User Guide for Accessing Cisco Unity Connection Voice Messages in an Email Application (Release 7.x)
Managing Messages with ViewMail for Notes
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Managing Messages with ViewMail for Notes

Table Of Contents

Managing Messages with ViewMail for Notes

Sending Voice Messages

Checking Messages

Replying to Voice Messages

Forwarding Voice Messages

Managing Deleted Messages


Managing Messages with ViewMail for Notes


Sending Voice Messages

Checking Messages

Replying to Voice Messages

Forwarding Voice Messages

Managing Deleted Messages

Sending Voice Messages

Added July 2009

From your ViewMail for Notes inbox, you can send voice messages and record responses to messages. You can send, reply to, and forward messages to users, as well as to public distribution lists and email addresses.

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


Note When your Cisco Unity Connection mailbox exceeds its size quota, you may not be able to receive new messages. (See the "Managing the Size of Your Mailbox" section on page 19.)


To Send a Voice Message


Step 1 In your ViewMail for Notes inbox, select New Memo.

Step 2 Enter the names of Connection users or distribution lists, or email addresses, and a subject.


Note Messages addressed to email addresses are sent as sound (WAV) files attached to email messages.


Step 3 On the Media Master, select Record (circle, fourth button) and record the message.

Step 4 When you finish recording, select Stop (square, third button).

Step 5 Add text and attachments as applicable.

Step 6 Select Send.


Checking Messages

Added July 2009

In your ViewMail for Notes inbox, you can check voice messages and receipts.

Once you have opened a new message, it is saved until you delete it. Ask your administrator if Connection is set up to enforce a message-retention policy, and, if so, how long the system stores your messages before permanently deleting them. Connection does not indicate when a message-retention policy is enforced, nor does it warn you before messages are permanently deleted as a result of such a policy.

Information in the "from" area of the message (top left corner) identifies the sender. The box contains the email address of a Connection user, or it will contain "Cisco Unity Connection Messaging System" when a message is left by someone who is not a Connection user or by a user who did not log on to Connection before leaving the message.

Depending on how the system is set up, you may see other types of messages (for example, fax messages) in your ViewMail for Notes inbox.

To Check a Message


Step 1 In your ViewMail for Notes inbox, double-click a voice message to open it.


Note You cannot check messages in the Notes Preview pane.


Step 2 In the open voice message, on the Media Master, select Play (right arrow, second button) to play the message.

Step 3 In the message, use the buttons on the message toolbar to manage the message the same way you handle email messages.


Replying to Voice Messages

Added July 2009

Do the procedure in this section to reply to a voice message. You can respond to the sender or to all recipients, and you can add recipients.

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

To Reply to a Voice Message


Step 1 In your ViewMail for Notes inbox, in the open voice message, select Reply, then select Reply, Reply with History, Reply to All, or Reply to All with History.

OR

From the Actions menu, select Reply, then select Reply with History, Reply to All, or Reply to All with History.


Note Replying with history is available only in nonsecure messages.


Step 2 On the Media Master, select Record (fourth button, circle).

Step 3 When you finish recording, select Stop (third button, square).

Step 4 Add text and attachments as applicable.

Step 5 Select Send.


Forwarding Voice Messages

Added July 2009

Do the procedure in this section to forward a voice message as is or to record an introduction that plays before a forwarded voice message.

To Forward a Voice Message


Step 1 In your ViewMail for Notes inbox, in the open voice message, select Forward.

OR

From the Actions menu, select Forward.

Step 2 Enter the names of Connection users or distribution lists, or email addresses.


Note Messages addressed to email addresses are sent as sound (WAV) files attached to email messages.


Step 3 On the Media Master, select Record (circle, fourth button) and record an introduction.

Step 4 When you finish recording, select Stop (square, third button).

Step 5 Add text and attachments as applicable.

Step 6 Select Send.


Managing Deleted Messages

Added July 2009

You delete messages from your ViewMail for Notes inbox the same way you delete email messages.

Connection may automatically delete messages once they reach a certain age. Ask your administrator how long messages are stored before they are permanently deleted for you. This way you can plan to archive or move important messages ahead of time.


Tip To archive voice messages before deleting them, use the Copy to File option on the Media Master Options menu (down arrow, first button).