Table Of Contents

Sending and Responding to Messages

Sending a Voice Message by Phone

Replying to a Message by Phone

Forwarding a Message by Phone

Sending and Responding to Messages

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You can send voice messages and record a response to messages by phone and from your IBM Lotus Notes Inbox. You can send, reply to, and forward messages to subscribers, as well as to public and private distribution lists. Cisco Unity does not save your sent messages.

You cannot reply to voice messages from an unidentified caller. Also, when your mailbox exceeds its size quota, you may not be able to send messages. (See the "Managing Your Mailbox Size" chapter for information.)

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

This chapter contains the following sections:

•Sending a Voice Message by Phone

•Replying to a Message by Phone

•Forwarding a Message by Phone

Consider the following limitations as you use the Cisco Unity conversation to reply and forward messages with voice recordings:

•When you use the Cisco Unity conversation to manage a message thread which involves multiple message types—as when you reply to an e-mail with a voice message or vice versa—the message type for each message in the thread is based on the original message. Thus, when you reply to an e-mail from another subscriber with a voice message, for example, the message is sent to the recipient as an e-mail message with a WAV attachment.

• When you forward a fax message, do not record an introduction or add any attachments to the body of the fax message. If you do, the Lotus Domino server changes the message type to an e-mail message, and Cisco Unity is unable to recognize the forwarded message as a fax. This means that when you forward the message to another Cisco Unity subscriber: the message is not included in the fax message count when your recipient checks messages by phone; Cisco Unity phone menus do not present your recipient with the option to forward the message to a fax machine; and if set up, fax message notification does not work for the recipient. Subscribers can view fax messages that you forward with attachments and/or with voice introductions only from their Lotus Notes Inboxes.

For more information on sending, replying to, and forwarding messages from your IBM Lotus Notes Inbox, refer to IBM Lotus Notes Help.

Sending a Voice Message by Phone

When you send a message, Cisco Unity sends the message to your intended recipients without ringing their extensions. You can send voice messages to Cisco Unity subscribers, and to public and private distribution lists.

You can address a message to more than one recipient or type of recipient. You address a message by using the phone keypad to either spell the subscriber name or to enter the extension of the subscriber. When you address messages to private lists, you must use number entry.

When you send a message by phone, you can choose from the following special delivery options:

Urgent	Mark a message urgent so that Cisco Unity sends it before regular messages.
Return Receipt	Request a return receipt so that Cisco Unity notifies you when the recipient opens the message. (Note that you may not be able to receive all types of receipts, even though the Cisco Unity phone menus allow you to request them. Ask your Cisco Unity administrator whether Cisco Unity is set up to send receipts to subscribers.)
Private	Mark a message private so that the recipient knows to treat it confidentially. Cisco Unity subscribers cannot forward private messages by phone.

Do the following procedure to send a voice message when using either standard or Optional conversation 1 styles. Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Send a Voice Message by Phone (Standard and Optional Conversation 1 Styles)

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Step 1 Log on to Cisco Unity.

Step 2 Press 2.

Step 3 Follow the Cisco Unity conversation to address your message. Press ## to switch between spelling and number entry. (To address the message to a private list, you must switch to number entry.)

Step 4 Press 1 to add another name or list.

Or

Press # to record the message, and use the following keys as you record.

Key	Task	Key	Task
8	Pause or resume	#	End recording

Step 5 Press # to send the message.

Or

Press 1 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

Key	Option	Key	Option
1	Change address	4	Review message
2	Change recording	#	Send message as is
3	Set special delivery

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Changing Private List Settings, page 20-1

Replying to a Message by Phone

When you reply to a message by phone, you can respond to just the sender, and you can add recipients. You can also respond to nondelivery receipts (NDRs) by resending the original message.

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.

Do the following procedure to send a voice message when using either standard or Optional conversation 1 styles. Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Reply to a Message (Standard and Optional Conversation 1 Styles)

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Step 1 After listening to the message, press 4 if using the standard conversation style.

Or

Press 8 if using Optional conversation 1 style.

Step 2 Record the message, and use the following keys as you record.

Key	Task	Key	Task
8	Pause/Resume	#	End recording

Step 3 Press # to send the message.

Or

Press 1 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

Key	Option	Key	Option
1	Change addressing	3	Set special delivery
2	Change recording	4	Review message (Resend original message when responding to an NDR)

Step 4 Follow the Cisco Unity conversation to handle the original message.

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Managing Receipts

Forwarding a Message by Phone

Messages marked private cannot be forwarded by phone. This includes any voice message that you or another Cisco Unity subscriber marked private, and any e-mail message that you or another sender marked with the Do Not Copy mail option in IBM Lotus Notes.

Do the following procedure to forward a message as is or to record an introduction that plays before the forwarded message when using either the standard or Optional conversation 1 styles.

Keypad mappings for other conversation styles are documented in the "Cisco Unity Phone Menus and Shortcuts" chapter. Ask your Cisco Unity administrator which conversation style you are set up to use.

To Forward a Message (Standard and Optional Conversation 1 Styles)

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Step 1 After listening to the message, press 5 when using standard conversation style.

After listening to the message, press 6 when using Optional conversation 1 style.

Step 2 Follow the Cisco Unity conversation to address the forwarded message. Press ## to switch between spelling and number entry. (To address the message to a private list, you must switch to number entry.)

Step 3 Once the message is addressed, do one of the following:

•Press # to forward the message as is.

•Skip to Step 4 to record an introduction.

•Skip to Step 6 to change addressing, set special delivery, change recording, or review message.

Step 4 Press 2 to record an introduction. Then use the following keys as you record.

Key	Task	Key	Task
8	Pause or resume	#	End recording

Step 5 Press # to forward the message with the introduction.

Or

Skip to Step 6 to change addressing, set special delivery, change recording, or review message.

Step 6 Press 3 for message options. Then use the following keys to select options, and follow the Cisco Unity conversation to send your message.

Key	Option	Key	Option
1	Change addressing	3	Set special delivery
2	Change recording	4	Review message

Step 7 Press # to forward the message.

Step 8 Follow the Cisco Unity conversation to handle the original message.

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Related Topics

•Changing Your Message Addressing Setting, page 14-4

•Changing Private List Settings, page 20-1