Educating Information Workers About Exchange Server 2007

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ContentsEducating Information Workers About Exchange Server 2007 .................................................1

Contents ...................................................................................................................................3

Educating Information Workers About Exchange Server 2007 .................................................6

Exchange ActiveSync ............................................................................................................6

Outlook Web Access ........................................................................................................ .....6

Unified Messaging .................................................................................................................6

Outlook Anywhere ............................................................................................................... ..7

POP3 and IMAP4 ..................................................................................................................7

Client Features in Exchange 2007 ............................................................................................7

Overview ...............................................................................................................................7

Exchange ActiveSync ............................................................................................................8

Outlook Web Access ........................................................................................................ .....9

Outlook Anywhere ............................................................................................................... ..9

POP3/IMAP4 Access ...........................................................................................................10

Calendaring Functionality ....................................................................................................10

Out of Office ....................................................................................................................... .12

Autodiscover Service ...........................................................................................................12

Client Features in Exchange ActiveSync ................................................................................13New Features in Exchange ActiveSync ...............................................................................13

Client Features in Outlook Web Access ..................................................................................16

Client Features ....................................................................................................................16

Client Features in Unified Messaging .....................................................................................40

Outlook Voice Access ...................................................................................................... ....40

UM and Exchange ActiveSync Clients ............................................................................... .40

UM Integration with Outlook 2007 Clients ...........................................................................40

UM Integration with Outlook Web Access Clients ................................................................41

Educating Information Workers About Exchange ActiveSync .................................................42Understanding Exchange ActiveSync Functionality ................................................ ............42

Understanding Exchange ActiveSync Features ........................................................... .......43

Transitioning to Exchange ActiveSync 2007 ........................................................................45

Educating Information Workers About Outlook Web Access ............................................ ......45

Browser Requirements for Outlook Web Access .................................................................45

Effect of Virus Scanning on Outlook Web Access ...............................................................47



Outlook Features for Exchange Unified Messaging ................................................................48

Third-Party Unified Messaging Solutions ................................................................... .........48

Legacy Clients and Exchange .............................................................................................49

Outlook 2007 Features for Exchange Unified Messaging .................................................. .49

Outlook Features for Exchange Unified Messaging: Voice Mail Form ............................. .......51

Voice Mail Form ....................................................................................................... ...........51

Voice Mail Form Options .....................................................................................................52

Outlook Features for Exchange Unified Messaging: Play on Phone ..................................... .53

What is Play on Phone? ......................................................................................................53

Most Recently Used Telephone Number List......................................................................53

Play on Phone Buttons ........................................................................................................54

Subject, Sent, and Status Field ...........................................................................................54

Phone Number Validation ....................................................................................................54

Outlook Features for Exchange Unified Messaging Voice Mail Options .................................55

Telephone Access .............................................................................................................. .55

Voice Mail............................................................................................................................56

Voice Mail Shortcut Keys .....................................................................................................57

How to Reset the Voice Mail PIN ............................................................................................58

How to Configure the E-Mail Folder for Outlook Voice Access ...............................................60

How to Configure a Play on Phone Number ...........................................................................61

How to Choose a Voice Mail Greeting ................................................................................... .63

How to Record Voice Mail Greetings ......................................................................................64

How to Enable Missed Call Notifications ................................................................................66

How to Disable Missed Call Notifications ................................................................. ..............67

Outlook Voice Access User Scenarios ....................................................................................69

Reading and Reviewing E-Mail........................................................................................ ...70

Managing Calendar Items ...................................................................................................75

Managing Personal Options and Contacts ..........................................................................80

Outlook Voice Access Quick Reference Guide .......................................................................84

Outlook Voice Access Quick Reference Guide ................................................................. ...85

Outlook Voice Access Command Reference ..........................................................................86

Outlook Voice Access User Interfaces .................................................................................87

E-mail and Voice Mail Commands Reference .....................................................................87

Calendar Options Command Reference ....................................................................... ......90

Personal Contacts Options Commands Reference .............................................................92



Personal Options Commands Reference ............................................................................93



Educating Information Workers AboutExchange Server 2007

Microsoft Exchange Server 2007 provides several enhanced features for the information

worker. These features include Microsoft Exchange ActiveSync, Microsoft Office

Outlook Web Access, Outlook Anywhere, and Unified Messaging. By using these features,

information workers can access their messaging data from a wide variety of locations and on

a wide variety of devices.

Exchange ActiveSyncExchange ActiveSync is a Microsoft Exchange synchronization protocol that is optimized to

work together with high-latency and low-bandwidth networks, such as cellular networks. The

protocol, based on HTTP and XML, lets devices such as browser-enabled cellular telephones

or Microsoft Windows Mobile powered devices access an organization's information on a

server that is running Microsoft Exchange Server. Exchange ActiveSync enables mobile

device users to access their e-mail, calendar, contacts, and tasks and to continue to be able

to access this information while they work offline.

Outlook Web AccessOutlook Web Access enables access to your Exchange mailbox data from a Web browser.

There are two versions of Outlook Web Access: Outlook Web Access Premium and

Outlook Web Access Light. Outlook Web Access Light supports accessibility features for

users who are blind or have low vision, and it will run on most Web browsers. It provides a

simplified user interface and reduced feature set compared

with Outlook Web Access Premium. Outlook Web Access Premium requires Internet

Explorer 6 or a later version and provides features that are currently unavailable in the Light

version, such as Unified Messaging and Tasks.

Unified MessagingUnified Messaging combines voice messaging, fax, and e-mail messaging into one store that

can be accessed from a telephone and a computer. Exchange 2007 Unified Messaging

integrates Exchange Server with telephony networks and brings the Unified Messaging

features to the core of Exchange Server. Unified Messaging lets users access voice mail, e-

mail, fax messages, and calendar information that is located in their Exchange 2007 mailbox

from an e-mail client such as Outlook or Outlook Web Access, from a mobile device that has

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Exchange ActiveSync enabled, such as a Windows Mobile powered smartphone or a

personal digital assistant (PDA), or from a telephone.

Outlook AnywhereThe Outlook Anywhere feature for Exchange 2007 enables Office Outlook 2007 and

Outlook 2003 clients to connect to their Exchange servers over the Internet by using the RPC

over HTTP Windows networking component. This eliminates the need for users to create a

virtual private network (VPN) connection to your organization's network when they are using

Outlook 2003 or a later version.

POP3 and IMAP4

Exchange 2007 provides e-mail access for clients by using Post Office Protocol version 3

(POP3) or Internet Message Access Protocol version 4rev1 (IMAP4). POP3 provides access

to Inbox data. IMAP4 provides access to data in the Inbox in addition to other folders in your

Exchange mailbox.

For More Information

For more information about Exchange 2007 features for information workers, see the

following topics:

• Educating Information Workers About Outlook Web Access

• Client Features in Exchange 2007

Client Features in Exchange 2007

Microsoft Exchange Server 2007 contains several client-specific features that will improve the

messaging experience for users and make it easier for administrators to manage their

messaging environment. The following sections provide a brief introduction to many of these

features.

OverviewAll non-MAPI messaging clients that access a mailbox in Exchange 2007 connect to an

Exchange Server computer that has the Client Access server role installed. The Client Access

server role can be installed on a computer that is running any of the other Exchange server

roles except the Edge Transport server role. When clients access mailboxes on an Exchange

server that has the Mailbox server role installed by using Office Outlook Web Access, Outlook

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Anywhere, Exchange ActiveSync, POP3, or IMAP4 clients, they connect to a Client Access

server that communicates directly with the Mailbox server.

Note:

The Client Access server role and the Mailbox server role can be installed on the

same Exchange Server 2007 computer. In this case, the Client Access server role

handles the client request and communicates with the Mailbox server role processes

all on the same computer.

Exchange ActiveSyncExchange 2007 provides several new features in Exchange ActiveSync. Some of these

features are as follows:

• Support for HTML messages

• Support for follow-up flags

• Support for fast message retrieval

• Meeting attendee information

• Enhanced Exchange search

• Windows SharePoint Services and Windows file share document access

• Global address list search

• Password reset

• Expanded device password security policy settings

• Support for Out of Office configuration

• Self-service device management support through Outlook Web Access

• Integrated device management support in the Exchange Management Console

• Support for allowing device synchronization by device ID

• Support for tasks synchronization

• Direct Push

Note:

Many of these features are available only with the latest release of the

Windows Mobile client software.

Note:

When you use Exchange ActiveSync and a mobile device to access Unified

Messaging, you can download and listen to the attached .wma file for voice mail

messages.

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For more information about Exchange ActiveSync, see the following topics:

• Overview of Exchange ActiveSync

• Managing Exchange ActiveSync

• Client Features in Exchange ActiveSync

Outlook Web AccessOutlook Web Access has several new and enhanced features in Exchange Server 2007.

Some of those features include the following:

• New integrated search and advanced search capabilities.

• Improved message view. This includes grouping and sorting features, message flags,

and conversation view.

• Improved browsing and searching of Contacts and Address Book information.

• Enhanced calendar viewing. This includes meeting booking improvements and color

categories.

• Integrated reminders.

• Always up to date mail delivery.

• Advanced Out of Office scheduling and enhanced Out of Office management.

• Mobile device management.

• Improved experience for limited vision users.

Caution:

When you use Pocket Internet Explorer to access Outlook Web Access Light,

you may be able to listen to a voice mail message that is attached to an e-mail

message. However, this functionality is not supported because Pocket

Internet Explorer is not a supported platform for Outlook Web Access Light.

For more information about Outlook Web Access, see the following topics:

• Overview of Outlook Web Access

• Client Features in Outlook Web Access

Outlook AnywhereThe Outlook Anywhere feature for Exchange 2007, formerly known as RPC over HTTP,

provides access to your Exchange messaging environment for Microsoft Outlook 2003 or

Outlook 2007 clients that connect to Exchange over the Internet. If you have installed the

RPC over HTTP Proxy Windows networking component in Windows Server 2003 and

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enabled Outlook Anywhere on a computer that has the Client Access server role installed,

users can use Outlook 2003 or Outlook 2007 to connect to their Exchange 2003 or

Exchange 2007 mailbox by using Outlook Anywhere. By enabling Outlook Anywhere,

Internet-based users have a reliable and efficient way to connect to their Exchange mailbox

without having to create a virtual private network (VPN) connection to the corporate network.

