Cisco Unity Express 8.0 Voice-Mail System User manual

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Cisco Unity Express 8.0 Voice-Mail System
User’s Guide for Advanced Features
OL-23857-01
First Published: October 26, 2010
This guide provides information about using some of the advanced voice-mail features of your
Cisco Unity Express voice-mail system. It describes how to access these features by dialing in to the
Cisco Unity Express system using your Cisco Unified IP phone. Information is also provided about
using Cisco VoiceView Express. Use this guide together with the documents listed in the “Related
Documents” section on page 3.
Contents
• Restrictions, page 2
• Related Documents, page 3
Part I—Cisco Unity Express Voice-Mail System (Call-in)
• Accessing Cisco Unity Express by Phone, page 4
• Logging in Without Entering Your PIN, page 4
• Voice-mail Options, page 5
• Calling the Message Sender Using Live Reply, page 5
• Managing Fax Messages, page 6
• Delivering Nonsubscriber Messages, page 8
• Accessing Setup Options, page 9
• Managing Greetings, page 9
• Setting Up Message Notification, page 12
• Setting up Cascading Notification, page 18
• Using Distribution Lists, page 20
• Changing Your Password, page 27

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Restrictions
• Changing Your Recorded Name, page 27
• What to Do When Receiving Notifications by Phone, page 28
• Recording a Live Conversation, page 28
• Receiving Voice-mail Messages in Your E-mail, page 29
Part II—Cisco Unity Express Voice-Mail System (VoiceView Express)
• Accessing Cisco Unity Express Using Your Cisco Unified IP Phone and VoiceView Express,
page 31
• Logging In To VoiceView Express, page 33
• Retrieving and Sending Messages in VoiceView Express, page 34
• Printing a Fax, page 36
• Accessing Live Reply in VoiceView Express, page 37
• Setting up Nonsubscriber Message Delivery, page 39
• Managing Your Inbox, page 40
• Personalizing Your Settings, page 41
• Logging In to General Delivery Mailboxes, page 45
• Administering Broadcast Messages, page 46
Restrictions
Your system administrator must enable some of the features described in this guide (for example,
retrieving voice-mail messages using e-mail, configuring voice-mail notifications, or using live reply).
If you are unable to access a feature, contact your system administrator to ensure the function is enabled
on your system.
Cisco Unity Express is subject to an erroneous login limit as set by your system administrator.
There are two types.
• There may be a limit on the number of incorrect consecutive logins allowed, after which the system
administrator is required to restore the user’s login rights.
• Depending on the configuration by your system administrator, login may be temporarily disabled
for the user for a time period after several consecutive unsuccessful log in attempts.
If a Cisco Unity Express voice-mail session is in progress, a second session for the same user cannot be
initiated. This does not apply to voice-mail sessions that are initiated by an Internet Message Access
Protocol (IMAP) client, such as Microsoft Office Outlook.
• If you initiate a voice-mail session by using your Cisco Unified IP phone to call your voice-mail
system, attempting to log in to VoiceView Express cannot preempt the voice-mail session.
• If you are logged in to VoiceView Express, using your Cisco Unified IP phone to call your
voice-mail system preempts the VoiceView Express session. The VoiceView Express session is
automatically logged out without notification.
• If you are logged in to VoiceView Express, logging in to a second VoiceView Express session from
a different phone preempts the first session. The first VoiceView Express session is automatically
logged out without notification.

