Voice Mail

Setup | Using Your Telephone | Glossary / Feature Descriptions

 

Read the FAQ to get the scoop on why a new voice mail system was implemented, who was affected by this change, and more!

Integrated Voice/E-mail Subscribers

If you currently receive your e-mail via Network Services Exchange Server, then you will be an "Integrated Voice/E-mail" subscriber.  You will have a voice mailbox that comes with added features and capabilities.

Voice Mail Only Subscribers

If you don't receive your e-mail via Network Services Exchange Server, then you will be a "Voice Mail Only" subscriber.  You will continue to receive a standard voice mailbox.

Installing Outlook Plug-in

Installation of Outlook Plug-in for Avaya Modular Messaging

*To use this network share you must have a domain account. (Example CN\USERNAME) If you do not have a domain account please contact your department computer administrator (DCA?) to request the software*

Outlook Plug-in for Avaya Modular Messaging software can be downloaded directly by completing these steps.

Step 1 - Browse to the plug-in

Apple OS X

There are no supported plug-ins for e-mail software (Entourage, Mac Mail) that run on Apple OS X.

Windows XP

Click on this link, \\tss-softstore\Software\Modular Messaging, if that does not open a window with files, please follow these directions.

  1. Click on the "Start" button in the bottom left corner.
  2. Click "run."
  3. Copy or type the following into the box, \\tss-softstore\Software\Modular Messaging
  4. Click ok.

Windows Vista, 7

Click on this link, \\tss-softstore\Software\Modular Messaging, if that does not open a window with files, please follow these directions.

  1. Click on the "Start" button Windows start button in the bottom left corner. 
  2. Click "run."
  3. Copy or type the following into the box, \\tss-softstore\Software\Modular Messaging
  4. Click ok.

 

Step 2 - Copy the file to your computer

  1. Copy the latest executable (currently MM5.1_OTC_9.0.424.1001.exe) to your computer.
  2. Run it as an administrator to install the Modular Messaging client.

Note: On-campus computer support personnel may be installing this plug-in for you automatically. Please check with your support group before installing the plug-in.

 

Step 3 - Install the plug-in

  1. Accept all defaults.
  2. Confirm that the Message Application Server (MAS) is set to

osu-mas1.nws.oregonstate.edu.

 

For step by step screenshots of the installation process, you can refer to this document – Modular Messaging Full Installation Guide.

Popular Voice Mail Options

LOGIN TO YOUR VOICE MAILBOX

From Your Phone

  1. Dial 7-7111 or press the button on your phone for voice mail
  2. Enter your PIN and press [#]

From Another OSU Phone

  1. Dial 7-7111
  2. Press [*]
  3. Enter your 5-digit extension
  4. Enter your PIN and press [#]

From off-campus or a cell phone:

  1. Dial 541-737-7111
  2. Enter your 5-digit extension
  3. Enter your PIN and press [#]

LISTEN TO VOICE MESSAGES

Voice User Interface:

  1. Login to your voice mailbox
  2. Say "voice mail"
  3. You may now say one of the following commands:
    • "Play"
    • "Next"
    • "Delete"
    • "Forward"
    • "End"
    • "More Options"

Touchtone User Interface:

  1. Login to your voice mailbox
  2. Press [1] for the voice mail menu
  3. You may now use one of the following commands:
    • [1] = Play (Rewind/Replay)
    • [#] = Next
    • [7] = Delete
    • [6] = Forward
    • [33] = End
    • [00] = More Options
  4. Press [1][1] immediately after logging in to begin playing new voice messages

PERSONAL OPTIONS

  1. Login to your voice mailbox
  2. Say "Personal Options" or press [6]
  3. To turn on your away greeting, press [1]
  4. For greetings, press [2]
  5. You may now use one of the following commands:
    • [1] = Set/record your personal greeting
    • [2] = Set/record your away greeting
    • [3] = Record your name
  6. To switch from voice menus or touchtone, press [4]

 

FORWARDING CALLS

  1. Get a dial tone on the phone to be forwarded (no need to login to voice mail).
  2. To activate forwarding, press [*][2] followed by the 5-digit extension number
     to where calls will be forwarded.
  3. To deactivate forwarding, get a dial tone on phone that was forwarded and 
    press [#][2][2] .