For more information about Outlook Anywhere, see the following topics:

• Overview of Outlook Anywhere

• Managing Outlook Anywhere

POP3/IMAP4 AccessExchange 2007 enables you to use the Post Office Protocol version 3 (POP3) and Internet

Message Access Protocol version 4 rev 1 (IMAP4) to support clients that still rely on these

protocols. By default, both the POP3 service and the IMAP4 service are disabled for new

installations of Exchange. Additionally, both protocols have limited access to calendar

information for Exchange Server. The basic functionality of these two protocols is as follows:

• POP3 POP3 was designed to support offline mail processing. With POP3, e-mail

messages are removed from the server, unless specified differently on the client, and

stored on the local POP3 client. This puts the data management and security

responsibility in the hands of the user.

• IMAP4 IMAP4 offers offline and online access, but like POP3, IMAP4 does not offer

advanced collaboration features such as scheduling and group scheduling and task and

contact management.

For more information about POP3 and IMAP4, see Managing POP3 and IMAP4.

Calendaring FunctionalityExchange 2007 includes a suite of new components that are designed to give users an

enhanced calendar experience. The following components are included:

• Calendar Attendant

• Scheduling Attendant

• Resource Booking Attendant

• Availability Service

For more information about these calendar features, see Client Features in Outlook Web

Access.

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Calendar Attendant

The Calendar Attendant processes meeting requests for all mailboxes. In earlier versions of

Exchange, most of the meeting processing occurred on the client computer. The Calendar Attendant automatically puts new meetings on the calendar as tentative appointments,

updates existing meetings with new information, and deletes out-of-date meeting requests

without any client interaction.

Scheduling Assistant

The Scheduling Assistant simplifies booking meetings when clients are using

Outlook Web Access or Outlook 2007. It automatically recommends the best days and times

for meetings by providing a color-coded interface. It also lets users set their office hours.

For more information about scheduling, see Managing Resource Scheduling.

Resource Booking Attendant

Exchange 2007 identifies meeting resources as either a room or equipment and includes

special attributes for each of these types of resources. For example, a room resource

includes a capacity attribute. Custom attributes, such as audio-visual capabilities can also be

defined. The Resource Booking attendant provides the following features:

• Limits who can book resources

• Enforces maximum meeting duration

• Schedules meetings only during working hours

• Forwards out-of-policy requests to delegates for approval

• Provides conflict information for declined meetings

For more information about resource scheduling, see Managing Resource Scheduling.

Availability Service

The Availability service is used to make free/busy information available for Outlook 2007 and

Outlook Web Access clients. The Availability service provides free/busy information directly

from the mailbox for users on Exchange 2007 and can be configured to retrieve free/busy

information from public folders for users on earlier versions of Exchange Server. The

Scheduling Assistant uses the Availability service to perform the following tasks:

• Retrieve current free/busy information for Exchange 2007 mailboxes

• Retrieve current free/busy information from other Exchange 2007 organizations

• Retrieve published free/busy information from public folders for mailboxes on servers

that have versions of Exchange that are earlier than Exchange 2007

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• View attendee working hours

• Show meeting time suggestions

For more information about the Availability service, see Managing the Availability Service.

Out of OfficeExchange 2007 includes several new and enhanced Out of Office features. These features

include the following functionality:

• Users can schedule a future Out of Office time so that they do not have to remember

to set their status to Out of Office.

• Users can create two Out of Office messages, one for external users and one for

users within their own organization.

• Users can decide to send their external Out of Office message only to external

recipients who are in their Contacts list.

• The Out of Office message is sent in HTML instead of plain text.

Administrators can manage the external Out of Office feature at the mailbox level. They can

configure external Out of Office on a per-user and per-domain basis.

Autodiscover ServiceThe Autodiscover service is a new feature in Exchange 2007 that automatically provides

configuration information to Outlook In earlier versions of Microsoft Exchange, users were

required to configure several settings to configure their profile. These settings included server

name, mailbox name, and user account information. With the Autodiscover service in

Exchange 2007, users have to provide only their e-mail address and password. The

Autodiscover service returns an XML file that contains the user's configuration

information. The Outlook 2007 client uses this information to create the user's profile. In

addition to making it easier to create profiles, the Autodiscover service also repairs any

Exchange connection settings after a change has been made to the server settings or the

user's profile.

Table 1 lists the client applications and protocols that support the use of the Autodiscover

service.

Table 1 Client applications and protocols that support the Autodiscover service

Client Application Protocol

Microsoft Office Outlook 2007 MAPI and RPC over HTTP

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For more information about the Autodiscover service, see the following topics:

• Managing the Autodiscover Service

• Understanding Autodiscover

Client Features in Exchange ActiveSync

Exchange ActiveSync in Microsoft Exchange Server 2007 includes several new and

enhanced features that are designed to improve the user experience. When you combine the

new Microsoft Exchange features with the latest version of Microsoft Windows Mobile, you

can increase performance and usability and help make your mobile device more secure.

New Features in Exchange ActiveSyncThe following are some of the new and enhanced features in ActiveSync for Exchange 2007:

• Support for HTML messages

• Support for follow-up flags

• Support for fast message retrieval

• Meeting attendee information

• Enhanced Exchange search

• Windows SharePoint Services and Windows file share document access

• Password reset

• Enhanced device security by using password policies

• Support for Out of Office configuration

• Support for Tasks synchronization

• Direct Push

Note:

Many of these features require the latest version of Windows Mobile that is currently

in development.

HTML Message Support

In earlier versions of Exchange ActiveSync, HTML-formatted e-mail was rendered as plain

text on the mobile client. When a mobile device was used to reply to or forward e-mail, the

whole e-mail message was converted to plain text. Exchange 2007 lets users receive, read,

reply to, or forward e-mail and keep the HTML formatting intact.

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Follow-Up Flag Support

Exchange 2007 ActiveSync lets you flag an e-mail message for follow up directly on your

mobile device, exactly as if you handled the message in Microsoft Outlook. You can alsomark a flagged message as completed. If you are using Microsoft Office Outlook 2007, any

items flagged on your mobile device will also appear in the Outlook 2007 To-Do bar.

Fast Message Retrieval

To minimize bandwidth and save space on your mobile device, Exchange ActiveSync

downloads only a part of large messages. If you want to retrieve a whole message, you do

not have to wait for the next complete synchronization. You can download the rest of the

message immediately.

Calendaring Improvements

Exchange 2007 ActiveSync synchronizes information about attendee availability to your

mobile device. When you view a meeting on your mobile device, you can view the attendee

status for all Microsoft Exchange users. You can also view global address list information

about any attendee that you select.

Enhanced Exchange Search

By default, only three days' worth of e-mail is synchronized to your mobile device.

Exchange ActiveSync lets you search for older e-mail messages that are no longer stored on

your device. You can enter a search term and select a date range, search all items in a

specific folder, or search all folders. When a matching item is found, that item is downloaded

to your device.

Windows SharePoint Services and Windows File ShareAccess

You can access documents remotely from your mobile device by using Exchange 2007 and

the latest Windows Mobile client. If you receive an e-mail message that contains a link to a

supported document type, such as Microsoft Word or Microsoft Excel, on a

Windows SharePoint Services or Windows file share path, you can follow the link and accessthe document.

Password Reset

You can configure Exchange Server 2007 to require that a device password be entered on

mobile devices after a period of inactivity. If you forget your device password, you can unlock

your device by using a device recovery password.

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Enhanced Device Security by Using Password Policies

You can enhance the security of a Windows Mobile device by configuring additional password

requirement settings, such as password history tracking, password expiration, and byprohibiting the use of passwords that are too simple. These settings let you prevent users

from creating simple passwords, such as 1234, and from keeping those simple passwords for

an indefinite length of time.

Over the Air Provisioning and Autodiscover

Configuring a mobile device for synchronization can be a tedious process for users.

Exchange 2007 ActiveSync simplifies provisioning of your mobile device through use of the

Autodiscover service. After the Autodiscover service has been configured, you can easily

configure your device for synchronization. The device will request the URL to the

Exchange ActiveSync virtual directory and your user name and password.Exchange ActiveSync will do the rest. You do not have to connect your device to your

Microsoft Windows computer to configure synchronization with Microsoft Exchange.

Note:

The ability to use the Autodiscover service depends on the mobile device operating

system that you are using. Not all mobile device operating systems that support

synchronization with Exchange Server 2007 also support the Autodiscover service.

For more information, contact the manufacturer of your device.

Out of Office SupportYou can now configure and set your Out of Office status directly from your mobile device.

Exchange ActiveSync retrieves your current Out of Office settings from the

Microsoft Exchange server and lets you change your Out of Office status and your Out of

Office auto-reply message.

Tasks Synchronization

In addition to supporting the synchronization of e-mail, contacts, and calendar items,

Exchange ActiveSync supports synchronization of Tasks items.

Direct Push

The Direct Push feature, originally introduced in Microsoft Exchange Server 2003 Service

Pack 2, provides timely message delivery to mobile devices. Direct Push uses the following

steps:

1. The mobile device issues a long-standing HTTPS request to the server. This request

is known as a PING.

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2. The server waits for a specified length of time to elapse or for a new item to arrive. If

there are no new or changed items in the specified folders during the lifetime of the PING

request, the server sends an empty response to the device. If new or changed items

exist, the server sends a response to the device that includes the folders that contain the

new or changed items.

3. If the mobile device receives an empty response, it issues a new PING request. If the

response is not empty, the mobile device issues a synchronization request. After the

mobile device synchronizes with the server, the mobile device sends a new PING

request.


