Step 1 In the open voice message, click Reply.

Or

In the open e-mail message, on the Actions menu, click Reply with Voice.

Step 2 On the Media Master control bar, click Record and record a reply with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 3 When you finish recording, click Stop.

Step 4 Add text and attachments as applicable.

Step 5 Click Send.

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Related Topics

•Specifying a Preference for Saving Sent Voice Messages, page 16-3

•Changing Recording and Playback Settings, page 15-1

Replying to a Voice Message from Your Cisco Unity Inbox

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

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

When you send a message or respond to an NDR, you can choose from the following special delivery options:

Mark Urgent	The message is sent before regular messages.
Mark Private1	Alerts the recipient to treat the message confidentially. Cisco Unity subscribers 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 Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.)

1 Depending on how Cisco Unity is set up, Cisco Unity may offer you the private secure delivery option instead. The private secure option offers the additional benefit of encrypting the message. Ask your Cisco Unity administrator for details.

Do the following procedure to reply to a voice message.

To Reply to a Voice Message

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Step 1 In the Cisco Unity Inbox, click the name of the sender.

Step 2 In the open message, click Reply, Reply to All, or Resend, as applicable.

Step 3 To address the message to additional recipients, you can either:

•Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. 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 from the Address Book.

Step 4 If needed, click the Check Names icon on the right, 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 5 Edit the Subject field, if applicable.

Step 6 Select one or more special delivery options, if applicable.

Step 7 On the Media Master control bar, click Record and record the message with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 8 When you finish recording, click Stop.

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

Step 9 Click Send.

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Related Topics

•Changing Recording and Playback Settings, page 15-1

•Managing Receipts

Forwarding a Message by Phone

Messages marked private cannot be forwarded by phone or from the Cisco Unity Inbox. This includes any voice message that you or another Cisco Unity subscriber marked private, and any e-mail message that you or another sender marked private in Outlook.

Do the following procedure to forward a message as is or to record an introduction that plays before the forwarded message when using either the standard or Optional conversation 1 styles.

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 Forward a Message (Standard and Optional Conversation 1 Styles)

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Step 1 After listening to the message, press 5 when using standard conversation style.

After listening to the message, press 6 when using Optional conversation 1 style.

Step 2 Follow the Cisco Unity conversation to address the forwarded message. Press ## to switch between spelling and number entry. (To address the message to a private list, you must switch to number entry.)

Step 3 Once the message is addressed, do one of the following:

•Press # to forward the message as is.

•Skip to Step 4 to record an introduction.

•Skip to Step 6 to change addressing, set special delivery, change recording, or review message.

Step 4 Press 2 to record an introduction. Then use the following keys as you record.

Key	Task	Key	Task
8	Pause or resume	#	End recording

Step 5 Press # to forward the message with the introduction.

Or

Skip to Step 6 to change addressing, set special delivery, change recording, or review message.

Step 6 Press 3 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

Key	Option	Key	Option
1	Change addressing	3	Set special delivery
2	Change recording	4	Review message

Step 7 Press # to forward the message.

Step 8 Follow the Cisco Unity conversation to handle the original message.

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Changing Private List Settings, page 21-1

Forwarding a Voice Message from Your Outlook Inbox

Do the following procedure to forward a voice or e-mail message as is or to record an introduction that plays before the forwarded message.

To Forward a Voice Message

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Step 1 In the open voice message, click Forward.

Or

In the open e-mail message, on the Actions menu, click Forward with Voice.

Step 2 Enter the names of recipients.

Step 3 On the Media Master control bar, click Record and record an introduction with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 4 When you finish recording, click Stop.

Step 5 Add text and attachments as applicable.

Step 6 Click Send.

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Related Topics

•Specifying a Preference for Saving Sent Voice Messages

•Changing Recording and Playback Settings, page 15-1

Forwarding a Voice Message from Your Cisco Unity Inbox

You can forward messages to other Cisco Unity subscribers, e-mail addresses, and public and private distribution lists. Messages that you or another Cisco Unity subscriber mark private cannot be forwarded to anyone from the Cisco Unity Inbox.

You can forward a message as is or record an introduction that plays before the forwarded message. You can also choose from the following special delivery options:

Mark Urgent	The message is sent before regular messages.
Mark Private	Alerts the recipient to treat the message confidentially. Cisco Unity subscribers 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 Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.)

Do the following procedure to forward a voice message.

To Forward a Voice Message

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Step 1 In the Cisco Unity Inbox, click the name of the sender.

Step 2 In the open message, click Forward.

Step 3 To address the message to additional recipients, you can either:

•Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. 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 from the Address Book.

Step 4 If needed, click the Check Names icon on the right, 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 5 Select one or more special delivery options, if applicable.

Step 6 On the Media Master control bar, click Record and record the message with your chosen recording device:

Phone	Pick up the handset when the phone rings, wait for the tone, then speak into the handset.
Multimedia microphone	Speak into the microphone.

Step 7 When you finish recording, click Stop.

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

Step 8 Click Send.

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Related Topics

•Changing Recording and Playback Settings, page 15-1

•Changing Private List Settings, page 21-1