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Related Documents
VoiceView Express has an inactivity timeout parameter, after which the VoiceView Express session is
automatically logged out without notification.
• If you are logged in to VoiceView Express using your Cisco Unified IP phone and you receive an
incoming call, the call information appears on the phone display. Lifting the handset or pressing the
Headset or Speaker button connects the call. Depending on which Cisco Unified IP phone you have,
you can return to the VoiceView Express session if the call is terminated before the session is ended
by the inactivity timeout parameter. Otherwise, the VoiceView Express session will be automatically
logged out without notification. For more information, see the user’s guide for your
Cisco Unified IP phone. See
http://www.cisco.com/en/US/products/sw/voicesw/tsd_products_support_category_home.html.
Related Documents
Related Topic Document Title or URL
• Information required to use the
Cisco Unity Express Voice-Mail System
• Setting Up Your Voice Mailbox
• Accessing Cisco Unity Express by Phone
• Accessing Cisco Unity Express by Computer
• Listening to Voice Messages
• Sending Voice Messages
• Personalizing Settings
Cisco Unity Express 8.0 Voice-Mail System Quick Start Guide
at
http://www.cisco.com/en/US/docs/voice_ip_comm/unity_exp/rel8_
0/quick/guide/voicemail/enu/80vq_enu.pdf
• Information required to use the
Cisco Unity Express VoiceView Express
• Setting Up Your Voice Mailbox
• Accessing Cisco Unity Express VoiceView
Express
• Listening to Voice Messages
• Sending Voice Messages
• Personalizing Settings
Cisco Unity Express 8.0 VoiceView Express Quick Start Guide
at
http://www.cisco.com/en/US/docs/voice_ip_comm/unity_exp/rel8_
0/quick/guide/vve/enu/80wq_enu.pdf

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Accessing Cisco Unity Express by Phone
Accessing Cisco Unity Express by Phone
Dial the internal or external phone number to call Cisco Unity Express.
• If you are asked for a PIN, enter it and press #.
Note If you are calling from someone else’s phone, press *to enter your own ID (usually your extension) and
press #. Then enter your PIN and press #again.
• If you are asked for your ID (usually your phone extension), enter it and press #. Then enter your
PIN and press #again.
Logging in Without Entering Your PIN
You can log in to Cisco Unity Express voice mailbox from any phone (configured for your mailbox
settings) without entering your PIN.
Dial the internal or external phone number to call Cisco Unity Express:
• You are directed to your mailbox without being asked for a PIN.
• If you are calling from someone else’s phone, press * to enter your own ID (usually your extension)
and you are directed to your mailbox.
Using the Cisco Unity Express GUI to:
• Access voice-mail settings, including notifications
• Manage voice-mail group subscriptions
• Change your password
• Manage voice-mail distribution lists
User Online Help for Cisco Unity Express (press the “help” button
when using the Cisco Unity Express GUI)
• Obtaining Documentation
• Obtaining Support
• Security Guidelines
For information on obtaining documentation, obtaining support,
providing documentation feedback, security guidelines, and also
recommended aliases and general Cisco documents, see the monthly
What's New in Cisco Product Documentation, which also lists all
new and revised Cisco technical documentation at:
http://www.cisco.com/en/US/docs/general/whatsnew/whatsnew.ht
ml
Related Topic Document Title or URL

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Voice-mail Options
Voice-mail Options
After dialing in to Cisco Unity Express, you can choose the following options from the main menu:
Calling the Message Sender Using Live Reply
Note To call the message sender using the live reply function, the function must first be activated by your
system administrator.
When listening to a message, you can request the system to dial the message-sender to initiate a live
conversation. This function is available when listening to new, saved, or deleted voice messages from
subscribers or from non-subscribers where caller ID is available.
To access the live reply function, press 44 (4 pressed twice) on the dial pad while listening to the
message. Cisco Unity Express attempts to establish a call to the message sender. Depending on the
identifying information contained in the message, you will hear a prompt with some or all of the
following: “calling <spoken name> at extension <calling number> at <remote location identifier>.”
Note If you activate this function, you will not be returned to your voice-mail session on termination of the
call. You must redial your voice mail access number.
Option Description
1Listen to new messages. See the Cisco Unity Express Voice-Mail System Quick Start Guide
for more information.
Access the Live Reply function. See the “Calling the Message Sender Using Live Reply”
section on page 5.
Manage fax messages. See the “Managing Fax Messages” section on page 6.
2Send a message. See the Cisco Unity Express Voice-Mail System Quick Start Guide for more
information.
Access the nonsubscriber delivery function. See the “Delivering Nonsubscriber Messages”
section on page 8.
3Listen to old messages. See the Cisco Unity Express Voice-Mail System Quick Start Guide
for more information.
4Access setup options, such as voice-mail greetings, distribution lists, passwords, message
notification, and cascading notification. See the “Accessing Setup Options” section on
page 9.