For more information about Exchange ActiveSync, see the following topics:

• How to Enable Exchange ActiveSync

• How to Disable Exchange ActiveSync

• How to Enable a User for Exchange ActiveSync

• How to Disable Exchange ActiveSync for a User

Client Features in Outlook Web Access

This section describes the new and enhanced client features in Outlook Web Access

in Microsoft Exchange Server 2007. These new features are available only when you use

an Exchange 2007 server that has the Client Access server role installed to open a mailbox

that is on an Exchange 2007 server that has the Mailbox server role installed. There are two

versions of Outlook Web Access: Outlook Web Access Light and Outlook Web Access

Premium. Outlook Web Access Light supports accessibility features for users who are blind

or have low vision, and it will run on most Web browsers. It provides a simplified user

interface and reduced feature set compared with Outlook Web Access Premium.

Outlook Web Access Premium requires Microsoft Internet Explorer 6 or later versions and

provides features that are currently not available in the Light version, such as Unified

Messaging and the ability to check spelling.

For more information about how to use the features in Outlook Web Access Premium andLight, see the Outlook Web Access Help.

Client FeaturesTable 2 lists some of client features and functionality of Outlook Web Access in

Exchange 2007.

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Table 2 Client features and functionality in Outlook Web Access

Feature and functionality Description User experience

Logon Screen User logon screen for

Outlook Web Access.

The logon screen has been

redesigned to more clearly

present the logon options to

users.

Users continue to be able to

specify Private or Public when

they log on.

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Navigation Navigation in

Outlook Web Accessresembles navigation in

Microsoft Office Outlook 2007

.

Navigation in

Outlook Web Access hasbeen improved in several

ways. These improvements

include the following:

• More flexible view of

messages. The user can

select how the list of

messages is displayed,

where the reading pane

appears, and can choose

from multiple groupingand sorting options that

are available through a

drop-down menu.

• Easier navigation

through the list of

messages by using

controls at the bottom of

the page.

• Improved

notifications. Notifications

and reminders appear

within the

Outlook Web Access

window and can be

accessed by using drop-

down menus in the

toolbar until they are

cleared.

• Enhanced search

capability that lets users

quickly perform searcheson mail and task folders.

Users also have an option

to refine their search

through an extended

search menu.

• Customizable

navigation pane. The user

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Drag-and-Drop Move items by dragging them

to a new location.

Outlook Web Access now

supports using a drag-and-drop operation to move

folders and items within

folders from one location to

another.

Right-Click Right-click items to see

actions that are available.

In many areas,

Outlook Web Access

supports right-clicking to open

a menu of the actions that are

performed most frequently.

Arrange By Choose how messages arearranged.

The Arrange By selection isavailable in message folders,

such as the Inbox. By clicking

Arrange By, the user can

arrange messages by date,

from, and other options.

Conversation is a new option

that arranges messages in a

threaded view by subject.

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Calendar The Calendar has been

improved to make it easier for users to find information and

manage their schedules.

The Calendar includes the

following improvements:

• Faster access to

meeting details through

the optional reading pane

in the Day and Week

views.

• Faster navigation

through the calendar by

using the date picker in

the navigation pane.

• Multiple view options

enable users to view their

calendar by using week,

work week, or single day

views.

• The ability to modify

calendar items by

dragging them to a new

time.

Flagging Messages Flagged messages

automatically appear in

Tasks.

When a user adds a follow-up

flag to a message, it

automatically appears in

Tasks.

Junk E-Mail Manage junk e-mail from

Outlook Web Access.

Users can review the

contents of the Junk E-Mail

folder in

Outlook Web Access, and

move any messages that

have been incorrectly

designated as junk to the

Inbox by selecting them andclicking the Not Junk button

on the toolbar.

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Explicit Logon Explicit logon opens another

mailbox in a new window.

Explicit logon enables a user

to select and open anymailbox to which they have

been granted full access.

Each mailbox that is opened

is displayed in a new Web

browser window.

For more information about

explicit logons, see How to

Enable Explicit Logons in

Outlook Web Access.

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Scheduling Assistant The Scheduling Assistant

makes it easier to find timesand resources for meetings.

When scheduling a meeting,

users can switch from theAppointment tab to the

Scheduling Assistant tab to

add attendees, search for a

conference room, and find a

meeting time. The Scheduling

Assistant offers the following

enhancements:

• Improved

management and

scheduling of meetingattendees and meeting

locations. The user can

enter the names of

meeting attendees or

meeting rooms directly in

the Scheduling Assistant

or perform an advanced

search by using the

Address Book.

• An easier way to

search for meeting times

when all attendees and

resources are available.

The Suggested Times

section of the Scheduling

Assistant uses free/busy

information to choose

optimal times for

attendees and resources.

Promising times are

color-coded and labeled

as Great, Good, or Poor .

The availability of each

attendee and resource is

organized by Required,

Optional, and Resource.

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Windows SharePoint Service

s and Windows File SharesIntegration

Exchange 2007 Outlook Web

Access includes a newfeature that supports read-

only access to documents

and document libraries on


s and Windows file shares.

The

Windows SharePoint Services and Windows File Shares

Integration feature makes

information about


s and Windows file shares

available to users even when

they are not connected to an

internal network.

• Users can access

documents and documentlibraries on

Windows SharePoint Ser

vices and

Windows network file

shares without connecting

to a virtual private

network (VPN).

• Outlook Web Access

lets users retrieve

documents on internal


vices sites or

Windows file shares from

a link embedded in an e-

mail message.

• Users can browse the

contents and hierarchies

on Windows network file

shares and


vices document librariesthrough

Outlook Web Access.

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Search The Search function in

Outlook Web Access hasbeen re-designed to provide

more accurate and faster

results and to reduce manual

work and time that is spent

finding items in a mailbox.

The Search feature contains

the following improvements:

• Quick access to basic

search of any folder

through the search

window at the top of each

folder list.

• One-click access lets

users extend the search

to other folders by using

the drop-down list next to

the search field.

• Advanced search by

using the expansion icon

next to the search

window. Advanced search

lets users specify what

part of messages,

contacts, or tasks to look

in. It also lets them

search based on From or

To values and to search

by category.

Type-down Search Type-down search enables

users to find items quickly in

message, Contacts, and

Tasks folders.

To use type-down search, in a

message folder, use Arrange

By to select From, To, or

Subject, and then start to

type. For example, to search

for any message whose

subject begins with "agenda",

select Subject from Arrange

By, and then type "agenda".

Type-down search also works

in Contacts and Tasks folders

and the Address Book, and

always searches based on

the current Arranged By

setting.

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Reminders and Notifications Exchange 2007 Outlook Web

Access includes severalchanges to the Reminders

and Notifications features.

The

Outlook Web Access Reminders and Notifications features

include the following

improvements:

• Reminders and

notifications are

presented as an overlay

on the current Web

browser window.

• Users can click

Reminders to view a listof current reminders.

Reminders is located in

the upper-right corner

next to the Help icon.

• Notifications that new

mail has arrived are less

distracting than in earlier

versions of

Outlook Web Access. A

notification appears as a

brief overlay to the main

window. A user can

access the newest

message by clicking the

notification.

• Notifications tell the

user whether the new

message is an e-mail

message, a voice mail

message, or a fax

message.

26




Regional Settings Users can select the

language, date, and timesettings they want

Outlook Web Access to use.

The Regional Settings feature

contains the followingimprovements:

• The language setting

is now independent of the

browser language. Users

can select the language

that they want to use in

Outlook Web Access from

a list of languages under

the Regional Settings

section in Options.• Outlook Web Access

automatically sets the

date style, time style, and

current time zone based

on the language setting.

27






Spelling Outlook Web Access

Premium lets users check thespelling of message before

they are sent.

The spelling checker feature

in Outlook Web Access offersall the options available in the

spelling checker feature in

Outlook 2007. These options

include the following:

• Ignore words in

UPPERCASE

• Ignore words with

numbers

• Always check spelling

before sending

Users can also select which

language to use when they

check spelling.

29




Calendar Options Users can select calendar

and reminder options inOutlook Web Access.

The Calendar Options feature

lets users control thefollowing settings:

• Users can turn on

week numbers, select the

first day of their week,

and set time increments

for the calendar display.

• Users can select the

days to show for their

work week, and set the

start times and the endtimes of their work days.

• Users can set

reminder notifications on

their calendar and task

items. They can also

select to receive an audio

notification when a

reminder is due and the

default reminder time that

they prefer.

• Users can control

how meeting requests are

handled.

• New meeting

requests can be

tentatively added to

the calendar.

• Requests and

responses that are

out of date can bemoved to the Deleted

Items folder.

• Meeting forward

notifications can be

automatically moved

to the Deleted Items

folder.

30




Out of Office Assistant Users can auto-reply to

senders when they are out of the office or send messages

to senders for a specific

period of time.

The Out of Office Assistant

feature contains the followingimprovements:

• Users can schedule

their Out of Office

messages in advance.

• Users can customize

separate Out of Office

messages for their

internal and external e-

mail senders.

• When users send Out

of Office messages to

external senders, they

can select to send the

messages to external

senders who are included

in their Contacts list or to

anyone outside their

organization.

31




Junk E-Mail options Users can now manage their

junk e-mail settings frominside Outlook Web Access.

The Junk E-Mail feature gives

users lots of control over potential junk-e-mail. They

can:

• Turn junk e-mail

filtering on or off.

• Create lists of Safe

Senders, Blocked

Senders, and Safe

Recipients.

• Enter e-mail domains

or complete SMTP

addresses.

• Always trust e-mail

from their contacts.

Note:

The option to always

trust contacts does

not work if the user

has more than 1024

contacts.

• Block any e-mail that

does not come from

somebody in their

organization or does not

match their Safe Senders

or Safe Recipients lists.

32




Search Folders Search folders are virtual

folders that provide a view of e-mail items that match a set

of criteria. For example, the

default Search folder Unread

contains a view of all unread

messages.

The Search Folders icon is

always visible inOutlook Web Access, even if

you have disabled the

feature.