SEND MESSAGES

  1. Login to your voice mailbox.
  2. Press [5]
  3. Use the keypad to enter a person's name or extension
  4. Press [1] to begin recording a message
  5. Press [#] when finished recording
  6. Press [1] to accept and send the message

Using Outlook Plug-in for Avaya Modular Messaging

Using Outlook Plug-in for Avaya Modular Messaging

 

Desktop User Interface Options

 

Call Answering Options

 

Telephone User Interface Options

 

Message Player Interface

Call Answering Options

Call Answering Options

 

The Call Answering Options allow you to Administer (Record/Playback) your Spoken Name, Personal Greetings, and Please Hold prompt. It also allows you to set the rules under which the various greetings are played.

 

As shown below, to administer Optional Greetings, select the Greeting Rules: No optional Greeting rules are defined and click the circled Icon to add a rule.  Select the Default Call Handling greeting/prompt desired to record the greeting.  Greetings and prompts that have been recorded are shown below, e.g. Personal Greeting and may be deleted by clicking the associated Icon shown circled below.

To change the Media Selection from PC playback/record to telephone, you must first have administered your telephone as a media option as detailed above under Desktop User Interface: Media Setup. Right-click the PC icon in the Media Player and select the telephone as shown below.

The Personal Operator number is an extension to which callers are transferred after reaching your mailbox and then pressing Zero (Operator).  This number should be a number in your office that is generally staffed during business hours so that in emergencies, callers can at least reach someone who might be able to find you.  If this field is left blank, callers are transferred to the Operators if they press Zero.  Select the Other tab on the User Properties window and administer the 5-digit extension without a hyphen

Telephone User Interface Options

Telephone User Interface Options

The Telephone User Interface Options provides the ability to administer:

  • Assistant Rules for the following features
    • Find Me – To have unanswered calls redirected to a list of telephone numbers before leaving a voice mail
    • Call Me - To have the system call you to inform you of the receipt of messages and provide the ability to login and retrieve the messages upon answering the call
    • Notify Me – To have a text message sent to a PDA/Cell Phone or Pager when a message is received or to receive an email notification when a caller requests it
    • Message Waiting Indicator (MWI) – To administer the Message Types and associated Importance conditions under which your MWI activates
      • (a) The default setting provides MWI for voice mail and Faxes
      • (b) Please pay careful attention to MWI changes
  • Telephone Access
  • Fax Access
  • Security (Telephone User Interface Password)
  • Personal Distribution Lists
  • Time Zone
  • Message Ordering

 

When administering Rules, select the Rule and then click on an underlined value to edit the rule

  • The rule does not take effect until the check-box is selected.
  • The Phone Lists button is used to administer the list of numbers which are used by the Find Me and Call Me rules

  

In the Telephone Access tab:

  • The Delete Messages on Exit option is not recommended. It permanently deletes any deleted message each time you hang up from your mailbox
  • The Save Copies of Messages in Sent Item Folder option is recommended. It provides a copy of messages you create in your mailbox and send to others in your Sent Item folder
  • The Playback Date and Time option is not recommended. It provides the date/time a message was received when you are listening to messages. The alternative is to request the date/time when you need to know it rather than having to listen to it for each message           

 · Please see the Fax Server QRG for details about faxing

Use the Security tab to change the password used when accessing messages through the Telephone User Interface (TUI)

Use the Personal Distribution List if desired, otherwise, and as generally preferred, administer mailing lists for both Voice mail and Email using Outlook Contacts.

 

Use the Time Zone option to modify the Time Zone you are currently working from if different from the system default time.

Use the Message Ordering option to modify the order in which messages are presented using the TUI

Desktop User Interface

Desktop User Interface Options

 

The Desktop User Interface Options allow you to configure how your greetings and messages are played back or recorded (Desktop Speakers/Microphone/Headset or Telephone) when you are using the Avaya Player provided in the Outlook Plug-in.  You should set this option 1st before proceeding to other options.

