Table Of Contents

Deleting Messages

Deleting Messages by Phone

Checking Deleted Messages by Phone

Managing Deleted Messages from Your Outlook Inbox

Managing Deleted Messages from Your Cisco Unity Inbox

Deleting Messages

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You can delete new and saved messages by phone, from your Outlook Inbox, and from the Cisco Unity Inbox. Depending on how Cisco Unity is set up, Cisco Unity may save your deleted messages so that you can play, restore, and permanently delete them by phone, from your Outlook Inbox, and by using the Cisco Unity Inbox.

Deleting messages can be an important way to reduce your mailbox size, especially when Cisco Unity is not set up to automatically delete messages once they reach a certain age. Ask your Cisco Unity administrator if Cisco Unity is set up to enforce a message-retention policy. Cisco Unity does not indicate when a message-retention policy is enforced, nor does it warn you before message are permanently deleted as a result of such a policy. If Cisco Unity is not set up to do so, make sure that you permanently delete messages periodically. (For information on what to do if your mailbox exceeds its size limits, see the "Managing Your Mailbox Size" chapter.)

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Tip To archive messages before deleting them, you may be able to save them as WAV files to your hard disk. (In the Cisco Unity Inbox or ViewMail, use the Copy to File option on the Options menu on the Media Master control bar if available.)

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This chapter contains the following sections:

•Deleting Messages by Phone

•Checking Deleted Messages by Phone

•Managing Deleted Messages from Your Outlook Inbox

•Managing Deleted Messages from Your Cisco Unity Inbox

Deleting Messages by Phone

You can delete new and saved messages by phone during message playback or after you listen to the entire message. Depending on how it is set up, Cisco Unity may save your deleted messages and allow you to permanently delete them.

Do the procedure "To Delete a New or Saved Message (Standard and Optional Conversation 1 Styles)" to delete messages by phone. 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 Delete a New or Saved Message (Standard and Optional Conversation 1 Styles)

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Step 1 Log on to Cisco Unity.

Step 2 Press 1 to hear new messages, or press 3 to review old messages.

Step 3 During or after message playback, press 3 to delete the message.

Table 11-1 Use These Keys Anytime

Key	Task	Key	Task
*	Cancel or back up	0	Help

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To Permanently Delete Deleted Messages

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Step 1 Log on to Cisco Unity.

Step 2 Press 3 to review old messages. Then press 2 to access deleted messages.

Step 3 Press the applicable key, depending on how you want to delete messages:

Key(s)	Task	Key(s)	Task
1	Review deleted messages so that you can permanently delete your deleted messages one by one.	*	Cancel or back up
2	Permanently delete multiple deleted messages at once.	0	Help

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Checking Deleted Messages by Phone

Depending on how Cisco Unity is set up, you may be able to play your deleted messages by phone, just as you can play new and saved messages. With deleted messages, the Cisco Unity conversation also allows you to "restore" a deleted message as a new or saved message.

By default, newest messages are played first. You can specify the message playback order for deleted messages in the Cisco Unity Assistant. Note that you cannot enable the Message Type menu or specify a playback order by message type for deleted messages.

This section contains two procedures. Do the first procedure, "To Check Deleted Messages by Phone (Standard Conversation Style)," to check messages when Cisco Unity is set up to play the standard conversation. Do the second procedure, "To Check Deleted Messages by Phone (Optional Conversation 1 Style)," when Cisco Unity is set up to play Optional Conversation 1.

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 Check Deleted Messages by Phone (Standard Conversation Style)

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Step 1 Log on to Cisco Unity.

Step 2 Press 3 to hear old messages, then press 2 to hear deleted messages.

Step 3 Use the following keys to control playback as you listen to a deleted message.

Key(s)	Task	Key(s)	Task
1	Restart message	8	Pause/Resume
2	Save	9	Fast-forward
3	Delete permanently	#	Fast-forward to end
4	Slow playback	##	Skip message, save as is
5	Change volume1	*	Cancel or back up
6	Fast playback	0	Help
7	Rewind message

1 Not available on some systems.

Step 4 Use the following keys to manage the deleted message after you have listened to it.