Custom Search folders that a

user has created in

Microsoft Office Outlook will

not be visible unless they

have been initialized on the

server that is hosting the

user's mailbox. Search foldersthat are created in

Outlook when users are

working in Online mode are

automatically initialized on the

server. Custom Search

folders that are created when

users are using Outlook in

Cached Exchange or Offline

mode are not automatically

initialized on the server and

will not be visible inOutlook Web Access. To

initialize these folders on the

server, switch Outlook to

Online mode and open each

Search folder. You can then

switch back to Cached

Exchange mode.

Change Password Users can change their

Active Directory account

password in

Outlook Web Access.

By using Change Password

in Options, users can change

their Active Directory

password. If the user account

is in a different forest from the

Exchange server, the

password expiration warnings

will not work.

33






Voice Mail Voice mail options are a new

feature inOutlook Web Access for

Exchange 2007.

By using the voice mail

options, users can:

• Play or record a

greeting through a

telephone.

• Set the play or record

number that the

Exchange server will use

to play messages to them

or to record messages.

• Turn on missed call

notifications.

• Reset their voice mail

PIN.

• Select which folder to

read when they access

data from a telephone.

Users can play voice

messages in

Outlook Web Access by

clicking the Play button on avoice message.

35




Resource Mailbox Resource mailboxes can be

configured and managed byusing Outlook Web Access.

When a resource mailbox is

opened by usingOutlook Web Access,

Resource Settings is added

to the Options menu. The

owner of a resource mailbox

can set the following

properties through

Outlook Web Access:

• Resource scheduling

options

• Resource schedulingpermissions

• Resource privacy

options

• Response messages

Deleted Items Users can decide how

Outlook Web Access handles

deleted items.

In Outlook Web Access for

Exchange 2007, users can

set Outlook Web Access to

automatically empty their

Deleted Items folder when

they log off. This option is set

in Messaging

in Outlook Web Access light.

36




Mobile Devices Users can manage their

mobile devices inOutlook Web Access.

Users can perform the

following mobile device tasksin

Exchange 2007 Outlook Web

Access:

• Remove devices that

are no longer being used.

• Initiate a remote

device wipe to help

protect their e-mail

information on a lost

telephone or mobiledevice.

• View the status of

devices that have a

partnership with their

Exchange 2007 mailbox.

The user receives a warning

message when they click an

embedded link

Users may be prevented from

opening potentially unsafe

links.

If a user clicks an embedded

link that uses a protocol that

is not recognized by

Outlook Web Access, the link

will be blocked and the user will see the warning "Outlook

Web Access has disabled this

link for your protection". This

protects users from potentially

harmful content.

37




The user receives a warning

that a request will not beprocessed

Some user requests will be

blocked byOutlook Web Access. This

feature is available only in

Outlook Web Access Light.

Every form request that is

sent to the Client Accessserver that is hosting

Outlook Web Access, such as

a request for a new e-mail

message, includes a unique

identifier. If

Outlook Web Access receives

a request that does not

include the correct identifier, it

will reject the request. This

prevents unauthorized

processes from using

Outlook Web Access as a

transport mechanism.

There are some differences between the features that are available in Outlook Web Access

Light and Outlook Web Access Premium. Table 3 lists these differences.

Table 3 Comparison of Outlook Web Access Light and Outlook Web Access Premium

Feature Light Premium

Spelling Checker Not available Available

Reading Pane Not available Available

Accessibility for Blind and

Low Vision Users

Available Not available

Notifications and Reminders Not available Available

Weekly Calendar Views Not available Available


s and Windows file share

Integration

Not available Available

Compose Messages by

Using HTML

Only plain text is available in

Outlook Web Access Light

Available

38



Feature Light Premium

Calendar Options Limited to the following

features:

• Show week numbers

• Set the first day of

the week

• Select days of the

week

• Set day start and end

times

Available

Arrange By Limited to a subset of

choices, depending on the

folder type

Available

Right-Click Menu Not available Available

Drag-and-Drop Not available Available

Explicit Logon Not available Available

Type-down Search Not available Available

Resource Mailbox

Management

Not available Available

Appearance (Color Scheme) Not available Available

Voice Mail Options Not available Available


For more information about how to manage Outlook Web Access features, see How to

Manage Segmentation in Outlook Web Access.

For more information about how to manage Outlook Web Access, see Managing Outlook

Web Access.

For information about how to access public folders from Outlook Web Access, see How to

Allow Users to Access Public Folders from Outlook Web Access.

39


















Client Features in Unified Messaging

This section describes the new Unified Messaging (UM) client features that give UM-enabledusers access to their e-mail and UM messages in their Microsoft Exchange Server 2007

mailbox. The new Unified Messaging client capabilities enable you to provide users simplified

voice mail, e-mail, and fax message access options and an improved overall user experience.

Outlook Voice AccessOutlook Voice Access is a term that describes how subscribers retrieve e-mail messages

from their individual mailbox by using an analog, digital, or cellular telephone and then by

using touchtone or voice commands. When a UM-enabled user accesses their

Exchange 2007 mailbox by using a telephone, they are presented with a series of voice

prompts. These voice prompts help the user move through the Unified Messaging system

and enable the user to access their Exchange 2007 Inbox. Outlook Voice Access lets users

retrieve, listen, reply, create, and forward voice or e-mail messages and listen to or change

calendar information.

Note:

For a copy of the Microsoft Exchange Server 2007 Unified Messaging Outlook Voice

Access Quick Reference Guide, visit the Microsoft Download Center .

UM and Exchange ActiveSync ClientsThe Exchange ActiveSync protocol is used to connect mobile clients, such as those found on

smartphones or personal digital assistants (PDAs), to an Exchange 2007 server and mailbox.

There are many mobile devices that a user can use to access their Exchange 2007 mailbox

and view e-mail and fax messages, view and change calendar information, and listen to their

voice messages. Many wireless and mobile devices being used today can enable the user to

be always connected to their Exchange 2007 mailbox.

UM Integration with Outlook 2007 ClientsMicrosoft Office Outlook 2007 is the next generation e-mail client. By using Outlook 2007, a

user can access their individual Exchange 2007 mailbox and view e-mail and fax messages

in their Inbox, view and change calendar information, and listen to voice messages by using a

Microsoft Windows Media Player that is embedded inside the e-mail messages on their

portable device or computer. By using the Outlook 2007 client, the user gains additional

features, such as the Play on Phone functionality. For more information about the Outlook

features for Exchange Unified Messaging, see Outlook Features for Exchange Unified

Messaging.

40





Note:

When you install Outlook 2007 on a client computer, the Outlook 2007 Unified

Messaging voice mail features are included. The Unified Messaging features for configuring voice mail are available only with Outlook 2007 and are not available with

earlier versions of Outlook.

UM Integration with Outlook Web AccessClients

Outlook Web Access has been greatly enhanced to give users a set of Unified Messaging

interfaces and tools that are comparable to a full-featured e-mail client like Outlook 2007. As

in earlier versions of Outlook Web Access, the user can access their Exchange 2007 mailbox

by using a compliant Web browser. However, similar to the Outlook 2007 e-mail client, thenew Outlook Web Access offers the user a Windows Media Player that is embedded in the e-

mail message that can be used to listen to voice messages and enables them to access other

features such as Play on Phone.

Note:

When you use Exchange ActiveSync on a mobile device, you can listen to the

attached .wma file that contains the voice mail message. The advanced Unified

Messaging features that are found in the Outlook Web Access Premium client, such

as the voice mail configuration options, are not available in Outlook Web Access

Light.

Caution:

When you use Outlook Web Access Light and Pocket Internet Explorer on a mobile

device, you may be able to listen to the .wma attachment in a voice message.

However, this is not a supported configuration.


• For more information about Unified Messaging, see Unified Messaging.

• For more information about ActiveSync, see Overview of Exchange ActiveSync.

• For more information about Outlook Web Access, see Overview of Outlook Web

Access.

41















Educating Information Workers About

Exchange ActiveSyncExchange ActiveSync in Microsoft Exchange Server 2007 is designed to give information

workers access to much of their mailbox data on a mobile device. After you have deployed

Exchange 2007, your users automatically have access to Exchange ActiveSync. This section

contains information about Exchange ActiveSync that you can give to your information

workers.

Understanding Exchange ActiveSyncFunctionality

Exchange ActiveSync uses Direct Push to synchronize e-mail messages, calendar, contact,

and task data with the mobile device. Exchange ActiveSync and Direct Push work by

establishing two-way communication between the mobile device and the Exchange server, as

shown in Figure 1. The device initiates a longstanding HTTPS request to the server. The

server monitors the mailbox for the duration of the request. If new items arrive in the mailbox

or synchronized folders within the duration of the request, the server notifies the device and

requests that the device initiate synchronization. If there are no changes to the monitored

folders within the duration of the HTTPS request, the request expires and a new request is

generated by the device. This process keeps the device synchronized with the

Microsoft Exchange mailbox.

42



Figure 1 Exchange ActiveSync Direct Push synchronization

When you use Exchange ActiveSync with Exchange 2007, you can use Direct Push

functionality if you are using a device that is running Windows Mobile 5.0 with the Messaging

& Security Feature Pack (MSFP) or a later version of Windows Mobile software. In addition,

several third-party devices also support Direct Push. For more information about Direct Push,

see the following topics:

• Understanding Direct Push

• Exchange ActiveSync Devices and Compatible Features

Understanding Exchange ActiveSync FeaturesWhen you synchronize your mobile device with Exchange 2007, you will be able to do the

following:• Synchronize e-mail messages, calendar items, contacts, and tasks between your

Exchange 2007 mailbox and your mobile device.

Note:

You cannot use Exchange ActiveSync to synchronize Microsoft Office Outlook

notes from the Exchange server to a mobile device. E-mail messages, contacts,

tasks, and calendar items are all synchronized.

43







• Manage and configure Microsoft Exchange settings such as Out of Office

functionality. You can change your Out of Office status and configure an Out of Office

auto-reply.

• Read e-mail messages sent with restricted permissions by using rights management.

