Users can listen to, reply to, create, and forward unread e-mail messages using the telephone. For example, if users are expecting an important e-mail message, and do not have access to the Internet, they can use a mobile phone to dial the subscriber access number or the number that is used for Outlook Voice Access. After users enter their extension number, enter their PIN, and then say, "E-mail," the Unified Messaging server will access the users' mailbox and read their unread e-mail. While the Unified Messaging server reads an e-mail message, the user can say one of the following:

• "Reply" to reply to the sender.
  
  
• "Reply all" to reply to all recipients on the e-mail message.
  
  
• "Forward" to forward the e-mail message to another user.
  
  
• "Flag" to flag the message for follow up.
  
  
• "Hide" to hide the conversation.
  
  

To listen to e-mail messages using the voice user interface (VUI), users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail" to access e-mail.
   
   
2. The Unified Messaging server will read the name, subject, time, and priority of the first unread e-mail message.
   
   
3. The user can then say one of the following options:
   
   
   • "Next message" to mark the message as Read and go to the next e-mail message.
     
     
   • "Mark unread" to keep the message marked as Unread and go to the next message.
     
     
   • "End" to jump to the end of the message.
     
     
   • "Delete" to delete the message.
     
     

This process is shown in the following figure.

To listen to e-mail messages using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access e-mail.
   
   
2. The Unified Messaging server will read the name, subject, time, and priority of the first unread e-mail message.
   
   
3. The user can then press one of the following options:
   
   
   • Pound (#) key to mark the message as Read and go to the next e-mail message.
     
     
   • 9 to keep the message marked as Unread and go to the next message.
     
     
   • 33 to jump to the end of the message.
     
     
   • 7 to delete the message.
     
     

This process is shown in the following figure.

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To listen to e-mail messages and then reply using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail" to access e-mail.
   
   
2. Say "Next message" repeatedly until they reach the e-mail message to which they want to reply.
   
   
3. Listen to the message or say "End" to go to the end of the message.
   
   
4. Say one of the following:
   
   
   • "Reply" to reply to the sender.
     
     
   • "Reply all" to reply to the sender and all other recipients.
     
     
   • "Forward" to forward the message to another user or group.
     
     
5. Record a reply and then hang up, remain silent, or press any key. To accept the reply message and send it, say "Send it."
   
   

This process is shown in the following figure.

To listen to e-mail messages and then reply using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access e-mail.
   
   
2. Press # repeatedly until they user reach the e-mail message to which they want to reply. Press 9 to mark the message as Unread.
   
   
3. Listen to the message or press 33 to go to the end of the message.
   
   
4. Press 8 to reply to the sender, press 88 to reply to the sender and all other recipients, or press 6 to forward the message to another user or group.
   
   
5. Record a reply, and then press #. To accept the reply message and send it, press 1.
   
   

This process is shown in the following figure.

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To listen to an e-mail message and then go to the next unread message using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail."
   
   
2. Say "Next unread." Say "Mark unread" if they want to mark the message as Unread.
   
   

This process is shown in the following figure.

To listen to an e-mail message and then go to the next Unread message using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access e-mail.
   
   
2. Press ## to listen to the next unread message. Press 9 to mark the message as Unread.
   
   

This process is shown in the following figure.

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To listen to e-mail messages and flag messages for follow up using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail" to access e-mail.
   
   
2. Say "Next message" repeatedly until they reach the e-mail message that they want to flag for follow up. Say "Mark unread" to mark the message as Unread.
   
   
3. Listen to the message or say "End" to go to the end of the message.
   
   
4. Say "Flag" or "Flag for follow up" to flag the message for follow up.
   
   

This process is shown in the following figure.

To listen to e-mail messages and flag messages for follow up using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access e-mail.
   
   
2. Press # repeatedly until they reach the e-mail message that they want to flag for follow up. Press 9 to mark the message as Unread.
   