Key(s)	Task	Key(s)	Task
1	Replay message	6	Restore as new (The message waiting indicator on your phone may light or remain lit.)
2	Restore as saved	7	Rewind message
3	Delete permanently	8	Deliver an e-mail or fax to fax machine1 (Play original message when managing an NDR)
4	Reply (Resend original message when responding to an NDR)	9	Play message properties
42	Reply to all	#	Save as is
44	Call the subscriber1	*	Cancel or back up
5	Forward message	0	Help

1 Not available on some systems.

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To Check Deleted Messages by Phone (Optional Conversation 1 Style)

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Step 1 Log on to Cisco Unity.

Step 2 Press 3 to hear old messages, then press 2 to hear deleted messages.

Step 3 Use the following keys to control playback as you listen to a deleted message.

Key(s)	Task	Key(s)	Task
1	Rewind message	6	Fast playback
2	Pause/Resume	66	Faster playback
3	Fast-forward	8	Reset volume1
33	Fast-forward to end	9	Increase volume1
4	Slow playback	#	Skip message, save as is
44	Slower playback	##	Skip message, save as new (The message waiting indicator on your phone may light or remain lit.)
5	Play message properties	*	Cancel or back up
7	Decrease volume1	0	Help

1 Not available on some systems.

Step 4 Use the following keys to manage the deleted message after you have listened to it.

Key(s)	Task	Key(s)	Task
1	Skip back	82	Reply to all
2	Deliver an e-mail or fax to fax machine1 (Play original message when managing an NDR)	88	Call the subscriber1
4	Replay message	9	Restore as saved
5	Play message properties	#	Save as is
6	Forward message	##	Restore as new
7	Delete permanently	*	Cancel or back up
8	Reply (Resend original message if responding to an NDR)	0	Help

1 Not available on some systems.

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Related Topic

Changing Message Playback Settings, page 19-1

Managing Deleted Messages from Your Outlook Inbox

You can delete voice and fax messages from your Outlook Inbox, just as you do e-mail messages. Depending on how Cisco Unity is set up, you may also be able to retrieve deleted messages from the Deleted Items folder in your Outlook Inbox to listen to, reply to, and forward them, to restore them to the Inbox (or another folder), and to delete them permanently. (If you are a Unified Messaging subscriber, you must also have your Outlook Inbox set up to send deleted messages to your Deleted Items folder in Outlook to use this feature. Ask your Cisco Unity administrator for details.)

Managing Deleted Messages from Your Cisco Unity Inbox

You can delete a message or group of messages directly from your Cisco Unity Inbox, or you can delete a message after you have opened it. You also may be able to retrieve deleted messages from a Deleted Items folder in your Cisco Unity Inbox so that you can listen to voice messages or view faxes, reply to or forward the messages, restore them to the Inbox, or delete them permanently. (If you are a Unified Messaging subscriber, you must also have your Outlook Inbox set up to send deleted messages to your Deleted Items folder in Outlook to use this feature. Ask your Cisco Unity administrator for details.)

To Delete Messages

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Step 1 In the Cisco Unity Inbox, check the box(es) to the left of the message(s) that you want to delete from the Cisco Unity Inbox.

Or

Click Select All Rows to mark all the messages on the page for deletion.

Step 2 Click Delete Selected Rows.

Step 3 When prompted, click OK.

(Alternatively, you can delete a message from the Cisco Unity Inbox by opening the message, clicking Delete, and clicking OK.)

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To Retrieve Deleted Messages

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Step 1 In the Cisco Unity Inbox, click the View Deleted Items icon. (The View Deleted Items icon is the trash can with the folder.)

Step 2 On the Deleted Items page, do any of the following tasks:

To listen to a voice message	Click the speaker icon next to the message to play it directly from the Cisco Unity Inbox. Or Open the message and play it by using the Media Master control bar.
To view a fax	Click the link for the attached fax to start the fax viewer program on your computer.
To reply to or forward a message	Open the message, and click the applicable icon.
To restore a message to the Inbox	Check the check box(es) to the left of the message(s) that you want to restore, and click the Restore icon.
To permanently delete a message	Check the check box(es) to the left of the message(s) that you want to delete, click the Delete icon, then click OK.

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