• Search for names in the global address list (GAL).

• View e-mail messages with full HTML formatting, including images.

• Perform a remote device wipe on a lost or stolen device from Outlook Web Access.

• Recover a forgotten device password.

Note:

An Exchange ActiveSync mailbox policy must be running on the device to be

able to recover a device password. If you are not sure if you have an

Exchange ActiveSync mailbox policy, contact the system administrator for your

organization.

• Download and listen to voice mail messages by using Exchange 2007 Unified

Messaging.

Caution:

When you use Pocket Internet Explorer to access Outlook Web Access Light,

you may be able to listen to a voice message that is attached to an e-mail

message. However, this is not a supported configuration, because Pocket

Internet Explorer is not a supported platform for Outlook Web Access Light.

Note:

Many of the features listed earlier require the latest version of Windows Mobile

software, which is currently in development.

For more information about these features, see the following topics:

• Overview of Exchange ActiveSync

• How to Recover a Device Password

• How to Perform a Remote Wipe on a Device

Troubleshooting Exchange ActiveSync

When problems occur while you are using Exchange ActiveSync, Exchange 2007 makes it

easy for you to use Outlook Web Access to retrieve logs from a mobile device. These logs

can be e-mailed to Exchange administrators so that they can help solve synchronization

issues.

44









Transitioning to Exchange ActiveSync 2007Exchange Server 2007 offers significant improvements in Exchange ActiveSync for

information workers. However, there are several features that are no longer available in

Exchange 2007. Those features include Outlook Mobile Access and the ability to read

S/MIME encrypted e-mail messages.

Outlook Mobile Access

With Microsoft Exchange 2000 Server and Exchange Server 2003, you could use a WAP-

enabled cellular telephone to access your messages through Outlook Mobile Access. Outlook

Mobile Access provided a view of messages that resembled Outlook Web Access over a

WAP connection. This feature enabled you to access your messaging data without a mobile

device that was enabled for Exchange ActiveSync. Outlook Mobile Access has been removed

in Exchange 2007. You should use Exchange ActiveSync with your Windows Mobile or third-

party device to synchronize your messaging data.

Accessing S/MIME Encrypted E-Mail Messages

With Exchange 2003, you could read S/MIME encrypted e-mail messages on your mobile

device. Exchange 2007 does not support reading S/MIME encrypted e-mail messages on a

mobile device. To read an e-mail message that is encrypted by using S/MIME, you must read

the message by using Outlook.

Educating Information Workers AboutOutlook Web Access

Outlook Web Access provides access to a user's mailbox from any browser that supports

HTML 3.2 and European Computer Manufacturers Association (ECMA) formats. It is an ideal

client for users who do not have access to Microsoft Office Outlook Web Access, such as

users who are traveling or who rely on shared workstations for access to e-mail and calendar

information.

This section covers basic questions that you might have about Outlook Web Access, and

includes links to additional information.

Browser Requirements for Outlook Web AccessOutlook Web Access in Microsoft Exchange Server 2007 can be run in two

formats: Outlook Web Access Premium and Outlook Web Access Light. Outlook Web Access

Premium requires Internet Explorer 6 or later versions and has a rich feature

45







• Mozilla Firefox http://www.mozilla.com/firefox

• Netscape Navigator http://browser.netscape.com

• Apple Safari http://www.apple.com/macosx/features/safari/

Note:

Third-party Web site information is provided to help you find the technical

information that you need. The URLs are subject to change without notice.

For more information about antivirus protection for Exchange 2007, see:

• Planning Antivirus Deployment

• Planning for Anti-Spam and Antivirus Features

• Managing Anti-Spam and Antivirus Features

For more information about how to access public folders from Outlook Web Access, see How

to Allow Users to Access Public Folders from Outlook Web Access.

For more information about Outlook Web Access client features, see Client Features in

Outlook Web Access.

Outlook Features for Exchange UnifiedMessaging

When you enable a user for Microsoft Exchange Server 2007 Unified Messaging (UM), the

user can receive e-mail, voice, and fax messages into their individual Exchange 2007 Inbox.

This section discusses the Microsoft Office Outlook 2007 features for Exchange Unified

Messaging that let a UM-enabled user who is using Outlook 2007:

• Play a voice message from Microsoft Windows Media® Player, which is integrated

into an Outlook mail form, or from a message list.

• Play a voice message on a telephone.

• Configure individual voice mail settings.

Note:

Unified Messaging is only available for Exchange recipients who have mailboxes

located on a server that is running Exchange 2007.

Third-Party Unified Messaging SolutionsIn the past, with many third-party unified messaging solutions, voice mail was received and

then stored in a single location. It was retrieved by a user who was using a telephone, or

48

http://www.mozilla.com/firefox

http://browser.netscape.com/

http://www.apple.com/macosx/features/safari/






http://www.mozilla.com/firefox

http://browser.netscape.com/

http://www.apple.com/macosx/features/safari/








routed to the user's Inbox to be played from an Outlook or Outlook Web Access client

computer. Even if the unified messaging system was using a legacy version of Microsoft

Exchange to store the voice mail data, the voice mail system and the client computer were

not closely integrated and therefore did not provide a seamless voice mail experience for the

user.

In voice mail environments such as these, when a user received a voice message, it arrived

as an e-mail message with the voice mail message contained inside an attachment. The user

had to open an instance of Windows Media Player or another media player installed on the

client computer to play and listen to their voice mail messages. Because the Outlook or

Outlook Web Access client computer and the third-party unified messaging system were not

integrated, in addition to having to open an individual instance of a media player application,

the user could not configure their individual voice mail settings from their e-mail client

software. They had to change individual voice mail settings through a different software

application or by using their telephone.

Legacy Clients and ExchangeWhen UM-enabled users use Outlook 2007 or the version of Outlook Web Access that is

included with Exchange 2007, they are given more voice mail options than Microsoft

Exchange recipients who are using legacy versions of Outlook, Outlook Web Access, or

Exchange Server. Outlook or Outlook Web Access users, or users who connect to a legacy

version of Exchange Server, still receive their voice mail as a standard e-mail sound file

attachment (*.wav or *.wma) and no voice mail configuration options are available to them.

Note:

When you use Exchange ActiveSync on a mobile device, you can listen to the

attached *.wma file that contains the voice mail message. The advanced Unified

Messaging features that are found in the Outlook Web Access Premium client, such

as the voice mail configuration options, are not available in Outlook Web Access

Light.

Caution:

When you use Outlook Web Access Light and Pocket Internet Explorer on a mobile

device, you may be able to listen to the .wma attachment in a voice message.

However, this is not a supported configuration.

Outlook 2007 Features for Exchange UnifiedMessaging

To offer a seamless voice mail experience for the user, Outlook 2007 and the version of

Outlook Web Access included with Exchange 2007 offer Exchange 2007 UM-enabled users a

full set of voice mail features. These features include many voice mail configuration options,

49



and the ability to play a voice message from either the reading pane using an integrated

Windows Media Player or from the message list.

Note:

Users must use a version of Windows Media Player no earlier than Windows Media

Player version 7.0 to be able use the integrated media player and controls.

The Outlook 2007 features for Exchange Unified Messaging are included with the installation

of Outlook 2007.After the Outlook 2007 software is installed and the user is UM-enabled, a

voice mail tab with voice mail configuration settings will be made available to the user from

the Options menu.

Note:

The Outlook features for Exchange Unified Messaging are available only with

Outlook 2007 and are not available with earlier versions of Outlook.

By using the Voice Mail tab, the user can configure settings such as telephone access

numbers and the voice mail "Play on Phone" number, and can reset a voice mail access PIN.

Note:

The Outlook 2007 Voice Mail tab will only be available if the user is enabled for

Unified Messaging.

With Outlook features for Exchange Unified Messaging, UM-enabled users can:

• Listen to voice messages without changing their context to another application.

• Configure individual voice mail settings.

• View all their voice mail in one location.

• Distinguish voice and fax messages from e-mail messages within their individual

Inboxes using new icons. This includes unique notifications for new e-mail, voice, and fax

messages.

• Determine whether a voice message has already been played.

• Add annotations to a voice mail message in a text box.

• Reply to a voice message with e-mail when the sender’s contact information is

known.

• Add received phone numbers to Contacts using the shortcut menu.

Note:

The Outlook features for Exchange Unified Messaging are installed on a per-

computer basis instead of a per-user basis.

The topics in the following list introduce and more fully discuss the Unified Messaging

features that are found in Outlook 2007 and in Exchange 2007 Outlook Web Access:

50



• Outlook Features for Exchange Unified Messaging: Voice Mail Form

• Outlook Features for Exchange Unified Messaging: Play on Phone

• Outlook Features for Exchange Unified Messaging Voice Mail Options

Note:

Microsoft Exchange Server 2007 client support includes Office Outlook 2007,

Microsoft Outlook 2003 and Microsoft Outlook 2002. Although Outlook 2000 and

earlier clients are compatible, they are not supported on

Microsoft Exchange Server 2007. For more information about Outlook and

Exchange compatibility, see Outlook and Exchange Server Compatibility.


• For more information about Exchange 2007 Unified Messaging, see Unified

Messaging.

• For more information about how to enable users for Unified Messaging, see How to

Enable a User for Unified Messaging.

• For more information about Outlook Web Access in Exchange 2007, see Managing

Outlook Web Access.

Outlook Features for Exchange Unified

Messaging: Voice Mail Form

This section discusses the Outlook features for Exchange Unified Messaging available with

Microsoft Office Outlook 2007. By using the Outlook features for Exchange Unified

Messaging, a UM-enabled user who is using Outlook 2007 can play a voice mail message

from Microsoft Windows Media® Player using a new Outlook voice mail form.

Note:

After a voice message is received and opened, a voice mail form will be used. Other

message types with voice attachments, for example, calendar replies, are treated as

standard items and use default Outlook forms.

Voice Mail FormThe Outlook 2007 voice mail form resembles the default e-mail form, but gives users an

interface for performing actions such as playing, stopping, or pausing voice messages,

playing voice messages on a telephone, and adding and editing notes.