   
3. Listen to the message or press 33 to go to the end of the message.
   
   
4. Press 0 (zero) twice to access more options.
   
   
5. Press 44 to flag the message for follow up.
   
   

This process is shown in the following figure.

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To listen to e-mail messages and hide a conversation so that Unified Messaging will not continue to read other e-mail messages that are in the same e-mail conversation using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail" to open e-mail.
   
   
2. Say "Next message" repeatedly until they reach the e-mail message that they want. Say "Mark unread" to mark the message as Unread.
   
   
3. Listen to the message or say "End" to go to the end of the message.
   
   
4. Say "Hide" or "Hide conversation" to hide the conversation. The next e-mail message will be read.
   
   

This process is shown in the following figure.

To listen to e-mail messages and hide a conversation so that Unified Messaging will not continue to read other e-mail messages that are in the same e-mail conversation using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access e-mail.
   
   
2. Press # until they reach the e-mail message that they want to hide. Press 9 to mark the message as Unread.
   
   
3. Listen to the message or press 33 to go to the end of the message.
   
   
4. Press 99 to hide the conversation. The next e-mail message will be read.
   
   

This process is shown in the following figure.

Note:
When a conversation is hidden, it is hidden only for the current session. If users log off and then log on to their mailbox again, Unified Messaging will read e-mail messages that are in the same conversation.

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To send an I'll be late message to meeting participants using the VUI, users must dial the Unified Messaging subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Calendar for today."
   
   
2. Listen to the meeting request.
   
   
3. After the meeting request has been read, say "I'll be late."
   
   
4. Unified Messaging asks, "How late?" Say "10 minutes."
   
   
5. Unified Messaging asks, "Do you want to record a message?" Say "Yes." Record the message, and then say "Send it."
   
   

This process is shown in the following figure.

To send an I'll be late message to meeting participants using the touchtone interface, users must dial the Unified Messaging subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 3 to access their calendar.
   
   
2. Listen to the meeting requests to locate the meeting for which to send an I’ll be late message.
   
   
3. After the meeting request has been read, press 3.
   
   
4. Unified Messaging asks, "How late?" Enter 10 on the telephone key pad.
   
   

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To cancel a meeting, the user must be the meeting organizer. To cancel the meeting using the VUI, meeting organizers must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Calendar for today" to access their calendar.
   
   
2. Listen to the meeting request.
   
   
3. After the meeting request has been read, say "Cancel meeting."
   
   
4. Confirm the meeting cancellation by saying "Yes."
   
   
5. After Unified Messaging asks whether the meeting organizer wants to attach a recorded message, say "Yes." Record the message, and then say "Send it."
   
   

This process is shown in the following figure.

To cancel a meeting, the user must be the meeting organizer. To cancel the meeting using the touchtone interface, meeting organizers must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 3 to access their calendar.
   
   
2. Listen to the meeting requests to locate the meeting to cancel.
   
   
3. Press 7 to cancel the meeting.
   
   
4. If meeting organizers choose to send a voice message, they can then press one of the following options:
   
   
   • # to stop recording the message.
     
     
   • 1 to accept the recorded message.
     
     

This process is shown in the following figure.

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To clear their calendar using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Calendar for today" to access their calendar.
   
   
2. Say "Clear my calendar."
   
   
3. Enter the time or the number of days to be cleared.
   
   
4. After Unified Messaging asks whether they want to attach a recorded voice message, they say "Yes," record the message, and then say "Send it." If they do not want to send an attached recorded voice message, they say "No."
   
   

This process is shown in the following figure.

To clear their calendar using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 3 to access their calendar.
   
   
2. Press 00 to go to the More Options menu.
   
   
3. Press 77 to clear their calendar.
   
   
4. Enter the number of hours to clear from the calendar.
   
   
5. If users choose to send a voice message, they can do one of the following:
   
   
   • Press # to not send a voice message
     
     
   • Record the voice message when prompted, press # to stop recording the message, and then press 1 to accept the recorded message.
     
     

This process is shown in the following figure.

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To accept a meeting request using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "E-mail" to access their e-mail.
   
