User Guide for the Cisco Unity Inbox Web Tool (Release 5.x with Microsoft Exchange)
Managing Messages
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Managing Messages

Table Of Contents

Managing Messages

Using the Address Book

Sending Voice Messages

Checking Messages

Replying to Voice Messages

Forwarding Messages

Managing Receipts and Notices


Managing Messages


Using the Address Book

Sending Voice Messages

Checking Messages

Replying to Voice Messages

Forwarding Messages

Managing Receipts and Notices

Using the Address Book

The Address Book in the Cisco Unity Inbox web tool contains all Cisco Unity subscribers to whom you can send voice messages. It also contains any private lists you have set up (display names are listed).

To Address a Message by Using the Address Book


Step 1 In a message, click the Open Address Book icon (address book).

Step 2 In the Search list, set the applicable search scope. To find subscribers from other locations in your organization, set the search scope to Global.

Step 3 In one or more fields, enter the applicable information about the subscriber, private list, or public distribution list to whom you want to address the message.


Tip Enter an asterisk (*) in a field to list all subscribers or public distribution lists in a directory. For faster results, enter one or more characters or values followed by * to narrow your search. If you are searching for a common name, make sure that you enter information in more than one field.


Step 4 Click Find.

Step 5 In the list of possible matches, click the radio button next to the recipient, then click To, Cc, or Bcc. (To listen to the recorded name of a subscriber or list, click the speaker icon.)

If you do not see the correct recipient, try entering different search criteria, then click Find to search again.


Tip When a search returns more matches than expected, increase the value in the Rows Per Page list to view as many matches as possible. To limit the search, enter more complete search criteria, and/or enter the applicable information in any additional fields that you left blank. Then click Find to search again.


Step 6 Click Close.


Sending Voice Messages

You can send voice messages to Cisco Unity subscribers, e-mail addresses, and public and private distribution lists.

To address messages to Cisco Unity subscribers, you enter either their names or their primary extensions. (You cannot address messages to subscribers by entering their alternate extensions.) Messages addressed to e-mail addresses are sent as a sound (WAV) file attached to an e-mail message.

To Send a Voice Message


Step 1 In the Cisco Unity Inbox, click the New Message icon (letter with pencil).

Step 2 Address the message in one of the following ways:

Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

Click To, Cc, or Bcc to select recipients from the Address Book.

Step 3 If needed, click the Check Names icon (person with check mark), then search for and select your recipients to resolve name and extension conflicts. (When names are resolved, they appear as links above the To, Cc, or Bcc fields.)


Tip Click a link to remove an unwanted recipient.


Step 4 In the Subject field, type the subject of the message.

Step 5 Choose one or more special delivery options, as applicable:

Mark Urgent

The message is sent before regular messages.

Mark Private

Alerts the recipient to treat the message confidentially. Cisco Unity subscribers cannot forward private messages by phone or from the Cisco Unity Inbox.

Request a Heard
Message Receipt for
This Message

You are notified when the recipient opens the message.

Note You may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your administrator whether Cisco Unity is set up to send receipts to subscribers.


Step 6 On the Media Master, click Record and record the message.

Step 7 When you finish recording, click Stop.

To review your message before you send it, click Play on the Media Master, or click Record to rerecord the message.

Step 8 Click Send.


Checking Messages

You can check voice messages, receipts, and faxes (if you have the fax option) in the Cisco Unity Inbox. (E-mail messages and system broadcast messages are not available in the Cisco Unity Inbox.)

Information in the From field identifies the sender. The field will contain either the name of a Cisco Unity subscriber or "Unity Messaging System," when a message is left by someone who is not a Cisco Unity subscriber or by a subscriber who did not log on to Cisco Unity before leaving the message. The Subject field displays the phone number of the caller, if it is available.

Refresh your Cisco Unity Inbox by clicking the Refresh Message List icon to periodically check for new messages. After you have listened to or viewed a new message, you may need to refresh again to see the New Message icon disappear.

To Check a Message


Step 1 In the Cisco Unity Inbox, click the Cisco Unity Voice Message icon (the speaker) next to the voice message. (Click the icon again to stop playback.)

Or

Open the voice message and play it:

a. Click the name of the sender. The message opens in a new window.

b. On the Media Master, click Play.

For fax messages, click the link for the attached fax to start the fax viewer program on your computer.

Step 2 Use the following icons and message options to manage messages:

Previous Message

Open the previous message.

Next Message

Open the next message.

Reply

Respond with a voice message to the sender. (Available only for messages from other Cisco Unity subscribers.)

Reply to All

Respond with a voice message to all Cisco Unity subscribers who received the message.

Forward

Send the message to another subscriber and/or distribution list. (Note that you cannot forward any message that is marked private.)

Delete

Delete the message.

Tip To archive messages before deleting them, save them as WAV files to your hard disk. On the Media Master in an open message, use the Copy to File option on the Options menu.
Save

Save the message and any changes, such as marking the message as new or changing the subject, and return to the Cisco Unity Inbox.

Mark Urgent

Check the check box to flag the message as urgent.

Mark Message as Unheard (or Unread)

Check the check box to save the message as new. (This may trigger the message-waiting indicator on your phone.)

Close

Cancel the message without saving changes, and return to the Cisco Unity Inbox.