51

http://go.microsoft.com/fwlink/?LinkID=79266


















The voice mail form includes the embedded Windows Media Player and a notes field. The

embedded Player and notes field are displayed in either the preview pane when you are

previewing a voice message or in a separate window when the voice message is opened by

the user. If a user is not enabled for Microsoft Exchange Server 2007 Unified Messaging or

Outlook 2007 has not been installed on the client computer, they receive voice messages

only as attachments, and the voice mail form is not available.

Note:

To use the inline Windows Media Player in the voice mail form, users must use a

version of Windows Media Player no earlier than Windows Media Player version 7.0.

If the appropriate version of Windows Media Player is not installed, the inline player

will not be rendered in the form, but other UM features will be available on the client

computer.

Voice Mail Form OptionsThe following three options are available in the voice mail form options:

• Play Users can play and listen to voice messages using computer speakers or

headphones. After Play is clicked, the Windows Media Player will go into play mode.

• Play On Phone Users send a request to the UM server to play the selected voice

message on the user’s phone or at another telephone number that is specified by the

user. After Play on Phone is clicked, the Play on Phone dialog box appears so that the

user can configure and control the Play on Phone operation.

• Edit Notes The user opens the voice message and can add or edit notes or

comments in the Notes field.


• For more information about the Outlook features for Exchange Unified Messaging,

see Outlook Features for Exchange Unified Messaging.

• For more information about the Unified Messaging Voice Mail tab options, see

Outlook Features for Exchange Unified Messaging Voice Mail Options.

• For more information about the Play on Phone feature, see Outlook Features for

Exchange Unified Messaging: Play on Phone.

52




Messaging: Play on PhoneAfter a voice mail message arrives, users can choose either to listen to the voice mail

message through their computer speakers or headphones or to use the Play on Phone

feature. The Play on Phone feature is included with the Outlook features for Exchange

Unified Messaging (UM) in Microsoft Office Outlook 2007. This section discusses how a UM-

enabled user can use the Play on Phone feature that is provided by Microsoft Exchange

Server 2007.

What is Play on Phone?

The Play on Phone feature lets UM-enabled users play voice messages over a telephone. If a

UM-enabled user sits in an office cubicle, is using a public computer or a computer that is not

enabled for multimedia, or is listening to a voice message that is confidential, the user might

not want to or be able to listen to a voice message through their computer speakers.

Alternatively, they can play back the voice mail message using any telephone, including

home, office, or cellular telephones.

The Play on Phone feature is available in Outlook 2007 and also in Exchange 2007 Outlook

Web Access.

When the user clicks the Play on Phone toolbar option in the Outlook 2007 voice mail form,

the Play on Phone dialog box appears. The Play on Phone dialog box provides the controls

for selecting or inputting the telephone number to use to play a voice message, starting and

ending the call, and a status message for monitoring the call.

Note:

Only one voice message can be played at the same time. If the user tries to start a

second Play on Phone call while a previous call is still in progress, an error message

will appear.

Most Recently Used Telephone Number ListUsers can see a list of telephone numbers they used most recently in the Play on Phone box.

The telephone number that is specified on the Voice Mail tab is always displayed as the top

entry and is automatically selected for the user as the primary number. Users can use the

drop-down menu to select other telephone numbers to dial instead of the telephone number

that is configured as the primary number. This feature is unavailable in Exchange 2007

Outlook Web Access.

53



Note:

To enable users who are using the Play on Phone feature to dial an external

telephone number without using an outside line access code, for example 425-555-1234 instead of 9-425-555-1234, configure in-country/region dialing rules on a UM

dial plan that include the following line: group1, 9xxxxxxxxxx, 91xxxxxxxxxx. After you

have configured the in-country/region dialing rules, add this list to the UM mailbox

policy.

Play on Phone ButtonsThe Play on Phone dialog box gives users the option to Dial and Hang-up. When the Play

on Phone dialog box is first opened, the Dial button is enabled and the Hang-up button is

disabled. After a call is placed, the Dial button becomes disabled until the call has ended. The

call can be ended either by clicking the Hang-up button or by physically hanging up the

telephone. Closing the Play on Phone dialog box using the Close button ends the call if one

is in progress.

Subject, Sent, and Status FieldThe bottom section of the Play on Phone dialog box displays the subject of the voice

message, the date and time sent, and a message that displays the current state of the call.

Any errors specific to the Play on Phone operation are displayed to the user in this section of

the Play on Phone dialog box.

Phone Number ValidationPlay on Phone only performs simple validation on your input into the Play on Phone dialog

box. Play on Phone does not validate telephone numbers. If a telephone number is not valid,

the Microsoft Exchange Unified Messaging service returns a meaningful error code to the

user.


• For more information about the Outlook features for Exchange Unified Messaging,

see Outlook Features for Exchange Unified Messaging.

• For more information about the Unified Messaging voice mail form, see Outlook

Features for Exchange Unified Messaging: Voice Mail Form.

• For more information about how to configure Unified Messaging voice mail options,

see Outlook Features for Exchange Unified Messaging Voice Mail Options.

54




Messaging Voice Mail OptionsA user who is enabled for Microsoft Exchange Server 2007 Unified Messaging (UM) can

configure several voice mail options in the Outlook features for Exchange Unified Messaging

that are available with Microsoft Office Outlook 2007. This section discusses

the Outlook 2007 Unified Messaging (UM) features that let a UM-enabled user who is using

Outlook 2007 select and configure available voice mail options.

Note:

The voice mail configuration options on the Voice Mail tab in Outlook 2007 appear

dimmed if a Unified Messaging server cannot be located on the network. These voice

mail options are also unavailable if the user's mailbox is located on a server that isrunning an earlier version of Microsoft Exchange.

Note:

When you log on to a computer that is joined to a domain and you access the Voice

Mail tab in Outlook 2007, you may be prompted to enter your credentials. This occurs

because the default security settings in Internet Explorer are configured to allow an

automatic logon only for Web sites that are listed in the Local intranet zone. To

correct this issue, add the fully qualified domain name (FQDN) of the Client Access

server to the Local intranet zone or configure the user authentication to use an

automatic logon by using the current user credentials in Internet Explorer.

Telephone AccessBy using the options in the Telephone Access section on the Voice Mail tab, users can set

telephone access numbers, reset their voice mail PIN, and select the e-mail folder that they

will access when they use Outlook Voice Access.

Telephone Access Numbers

The Telephone Access Numbers box specifies the telephone number or telephone numbers

that users can dial to access their messages, calendar, and contacts by using Outlook Voice

Access. The numbers that are in this box are known as subscriber access numbers, pilot ID

numbers, pilot IDs, or pilot numbers, and are configured on a UM dial plan. The telephone

access numbers that are listed in this box are configured in the Telephone access numbers

section on the Subscriber Access tab of a UM dial plan. These telephone numbers apply to

all users who are members of the UM dial plan. For more information about how to configure

a UM dial plan, see How to Modify a Unified Messaging Dial Plan.

55






Reset Voice Mail PIN

The Reset PIN button lets users reset their voice mail PIN. The PIN is used to access their

mailbox and calendar information. For more information about how to reset a voice mail PIN,see How to Reset the Voice Mail PIN.

Selecting an E-Mail Folder

The Choose the folder to read when accessing e-mail messages from a phone option

lets users specify which e-mail folder to read e-mail, voice mail, or other messages from

when they use Outlook Voice Access. The Change Folder button lets users select which

mailbox folder will be read. By default, the Inbox is selected as the folder to use when users

access messages from a telephone by using Outlook Voice Access. For more information

about how to configure the e-mail folder for Outlook Voice Access, see How to Configure the

E-Mail Folder for Outlook Voice Access.

Voice MailUsers can configure several voice mail options in the Voice Mail section of the Voice Mail

tab. These options include the Play on Phone telephone number and voice mail greetings.

Play on Phone Number

The telephone number in the Play on Phone number box determines the telephone number

that the Unified Messaging system calls when the user is using the Play on Phone feature. Bydefault, the telephone number is set to the user's extension number, but can be changed by

the user. For more information about how to configure a Play on Phone number, see How to

Configure a Play on Phone Number .

Voice Mail Greetings

Users can use the Choose the greeting played to callers when leaving a message option

on the Voice Mail tab to select the type of greeting that callers will hear when they reach the

user's voice mail.

• Voice-mail greeting is the default selection and is the regular voice mail greeting. It

is the greeting that is used when the user is in the office but away from their desk for a

short time.

• The Out of Office voice mail greeting is generally used when a user is not in the

office or is away for an extended time.

For more information about how to record a voice mail greeting, see How to Record Voice

Mail Greetings.

56



For more information about how to choose a voice mail greeting, see How to Choose a Voice

Mail Greeting.

Play or Record a Greeting on Your Telephone

Clicking the Call button calls the Play on Phone number and plays the greeting to the user on

their telephone. Users can also use this option to play or record a new greeting from a

telephone.

Missed Call Notifications

Users can specify whether they want to receive missed call notification messages from the

Exchange 2007 Unified Messaging server by using the Send an e-mail to my Inbox when I

miss a phone call check box. When this box is selected, the user receives notifications when

callers try to contact them but do not leave voice messages. By default, the Send an e-mail

to my Inbox when I miss a phone call box is selected.

For more information about how to enable missed call notifications, see How to Enable

Missed Call Notifications.

For more information about how to disable missed call notifications, see How to Disable

Missed Call Notifications.

Note:

For many of the voice mail options that are included in Outlook 2007 and

Exchange 2007 Outlook Web Access to function correctly, the Client Access server

role must be installed on a computer that is running Exchange Server 2007 and

Autodiscover must be configured correctly.

Voice Mail Shortcut KeysThere are keyboard shortcuts to help users configure or select voice mail options. Table 6

lists the keyboard shortcuts that are available for voice mail options.