   
2. Listen to the e-mail message that contains a meeting request.
   
   
3. Say "Accept" to accept the meeting request.
   
   

This process is shown in the following figure.

To accept a meeting request using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 2 to access their e-mail.
   
   
2. Listen to the e-mail message that contains a meeting request.
   
   
3. Press 4 to accept the meeting request.
   
   

This process is shown in the following figure.

To reply to a meeting request using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Calendar for today."
   
   
2. Listen to the meeting requests to locate the meeting request to reply to.
   
   
3. Say "More options" to open the More Options menu.
   
   
4. Say "Reply" to reply to the meeting organizer.
   
   
5. Record a message.
   
   
6. Say "Send it."
   
   

This process is shown in the following figure.

1. To reply to a meeting request using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:
   
   
2. Press 3 to access their calendar.
   
   
3. Listen to the meeting requests to locate the meeting request to reply to.
   
   
4. Press 00 for more options.
   
   
5. Press 8 to reply to the meeting organizer.
   
   
6. Record a message, and then press #.
   
   
7. Press 1 to accept the recording and send the message.
   
   

This process is shown in the following figure.

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To record a personal greeting using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Personal options" to access the Personal Options menu.
   
   
2. Press 2 to record greetings.
   
   
3. Press 1 to record a personal greeting.
   
   
4. Press # to stop recording the personal greeting.
   
   
5. If they have to re-record their personal greeting, they should press 2.
   
   
6. Press 1 to accept the personal greeting.
   
   

This process is shown in the following figure.

1. To record a personal greeting using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:
   
   
2. Press 6 to access personal options.
   
   
3. Press 2 to record greetings.
   
   
4. Press 1 to record a personal greeting.
   
   
5. Press 2 to re-record the personal greeting.
   
   
6. Press # to stop recording the personal greeting.
   
   
7. Press 1 to accept the personal greeting.
   
   

This process is shown in the following figure.

Note:
When users change their telephone greeting, they are also given the option to turn on or off their e-mail automatic reply message.

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Users can locate and send a voice message to another UM-enabled user. To send a voice message to another user using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Directory."
   
   
2. Say the name of the person to locate.
   
   
3. Select the correct person from the list.
   
   
4. Say "Send a message," and then record the voice message.
   
   
5. Say "Send it" to send the message.
   
   

This process is shown in the following figure.

1. Users can locate and send a voice message to another UM-enabled user. To send a voice message to another user using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:
   
   
2. Press 4 to search for a contact.
   
   
3. Press 00 to locate the person in the directory.
   
   
4. Spell the name of the person to locate using the telephone keypad.
   
   
5. Select the correct person from the list.
   
   
6. Press 3 to send a voice message to the person.
   
   
7. Record the voice message, and then press # to stop recording.
   
   
8. Press 1 to accept the voice message and send it.
   
   

This process is shown in the following figure.

To locate and call a user in the directory using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Directory."
   
   
2. Say the name of the person to locate.
   
   
3. Select the correct person from the list.
   
   
4. Say "Call the office."
   
   

This process is shown in the following figure.

To locate and call a user in the directory using the touchtone interface, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Press 4 to access personal contacts.
   
   
2. Press 00 to locate a person in the directory.
   
   
3. Spell the name of the person to locate using the telephone keypad.
   
   
4. Select the correct person from the list.
   
   

This process is shown in the following figure.

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To change their PIN using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:

1. Say "Personal options."
   
   
2. Press 3 to change the PIN.
   
   
3. Enter the new PIN, and then press #.
   
   
4. Press # to confirm the new PIN.
   
   

This process is shown in the following figure.

1. To change their PIN using the VUI, users must dial the UM subscriber access number, enter their extension number and PIN, and then do the following:
   
   
2. Press 6 to change personal options.
   
   
3. Press 3 to change the PIN.
   
   
4. Enter the new PIN, and then press #.
   
   
5. Press # to confirm the new PIN.
   
   

This process is shown in the following figure.