Applies to: Exchange Server 2010 SP3, Exchange Server 2010 SP2

Topic Last Modified: 2011-04-28

A user who is enabled for Microsoft Exchange Server 2010 Unified Messaging (UM) can configure several voice mail options in the Outlook features for Exchange Unified Messaging available with Microsoft Office Outlook 2007. This topic discusses the Outlook 2007 Unified Messaging features that let a UM-enabled user who is using Outlook 2007 select and configure available voice mail options.

The voice mail configuration options on the Voice Mail tab in Outlook 2007 appear dimmed if a Unified Messaging server cannot be located on the network. These voice mail options are also unavailable if the user's mailbox is located on a server running an earlier version of Microsoft Exchange.
When you log on to a computer joined to a domain and you access the Voice Mail tab in Outlook 2007, you may be prompted to enter your credentials. This occurs because the default security settings in Microsoft Internet Explorer are configured to allow an automatic logon only for Web sites listed in the Local intranet zone. To correct this issue, add the fully qualified domain name (FQDN) of the Client Access server to the Local intranet zone or configure the user authentication to use an automatic logon using the current user credentials in Internet Explorer.

Telephone Access

Using the options in the Telephone Access section on the Voice Mail tab, users can set telephone access numbers, reset their voice mail PIN, and select the e-mail folder that they will access when they use Outlook Voice Access.

Telephone Access Numbers

The Telephone Access Numbers box specifies the telephone number or telephone numbers that users can dial to access their messages, calendar, and contacts using Outlook Voice Access. The numbers in this box are referred to as subscriber access numbers, pilot ID numbers, pilot IDs, or pilot numbers, and are configured on a UM dial plan. The telephone access numbers listed in this box are configured in the Telephone access numbers section on the Subscriber Access tab of a UM dial plan. These telephone numbers apply to all users who are members of the UM dial plan. For more information about how to configure a UM dial plan, see View or Configure the Properties of a UM Dial Plan.

Resetting Voice Mail PIN

The Reset PIN button lets users reset their voice mail PIN. The PIN is used to access their mailbox and calendar information.

Selecting an E-Mail Folder

The Choose the folder to read when accessing e-mail messages from a phone option lets users specify which e-mail folder to read e-mail, voice mail, or other messages from, when they use Outlook Voice Access. The Change Folder button lets users select which mailbox folder will be read. By default, the Inbox is selected as the folder to use when users access messages from a telephone using Outlook Voice Access.

Voice Mail

Users can configure several voice mail options in the Voice Mail section of the Voice Mail tab. These options include the Play on Phone telephone number and voice mail greetings.

Play on Phone Number

The telephone number in the Play on Phone number box determines the telephone number that the Unified Messaging system calls when the user is using the Play on Phone feature. By default, the telephone number is set to the user's extension number, but can be changed by the user.

Voice Mail Greetings

Users can use the Choose the greeting played to callers when leaving a message option on the Voice Mail tab to select the type of greeting that callers hear when they reach the user's voice mail.

  • Voice-mail greeting is the default selection and is the regular voice mail greeting. It's the greeting used when the user is in the office but away from the desk for a short time.

  • The Out of Office voice mail greeting is generally used when a user is not in the office or is away for an extended time.

Play or Record a Greeting on Your Telephone

Clicking the Call button calls the Play on Phone number and plays the greeting to users on their telephone. Users can also use this option to play or record a new greeting from a telephone.

Missed Call Notifications

Users can specify whether they want to receive missed call notification messages from the Exchange 2010 Unified Messaging server using the Send an e-mail to my Inbox when I miss a phone call check box. When this box is selected, users receive notifications when callers try to contact them but do not leave voice messages. By default, the Send an e-mail to my Inbox when I miss a phone call box is selected.

For many of the voice mail options included in Outlook 2007 and Exchange 2010 Outlook Web App to function correctly, the Client Access server role must be installed on a computer running Exchange 2010, and Autodiscover must be configured correctly.

Voice Mail Shortcut Keys

There are keyboard shortcuts to help users configure or select voice mail options. The following table lists the keyboard shortcuts available for voice mail options.

To do this Press

Reset the telephone access PIN


Select the e-mail folder to read when you use Outlook Voice Access


Enter the Play on Phone number


Select the voice mail greeting


Select the Out of Office greeting


Dial the number to play or record a greeting on the telephone


Enable or disable Missed Call Notifications


For More Information