Table 6 Keyboard shortcuts for voice mail options

To do this Press

Reset the telephone access PIN ALT+R

Select the e-mail folder to read when you use

Outlook Voice Access

ALT+F

Enter the Play on Phone number ALT+P

57



To do this Press

Select the voice mail greeting ALT+V

Select the Out of Office greeting ALT+O

Dial the number to play or record a greeting

on the telephone

ALT+D

Enable or disable Missed Call Notifications ALT+S


• For more information about the Unified Messaging voice mail form, see Outlook

Features for Exchange Unified Messaging: Voice Mail Form.• For more information about the Unified Messaging Play on Phone feature, see

Outlook Features for Exchange Unified Messaging: Play on Phone.

• For more information about Outlook features for Exchange Unified Messaging, see

Outlook Features for Exchange Unified Messaging.

How to Reset the Voice Mail PIN

This section explains how to use the Voice Mail tab configuration options in Microsoft Office

Outlook 2007 to reset the PIN that is used to access your mailbox using Outlook Voice

Access. After you have connected to your Microsoft Exchange Server 2007 mailbox using

Outlook 2007 and the administrator has enabled your user account for Unified Messaging,

you can configure multiple voice mail options. These options include resetting an Outlook

Voice Access PIN and recording voice mail greetings and missed call notifications.

When a user clicks the Reset PIN button to reset their Outlook Voice Access PIN, a Unified

Messaging server generates a temporary PIN and sends it to the user's mailbox in an e-mail

message. After the user receives the temporary PIN, they can use it to log on to their mailbox,

and then change the temporary PIN to a PIN of their choice to be used with Outlook Voice

Access.

Note:

The voice mail options found in Outlook 2007 are also available in Exchange 2007

Outlook Web Access.

58



Before You Begin

To perform the following procedures on a client computer that has Outlook 2007 installed, the

user must be logged on to their Exchange 2007 mailbox with their domain account.

Also, before you perform these procedures, confirm the following:

• The Unified Messaging server role is installed on a server that is running

Microsoft Exchange 2007.

• The Exchange 2007 recipient is currently enabled for Unified Messaging.

• A UM dial plan has been created.

• A UM mailbox policy has been created.

Note:

For many of the voice mail options that are included in Outlook 2007 andExchange 2007 Outlook Web Access to function correctly, the Client Access

server role must be installed on a computer that is running Exchange 2007 and


To use the Outlook 2007 voice mail options to reset your Outlook Voice Access PIN

1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

3. In the Telephone Access section, in the Reset the PIN used to access your

mailbox from a phone. You will receive your temporary PIN in an e-mailmessage option, click Reset PIN.

4. In the Microsoft Office Outlook window, click OK. A temporary PIN will be

generated and sent to the user's Inbox.

5. Click OK to close the Options window.

Note:

The temporary PIN will comply with the PIN policies that are defined on the UM

mailbox policy that is associated with the user's mailbox. For example, if the PIN

policy is configured to set the minimum number of digits in PINs to 6, a PIN will be

generated with 6 digits. For more information about PIN policies, see How to Set PIN

Policies for UM Users.


• For more information about how to configure other UM voice mail options, see


59







• For more information about how to manage the Outlook features in Exchange 2007

Unified Messaging, see Outlook Features for Exchange Unified Messaging.

How to Configure the E-Mail Folder for Outlook Voice Access

This section explains how to use the Voice Mail tab configuration options in

Microsoft Office Outlook 2007 to turn a voice mail greeting on or off. After you have

connected to your Microsoft Exchange Server 2007 mailbox using Outlook 2007 and the

administrator has enabled your user account for Unified Messaging, you can configure

multiple voice mail options. These options include resetting a voice mail PIN, recording voice

mail greetings, and specifying the e-mail folder to read when a user connects to their mailboxusing Outlook Voice Access from a telephone. The e-mail folder that is configured in the voice

mail options is the folder in the user's mailbox that will be accessed when the user is using

Outlook Voice Access.

Note:

The voice mail options found in Outlook 2007 are also available in

Exchange 2007 Outlook Web Access.

Before You Begin

To perform the following procedures on a client computer that has Outlook 2007 installed, theuser must be logged on to their Exchange 2007 mailbox with their domain account.







Note:For many of the voice mail options that are included in Outlook 2007 and

Exchange 2007 Outlook Web Access to function correctly, the Client Access



60



To use the Outlook 2007 voice mail options to configure the e-mail folder that willbe used with Outlook Voice Access



3. In the Telephone Access section, in the Choose the folder to read when

accessing e-mail messages from a phone option, click the Change Folder button.

4. In the Select Folder window, locate the folder in the user's mailbox, and then

click OK.

5. Click OK to save your changes.




• For more information about how to manage the Outlook features for Exchange 2007


How to Configure a Play on Phone Number


Outlook 2007 to turn a voice mail greeting on or off. After you have connected to your Microsoft Exchange Server 2007 mailbox using Outlook 2007 and the administrator has

enabled your user account for Unified Messaging, you can configure multiple voice mail

options. These options include resetting an Outlook Voice Access PIN and recording voice

mail greetings and missed call notifications.

Users can use the Play on Phone number to record personalized voice mail greetings and to

play their voice mail messages over a telephone. The telephone number that is specified here

will be used when you receive a voice message in your Inbox and you click the Play on

Phone option to hear this voice mail message, or when you want to create and edit

personalized voice mail greetings. For more information about how to record personalized

voice mail greetings, see How to Record Voice Mail Greetings.

Note:


Outlook Web Access.

61



Before You Begin









Note:

For many of the voice mail options that are included in Outlook 2007 andExchange 2007 Outlook Web Access to function correctly, the Client Access


Autodiscover must be configured correctly. For more information about the

Autodiscover service, see Managing the Autodiscover Service.

To use the Outlook 2007 voice mail options to configure a Play on Phone number



3. In the Voice Mail section, in the Play on Phone number option, enter thetelephone number that you want to call to play your voice messages over a telephone

or to record your personalized voice mail greetings.


Note:

To enable users who are using the Play on Phone feature to dial an external

telephone number without an outside line access code, for example 425-555-1234

instead of 9-425-555-1234, configure in-country/region dialing rules on a UM dial plan

that include the following line: group1, 9xxxxxxxxxx, 91xxxxxxxxxx. After you have

configured the in-country/region dialing rules, add this list of dialing rules to the UM

mailbox policy. For more information about how to create and configure UM dialplans, see Managing Unified Messaging Dial Plans. For more information about how

to create and modify UM mailbox policies, see Managing Unified Messaging Mailbox

Policies.

62



















How to Choose a Voice Mail Greeting


Outlook 2007 to choose a voice mail greeting. After you have connected to your Microsoft

Exchange Server 2007 mailbox using Outlook 2007 and the administrator has enabled your

user account for Unified Messaging, you can configure multiple voice mail options. Theseoptions include resetting an Outlook Voice Access PIN and voice mail greetings and missed

call notifications.

A voice mail greeting is a greeting that callers hear before they leave a voice mail message.

When the Voice mail greeting option is selected, a voice mail greeting is played to callers. If

the Out of Office voice mail greeting is selected when you are out of the office, callers will

hear an Out of Office greeting. By default, a standard, non-personalized voice mail greeting is

played to callers. However, users can record their personal voice mail greetings by using the

voice mail options that are available in Outlook 2007.

Note:


Outlook Web Access.

Before You Begin









63



Note:


Exchange 2007 Outlook Web Access to function correctly, the Client Accessserver role must be installed on a computer that is running Exchange 2007 and


To use the Outlook 2007 voice mail options to choose the voice mail greeting to beheard by callers



3. In the Voice Mail section, in the Choose the greeting played to callers option,

select the Voice mail greeting option to play your voice mail greeting or select the

Out of Office voice mail greeting option to play your Out of Office greeting.

Note:

By default, if you select the Voice mail greeting option, callers will hear only

a standard voice mail greeting. If you want to record a personalized voice

mail greeting, select Voice mail greeting, click the Call button, and then

follow the directions of the Unified Messaging operator. Also, if you choose

the Out of Office voice mail greeting option and want a personalized Out of

Office voice mail greeting, click the Call button, and then record your Out of

Office voice mail greeting.




Outlook Features for Exchange Unified Messaging Voice Mail Options



How to Record Voice Mail GreetingsThis section explains how to use the Voice Mail tab configuration options in Microsoft Office

Outlook 2007 to record a voice mail greeting. After you have connected to your Microsoft


user account for Unified Messaging, you can configure multiple voice mail options. These

options include resetting a voice mail PIN and recording voice mail greetings and missed call

notifications.

64



Voice mail greetings are the greetings that callers hear before they leave a voice mail

message. If the recipient of the voice mail message is in the office, the voice mail greeting is

played to callers. If the recipient has set their status to Out of Office, the Out of Office

greeting is played to callers. By default, standard voice mail greetings are played to callers.

However, you can record both personalized voice mail and Out of Office greetings.

Note:


Outlook Web Access.

Before You Begin







• A Play on Phone number is configured.



Note:For many of the voice mail options that are included in Outlook 2007 and



Autodiscover must be configured correctly. For more information about the

Autodiscover service, see Managing the Autodiscover Service.

To use the Outlook 2007 voice mail options to record a voice mail greeting



3. In the Voice Mail section, in the Choose the greeting played to callers option,

choose the appropriate voice mail greeting. If you want to personalize the voice mail

greeting to use when you are in the office, select the Voice mail greeting option. If

you want to personalize your Out of Office greeting, select Out of Office voice mail

greeting.

4. Click the Call button. A phone call will be placed to the telephone number that is

specified in the Play on Phone number text box.

65






5. After you receive the call on the telephone that you called, follow the directions

that are provided by the Exchange 2007 Unified Messaging operator to record your

personalized voice mail greeting.






How to Enable Missed Call NotificationsThis section explains how to use the Voice Mail tab configuration options in Microsoft Office

Outlook 2007 to enable missed call notifications. After you have connected to your Microsoft



options include resetting an Outlook Voice Access PIN and voice mail greetings and missed

call notifications. Although missed call notifications are enabled by default, users can later

specify that they want to receive missed call notification messages in their Inbox if missed call

notifications had been previously disabled.