 

 

 

 The Client Access Option defaults are shown below and are not generally changed

 

  

 

The Language Option default is shown below

 

 

The Media Setup Option defaults are shown below 

  • Multimedia causes the Playback and recording to be done through the Desktop Speaker/Microphone/Headset.

 

 

 

  • The telephone can be used instead of the Desktop Speaker/Microphone/Headset by changing both options to Telephone as shown below and then selecting Configure to administer which telephone is to be used.

 

 

 

Enter your 5-digit extension number in the Extension Number field (without a hyphen) and if the Message Application Server Name field is blank, select osu-mas1

 

  

 

Click Apply followed by OK

You will be returned to the Media Setup tab - click Apply followed by OK

  

The Media Setup changes have been completed and going forward you may change between Telephone and Multimedia Record/Playback as you desire

 

Message Player Interface

Message Player – Playback Options 

 

When a voicemail message is selected in Outlook, the Avaya Player is opened.  Use the up/down arrows to scroll automatically to the next voicemail.

 

 

 

To change playback to go through your phone instead of the computer, right-click the PC Icon and select Telephone for playback of messages through your phone.

  • You must first have administered your telephone as a media option as detailed under DesktopUser Interface

 

Voice Mail Setup

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

How to setup your voice mailbox

1. Get the default voice mailbox password from your department telephone coordinator.

2. Dial 7-7111.

3. Login with the default password and press the pound key.

4. A tutorial will play and prompt you to:

5. Please allow at least 10 minutes before accessing your mailbox again to allow setup to complete.


Optional mailbox configuration

System Requirements

System Requirements

Troubleshooting

Troubleshooting

 Can't communicate with Message Applications Server (osu-mas1).

 

Outlook Modular Messaging Plug-in no longer recognizes voicemail messages.

Glossary / Feature Descriptions

Setup | FAQ | Using Your Telephone | Voice/E-mail Integration | Glossary / Feature Descriptions

 

Features of Interest

FAX Receive: Currently enabled only for Voice/E-mail Integrated subscribers -- If your Voice Mail answers a FAX call (or you transfer a FAX call to Voice Mail), you will receive an e-mail item with a TIF image FAX attachment.

Call Me: The system will call you at another number to notify you upon receipt of a new message - Configure from Web Tool or Outlook Plug-in

Find Me: The system will attempt to reach you at a list of phone numbers you provide before routing the call to your voice mail - Configure from Web Tool or Outlook Plug-in

Notify Me: An e-mail message or text message is sent to alert you upon receipt of a new message in your voice mailbox (likely of greatest interest to Voice Mail Only subscribers) - Configure from Web Tool or Outlook Plug-in

Phone Lists: You can establish list of on-campus as well as off-campus phone numbers to be used with the Call Me and Find Me features. - Configure from Web Tool or Outlook Plug-in

Schedules: You can establish schedules for when and how Call Me, Find Me, and Notify Me operate during a week/day. - Configure from Web Tool or Outlook Plug-in

Personal Operator: If someone presses 0/Zero while listening to your Voice Mail greeting, they will be transferred to this number. - Configure from Web Tool or Outlook Plug-in


Software Terms

Outlook Plug-in for Modular Messaging: An optional piece of software which adds functionality to Outlook for Voice/E-mail Integrated subscribers.  For more information, see: http://oregonstate.edu/helpdocs/voice-mail/integration/usingMM 

Outlook Thick Client: Another term for the Outlook Plug-in for Modular Messaging

Web Configuration Tool/Portal: A Web-based interface for configuring some mailbox features. 
URL: http://voicemail.oregonstate.edu               Documentation


Voice Mail Terms

Integrated Voice/E-mail Subscriber: Can interact with voice mail messages in their e-mail Inbox because their e-mail is hosted on a Network Services Exchange? server.

Voice Mail Only Subscriber: Voice mail services remain similar to past Audix services with a few new features and a Web tool as an option for some configuration.

Message Waiting Indicator Light: The red light on your phone

Please Hold Greeting: Informs callers of the extension they selected while they are transferred to that extension.