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Managing Fax Messages
Managing Fax Messages
Cisco Unity Express can receive and process faxes through the voice-mail system. Faxes can be
forwarded, marked as new, saved, deleted, and undeleted similarly to regular voice messages.
Additionally, you can send fax messages from a mailbox to a local fax machine for printing.
Supported IMAP clients can receive faxes as a .tif file attachment to an e-mail. The IMAP clients allow
subscribers to download the message and save the fax attachment to a local workstation where it can be
viewed and printed using standard .tif readers.
You must compose and send a fax from an analog fax machine. You cannot compose a fax through the
Cisco Unity Express voice-mail system.
If your system administrator configures a dedicated extension for fax calls, these calls will not ring on a
subscriber’s extension. Your system administrator, however, may configure an extension that will receive
both fax and voice calls. In this case, when the subscriber picks up an incoming call that is a fax, an
identifier tone is heard. The system monitors for such tones and automatically sends the fax to the
designated mailbox and terminates the voice leg of the call.
Note Your system administrator must enable the fax function on a mailbox and extension. The fax number
may be the same as the voice-mail extension of a subscriber or a dedicated fax extension may be
configured.
To manage fax messages:
Step 1 Dial in to the Cisco Unity Express system. The voice prompt summarizes how many new and saved
messages your have.
Step 2 Press 1 to listen to new messages.
The voice prompt identifies a fax in your mailbox and lists its properties, for example, the time and date
sent and the originating location. The voice prompt also indicates if a voice message is attached to the
fax.
Note If the fax was forwarded from another subscriber, a voice message can be attached from the forwarding
subscriber.
Step 3 Select the fax.
Step 4 Press one of the following numbers to access options for the fax:

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Managing Fax Messages
Setting Up and Using a Printer for Faxes
To identify the fax printer and print a fax:
Step 1 Dial in to the Cisco Unity Express system, and press 1 to listen to messages.
Step 2 Select the fax, then press 8to send the fax to a local printer.
The system prompts you to enter the number of the fax printer.
Step 3 Perform one of the following actions:
• Press 1to send to a currently configured fax printer.
Note If you pause before entering 1, the system prompt gives the number of the last printer (if any) that was
set up.
• Press 2if there is no configured printer choice or to print to a different printer. Enter the phone
number of the fax printer then press #.
• Press *to cancel printing the fax.
Note If the number entered or chosen is not an acceptable fax printer, the system prompt indicates that the
selected action cannot be completed.
Option Description
1Repeat the fax properties.
2Save the fax. See the Cisco Unity Express Voice-Mail System Quick Start Guide.
3Delete the fax. See the Cisco Unity Express Voice-Mail System Quick Start Guide.
4Reply, with a voice message, to the subscriber who sent the fax. See the Cisco Unity Express
Voice-Mail System Quick Start Guide.
5Forward the fax. See the Cisco Unity Express Voice-Mail System Quick Start Guide.
6Mark the fax as a new message. See the Cisco Unity Express Voice-Mail System Quick Start
Guide.
8Send the fax to a local printer. See the “Setting Up and Using a Printer for Faxes” section
on page 7.
*Cancel.
0Help.

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Delivering Nonsubscriber Messages
Delivering Nonsubscriber Messages
You can compose voice messages for delivery to external numbers or nonsubscribers. You can set up
delivery dates for up to one year in advance.
Step 1 Perform steps in the “Accessing Cisco Unity Express by Phone” section on page 4 to reach the main
voice-mail menu.
Step 2 Press 2to access the Send menu.
Step 3 Press #4 to access the nonsubscriber Message Delivery menu.
Step 4 Enter the phone number of the recipient.
Step 5 After the system prompt that the nonsubscriber is added, select one of the following:
Accessing Message Options
After you identify the nonsubscriber recipients, you can specify the message parameters. In the Message
Options menu, you can select the following:
• 1—Change addressing
• 2—Record the message (see the “Recording the Message” section on page 9)
• 3—Change special delivery
– Mark the message as urgent (1)—Not available for nonsubscriber delivery
– Mark the message as private (3)—Not available for nonsubscriber delivery
– Choose a future delivery date and time (4)
• 4—Review the message
If no message is recorded, you are prompted to record your message.
• #—Send the message
If no message is recorded, you are prompted to record your message.
• *—Cancel
Option Description
1Add another recipient.
2Access Message options. See the “Accessing Message Options” section on page 8.
#Record the message. See the “Recording the Message” section on page 9.
*Cancel.