Replying to Voice Messages

You can reply to only the sender, or to the sender and all other recipients. You can also add recipients to a reply, including Cisco Unity subscribers, e-mail addresses, and public and private distribution lists.

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

To Reply to a Voice Message


Step 1 In the Cisco Unity Inbox, click the name of the sender.

Step 2 In the open message, click Reply or Reply to All, as applicable.

Step 3 If applicable, add recipients in one of the following ways:

Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

Click To, Cc, or Bcc to select recipients from the Address Book.

Step 4 If needed, click the Check Names icon (person with check mark), then search for and select your recipients to resolve name and extension conflicts. (When the names are resolved, they appear as links above the To, Cc, or Bcc fields.)


Tip Click a link to remove an unwanted recipient.


Step 5 Edit the Subject field, if applicable.

Step 6 Select one or more special delivery options, if applicable.

Mark Urgent

The message is sent before regular messages.

Mark Private

Alerts the recipient to treat the message confidentially. Cisco Unity subscribers cannot forward private messages by phone or from the Cisco Unity Inbox.

Request a Heard Message
Receipt for This Message

You are notified when the recipient opens the message.

Note You may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.


Step 7 On the Media Master, click Record and record your reply to the message.

Step 8 When you finish recording, click Stop.

To review your message before you send it, click Play on the Media Master, or click Record to rerecord the message.

Step 9 Click Send.


Forwarding Messages

You can forward messages to other Cisco Unity subscribers, e-mail addresses, and public and private distribution lists. Messages that you or another Cisco Unity subscriber mark private cannot be forwarded to anyone from the Cisco Unity Inbox.

You can forward a message as is or record an introduction that plays before the forwarded message.

To Forward a Voice Message


Step 1 In the Cisco Unity Inbox, click the name of the sender.

Step 2 In the open message, click Forward.

Step 3 If applicable, add recipients in one of the following ways:

Enter subscriber names or their primary extensions, and/or e-mail addresses in the To, Cc, and Bcc fields. Separate multiple names, extensions, and addresses with semicolons (;). For e-mail addresses, enter the full e-mail address of the recipient (for example, <name>@<domain>.com).

Click To, Cc, or Bcc to select recipients from the Address Book.

Step 4 If needed, click the Check Names icon (person with check mark), then search for and select your recipients to resolve name and extension conflicts. (When the names are resolved, they appear as links above the To, Cc, or Bcc fields.)


Tip Click a link to remove an unwanted recipient.


Step 5 Edit the Subject field, if applicable.

Step 6 Select one or more special delivery options, if applicable.

Mark Urgent

The message is sent before regular messages.

Mark Private

Alerts the recipient to treat the message confidentially. Cisco Unity subscribers cannot forward private messages by phone or from the Cisco Unity Inbox.

Request a Heard Message
Receipt for This Message

You are notified when the recipient opens the message.

Note You may not be able to receive all types of receipts, even though the Cisco Unity Inbox allows you to request them. Ask your Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.


Step 7 On the Media Master, click Record and record an introduction to the forwarded message, if applicable.

Step 8 When you finish recording, click Stop.

To review your introduction before you send it, click Play on the Media Master, or click Record to rerecord the introduction.

Step 9 Click Send.


Managing Receipts and Notices

When you check messages in the Cisco Unity Inbox web tool, Cisco Unity presents your receipts and notices along with other messages. You open and manage them in nearly the same way as other messages, though you cannot reply to or forward return receipts, NDRs, or notices.

As you work with Cisco Unity, you may manage the following receipts:

Heard

Message that informs you when the recipient opens or plays your message.

Unheard

Message that informs you when the recipient deletes your message without opening or playing it.

Delivery

Message that informs you when your message was delivered to its intended recipient.

Nondelivery (NDR)

Message that informs you when a message that you sent could not be delivered to its intended recipient.

Alternate greeting
notice

Message that informs when you have left or sent a message to another Cisco Unity subscriber who has the alternate greeting enabled.


As you review an NDR, you can use the Media Master control bar to play the original message and you can resend it to the recipient(s) who failed to receive it. You can record an introduction, modify recipient list, and change delivery options when resending a message. Once you resend a message, the NDR is not automatically deleted as it is when you resend a message by phone. Instead, the NDR remains in the Cisco Unity Inbox until you delete it.

For alternate greeting notices, you see the following message: "The alternate greeting for <subscriber name or ID> is on and will remain on until <expiration date for the greeting>. The message you sent was delivered, but the recipient may not be available to play it."

To Manage Receipts and Notices from the Cisco Unity Inbox


Step 1 In the Cisco Unity Inbox, click the name of the sender to open the receipt or notice.

Step 2 Use the following icons or Message menu options to manage the item:

Previous Message

Open the previous message.

Next Message

Open the next message.

Resend Original Message
(for NDRs only)

Resend original message to recipients who failed to receive it. You can record an introduction, modify recipient list, and change delivery options.

Delete

Delete the message.

Save

Save the item and any changes, such as marking the message as new or changing the subject, and return to the Cisco Unity Inbox.

Mark Message
as Unread

Check this check box to save the message as new.

Close

Cancel the message without saving changes, and return to the Cisco Unity Inbox. The item is marked read.