Top

Listen to Messages Using Outlook

Voice mail is routed to your Outlook Inbox folder. When you open a voice mail message in your Inbox, the ViewMail for Outlook window appears, as shown below.

From this window, you can listen to the voice mail, delete it, reply to it, or forward it, just as you would with any other e-mail.

Note: If you delete a voice mail message from your Inbox, then you will not be able to retrieve and listen to it using the phone.

Depending on the playback device that you select in Outlook, messages play either through your speakers or through the phone after you click on the Play button. (To change the playback device in Outlook, click on the Tools menu, select ViewMail Options, and enter ntvoice in the Server field on the Playback tab.)

Note: If you are using your phone as the playback device, then your phone will ring after you click on the Play button. To hear the message, pick up the receiver and say “hello."

Top

Listen to Messages Using Outlook Web Access

To listen to a voice mail message in Outlook Web Access (i.e., the Web-based e-mail system), you must first save the voice mail message to your desktop. Then, if you have Windows Media Player or another player installed on your computer, the message will play through your speakers when you open it.

To log on to Outlook Web Access and listen to a voice mail message:

1. Open your Web browser and go to http://email.monm.edu. The Monmouth College Web E-Mail page appears.
    
2. Click on the Log On to Web E-Mail link. The Enter Network Password window appears.
    
3. In the User Name field, enter your Monmouth College user name.
    
4. In the Password field, enter your password.
    
5. Click on the OK button. Your Inbox appears.
    
6. Open the message that has the voice mail attachment. The message window appears.
    
7. Right-click on the VoiceMessage attachment and select Save Target As. The Save As window appears.
    
8. Make sure the Save in field is set to Desktop.
    
9. Click on the Save button. The voice mail message icon appears on the desktop.
    
10. On the desktop, double-click on the VoiceMessage icon. Window Media Player (or other media player program) opens and plays the voice mail message.

Top

Select the Playback Device in Outlook

To select the playback device in Outlook:

1. Open Outlook.
    
2. Click on the Tools menu and select ViewMail Options.

The ViewMail Options window appears.

Note: If you don't see ViewMail Options on the Tools menu, then open a voice mail message, click on the Options Menu button, select Playback Devices, and select your speakers (e.g., Realtek AC97 Audio) or your phone.

3. On the General tab, under Phone Record and Playback, in the Extension field, enter your phone extension.
    
4. In the Server field, enter ntvoice.
    
5. Click on the Playback tab.
    
6. Click on the Device down arrow and select your speakers (e.g., Realtek AC97 Audio) or your phone. (If you do not have speakers then leave phone selected. In most cases you will want to choose the other option so messages will
   play through your speakers.)
    
7. Click on the OK button. The playback device is set.
   
   Note: If you selected speakers in step 6, but your Outloook seems to be "stuck" on the phone setting, then, in step 6, try switching to phone, clicking the Apply button, switching to speakers, clicking the Apply button, and then clicking the OK button.

Top

Send a Message

Note: Voice mail messages may be sent from on-campus or off-campus phones. When you send a voice mail message to someone, the message is sent directly to his or her voice mail (i.e., the phone does not ring).

To send a voice mail message:

1. Dial the Unity internal phone number 2222 (from a campus phone) or dial the Unity external phone number (309) 457-2222 (from an off-campus phone).
    
2. As soon as you hear the Monmouth College greeting ("Hello, you have reached Monmouth College..."), press the star ( * ) key and, when prompted, enter your voice mail ID and password. You are logged on to Unity.
   
   Note: At any time, you can press the star ( * ) key to back up/cancel or press the pound ( # ) key to skip ahead.
   
   
3. Press 2 to send a message.
   
   
4. Enter the voice mail recipient’s phone extension.
    
5. Press the pound key ( # ) to confirm the voice mail recipient.
    
6. If desired, press 1 to add another voice mail recipient or press the pound key ( # ) to record the message.
    
7. When you are finished recording the message, press the pound key ( # ).
    
8. Press the pound key ( # ) to send the message. The message is sent.
    
9. Exit Unity by pressing the star key ( * ) until you are backed out of the system and then hang up.

Top

Save a Message to Your Computer

To save a voice mail message:

1. Open the e-mail message that contains the voice mail.
    
2. Right-click on the voice mail attachment and select Save As, as shown circled below. The Save Attachment window appears.
   

3. Select the desired save to location.

4. Click on the Save button. The voice mail attachment is saved.
   
   Note: To rename the voice mail file, right-click on it and select Rename.

Top

New Message Indicator

If you have a standard office phone, then the dial tone will pulsate whenever you receive a new message. Newer phones have an indicator light that will blink or become lit to indicate that a new message has arrived.

Note: There may be times when the new message indicator becomes out of synch with the Unity system. Usually, this happens as the result of a network problem. If your new message indicator is not working properly, then please call the Information Systems Center at x2106 and ask to have it reset.

Top