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Accessing Setup Options
Recording the Message
Step 1 In the nonsubscriber delivery menu, press #to record your message.
Step 2 Press # when you finish recording.
Step 3 Press 1 to access Message Options. See the “Accessing Message Options” section on page 8.
Step 4 Press 2 to send the message.
Accessing Setup Options
After dialing in to the Cisco Unity Express system, and pressing 4 to access setup options, choose from
the following options:
Managing Greetings
This section contains the following procedures:
• Managing Greetings, page 11
• Rerecording Your Current Greeting, page 11
• Turning Greetings On and Off, page 11
• Rerecording Your Standard Greeting, page 12
• Rerecording Your Alternate Greeting, page 12
• Reviewing All Greetings, page 12
Option Description
1Manage your greetings. See the “Managing Greetings” section on page 9.
2Configure or change message settings. See the:
• “Setting Up Message Notification” section on page 12
• “Setting up Cascading Notification” section on page 18
• “Using Distribution Lists” section on page 20
3Configure personal settings. See the:
• “Changing Your Password” section on page 27
• “Changing Your Recorded Name” section on page 27
4Configure language options (not available on all systems). Contact your system
administrator for more information.

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Accessing Setup Options
Greetings are messages that callers hear when they reach your voice mail. You can have the following
greetings:
• Standard greeting—Normal greeting played to callers when they reach your voice mail. This can be
either the default system greeting or a greeting that you have recorded and chosen as your own
standard greeting.
• Multiple Alternate greetings—Multiple alternate greetings are recorded by you and played to the
callers when they reach your voice mail. You can turn these greetings on or off using the voice-mail
menu. These greetings are used as an alternative to your standard greeting. Following are the
Multiple Alternate greetings:
– Alternate greetings—To record a special greeting (other than standard greeting).
– Meeting greeting—To record a greeting that plays when you are in a meeting.
– Vacation greetings—To record a greeting that plays during the time when you are on a Vacation.
– Extended Absence greetings—To record a greeting that plays during the time when you are
absent for an extended period of time. If extended absence greeting is turned on then mailbox
will not take messages from external callers or will not accept messages from subscribers.
• State Based greetings—State based greetings are recorded by you and played to the callers
according to the state of your business. Following are the State Based greetings:
– Busy greeting—To record a that plays when you are busy. This greeting is played and it takes
precedence over standard, closed, and internal greetings if the subscriber is busy over the phone
and if this greeting is enabled. But if a multiple alternate greeting is enabled then it takes
precedence over busy greeting. Phone or call agent must provide the support necessary for Cisco
Unity Express to identify that the phone is busy and the call forward is on busy rather than on
no-answer.
– Closed greeting—To record a greeting that plays during non-business hours or hours past your
business hours. This greeting is played if it is not a business hour and if this greeting is enabled.
Business hours are based on the business schedule that is associated to Voicemail. If internal
greeting is enabled and if the call is during non-business hours then closed greeting is played
over standard greeting. But multiple alternate greeting, busy greeting and internal greeting takes
precedence over closed greeting.
– Internal greeting—To record a greeting that plays when you receive a call from an internal
extension number.
Greetings Default Precedence Rules
Standard Enabled Standard greeting plays if all other (multiple alternate or
state-based) greetings are disabled.
Alternate Enabled or Disabled Alternate greeting takes precedence over all other
greetings if this greeting is enabled.
Meeting Enabled or Disabled Meeting greeting takes precedence over all other
greetings if this greeting is enabled.
Vacation Enabled or Disabled Vacation greeting takes precedence over all other
greeting if this greeting is enabled.
Extended Absence Enabled or Disabled Extended absence greeting takes precedence over all
other greetings if this greeting is enable.