Note:The voice mail options found in Outlook 2007 are also available in Exchange 2007

Outlook Web Access.

Before You Begin







• Missed call notifications are disabled for the user.



66



Note:


Exchange 2007 Outlook Web Access to function correctly, the Client Accessserver role must be installed on a computer that is running Exchange 2007 and


To use the Outlook 2007 voice mail options to enable missed call notifications



3. Select the Send an e-mail message to my Inbox when I miss a phone call

check box.

4. Click OK to accept your changes.You can use the Exchange Management Shell to configure missed call notifications for a

user. However, you cannot configure missed call notifications by using the Exchange

Management Console. For information about syntax and parameters, see Set-UMMailbox. To

perform this procedure, the account you use must be delegated the Exchange Recipient

Administrator role

Alternatively, you can use the Exchange Management Console or the Exchange

Management Shell to configure a UM mailbox policy to turn on or off missed call notifications

for a group of users by correctly configuring a UM mailbox policy and then associating the

users with the UM mailbox policy. For more information about how to manage UM mailbox

policies, see Managing Unified Messaging Mailbox Policies. To perform this procedure, the

account you use must be delegated the Exchange Organization Administrator role.

For more information about permissions, delegating roles, and the rights that are required to

administer Exchange Server 2007, see Permission Considerations.




• For more information about how to install the Unified Messaging server role, see How

to Perform a Custom Installation Using Exchange Server 2007 Setup.

How to Disable Missed Call Notifications


Outlook 2007 to disable missed call notifications. After you have connected to your Microsoft


67
















options include resetting an Outlook Voice Access PIN and voice mail greetings and missed

call notifications.

Users can specify that they do not want to receive missed call notification messages in their

Inbox by clearing the Send an e-mail message to my Inbox when I miss a phone call

check box.

Note:


Outlook Web Access.

Before You Begin

To perform the following procedures on a client computer that has Outlook 2007 installed, theuser must be logged on to their Exchange 2007 mailbox with their domain account.





• Missed call notifications are enabled for the user.



Note:





To use the Outlook 2007 voice mail options to disable missed call notifications



3. Clear the Send an e-mail message to my Inbox when I miss a phone call

check box.

4. Click OK to accept your changes.

You can use the Exchange Management Shell to configure missed call notifications for a

user. However, you cannot configure missed call notifications by using the Exchange

Management Console. For information about syntax and parameters, see Set-UMMailbox. To

68







Note:

Automatic Speech Recognition (ASR) enables callers to use voice inputs to

move through the menus in Unified Messaging. Currently, ASR is available onlyin English. However, ASR support for other languages is planned for a future

release. If a user has configured a language other than English by using

Microsoft Office Outlook Web Access, they will be able to interact with the system

only by using touchtone inputs.

Reading and Reviewing E-MailUsers can listen to, reply to, create, and forward unread e-mail messages by using the

telephone. For example, if a user is expecting an important e-mail message, and does not

have access to the Internet, they can use a mobile phone to dial the subscriber access

number or the number that is used for Outlook Voice Access. After the user enters their

extension number, enters their PIN, and then says, "E-mail", the Unified Messaging server

will access the user's mailbox and read their unread e-mail. While the Unified Messaging

server reads an e-mail message, the user can say one of the following:

• "Reply", to reply to the sender.

• "Reply all", to reply to all recipients on the e-mail message.

• "Forward", to forward the e-mail message to another user.

• "Flag", to flag the message for follow up.

• "Hide", to hide the conversation.

Listen to E-Mail Messages

To listen to e-mail messages by using the voice user interface (VUI), the user must dial the

UM subscriber access number, enter their extension number and PIN, and then do the

following, as shown in Figure 1:

1. Say "E-mail" to access e-mail.

2. The Unified Messaging server will read the name, subject, time, and priority of the

first unread e-mail message.

3. The user can then say one of the following options:

• "Next message", to mark the message as Read and go to the next e-mail

message.

• "Mark Unread", to keep the message marked as Unread and go to the next

message.

• "End", to jump to the end of the message.

70



• "Delete", to delete the message.

Figure 2 Listening to e-mail messages by using the VUI

To listen to e-mail messages by using the touchtone interface, the user must dial the UM

subscriber access number, enter their extension number and PIN, and then do the following,

as shown in Figure 3:

1. Press 2 to access e-mail.

2. The Unified Messaging server will read the name, subject, time, and priority of the

first unread e-mail message.

3. The user can then press one of the following options:

• The pound (#) key, to mark the message as Read and go to the next e-mail

message.

• 9, to keep the message marked as Unread and go to the next message.

• 33, to jump to the end of the message.

• 7, to delete the message.

Figure 3 Listening to e-mail messages by using the touchtone interface

Reply to E-Mail Messages

To listen to e-mail messages and then reply by using the VUI, the user must dial the UM




2. Say "Next message" repeatedly until they reach the e-mail message to which they

want to reply.

3. Listen to the message or say "End" to go to the end of the message.

4. Say one of the following:

• "Reply", to reply to the sender.

71





Figure 6 Reading the next unread e-mail message by using the VUI

To listen to an e-mail message and then go to the next Unread message by using the

touchtone interface, users must dial the UM subscriber access number, enter their extension

number and PIN, and then do the following, as shown in Figure 7:


2. Press ## to listen to the next unread message. Press 9 to mark the message asUnread.

Figure 7 Reading the next unread e-mail message by using the touchtone interface

Flag an E-Mail Message for Follow Up

To listen to e-mail messages and flag messages for follow up by using the VUI, users mustdial the UM subscriber access number, enter their extension number and PIN, and then do

the following, as shown in Figure 8:


2. Say "Next message" repeatedly until they reach the e-mail message that they want to

flag for follow up. Say "Mark Unread" to mark the message as Unread.


4. Say "Flag" or "Flag for follow up" to flag the message for follow up.

Figure 8 Flagging an e-mail message for follow up by using the VUI

73



To listen to e-mail messages and flag messages for follow up by using the touchtone

interface, users must dial the UM subscriber access number, enter their extension number

and PIN, and then do the following, as shown in Figure 9:


2. Press # repeatedly until they reach the e-mail message that they want to flag for

follow up. Press 9 to mark the message as Unread.

3. Listen to the message or press 33 to go to the end of the message.

4. Press 0 (zero) twice to access more options.

5. Press 44 to flag the message for follow up.

Figure 9 Flagging an e-mail message for follow up by using the touchtone interface

Hide a Conversation

To listen to e-mail messages and hide a conversation so that UM will not continue to read

other e-mail messages that are in the same e-mail conversation by using the VUI, users must

dial the UM subscriber access number, enter their extension number and PIN, and then do

the following, as shown in Figure 10:

1. Say "E-mail" to open e-mail.

2. Say "Next message" repeatedly until they reach the e-mail message that they want.

Say "Mark Unread" to mark the message as Unread.


4. Say "Hide" or "Hide conversation" to hide the conversation. The next e-mail message

will be read.

Figure 10 Hiding a conversation by using the VUI

To listen to e-mail messages and hide a conversation so that UM will not continue to read

other e-mail messages that are in the same e-mail conversation by using the touchtone

interface, users must dial the UM subscriber access number, enter their extension number

and PIN, and then do the following, as shown in Figure 11:

74




2. Press # until they reach the e-mail message that they want to hide. Press 9 to mark

the message as Unread.

3. Listen to the message or press 33 to go to the end of the message.

4. Press 99 to hide the conversation. The next e-mail message will be read.

Figure 11 Hiding a conversation by using the touchtone interface

Note:

When a conversation is hidden, it is hidden only for the current session. If a user logs

off and then logs on to their mailbox again, Unified Messaging will read e-mail

messages that are in the same conversation.

Managing Calendar ItemsUsers can listen to, reply to, create, and forward items in their calendar over the telephone.

For example, a user has a meeting at 10:00 A.M. However, because of some unexpected

delays, the user will be 15 minutes late. The user can inform the other meeting attendees that

they will be late by calling the telephone number for Outlook Voice Access, logging on to their Exchange 2007 mailbox, and then accessing the list of meetings for that day in their calendar.

After Unified Messaging reads the meeting request for the 10:00 A.M. meeting, the user can

use the "I'll be late" feature to inform all the meeting attendees that they will be 15 minutes

late. Each attendee will receive an e-mail message that informs them that the user will be 15

minutes late. The user also has the option to attach a voice mail message.

In another example, a user may have an important client who decides to schedule an all-day

meeting on very short notice. The user must cancel all their other meetings for that day in the

simplest possible way. By using the "Clear my calendar" feature, users can quickly and easily

clear their calendar for the whole day.

Send an I'll Be Late Message

To send an "I'll be late" message to meeting participants by using the VUI, the user must dial

the Unified Messaging subscriber access number, enter their extension number and PIN, and

then do the following, as shown in Figure 12:

1. Say "Calendar for today".

2. Listen to the meeting request.

75



3. After the meeting request has been read, say "I'll be late".

4. When Unified Messaging asks "How late?", say "10 minutes".

5. When Unified Messaging asks "Do you want to record a message?", say "Yes".

Record the message, and then say "Send it".

Figure 12 Sending an "I'll be late" message by using the VUI

To send an "I'll be late" message to meeting participants by using the touchtone interface, the

user must dial the Unified Messaging subscriber access number, enter their extensionnumber and PIN, and then do the following, as shown in Figure 13:

1. Press 3 to access their calendar.

2. Listen to the meeting requests to locate the meeting for which to send an "I’ll be late"

message.

3. After the meeting request has been read, press 3.

4. When Unified Messaging asks "How late?", enter 10 on the telephone key pad.

Figure 13 Sending an "I'll be late" message by using the touchtone interface

Cancel a Meeting

To cancel a meeting, the user must be the meeting organizer. To cancel the meeting by using

the VUI, the meeting organizer must dial the UM subscriber access number, enter the

extension number and PIN, and then do the following, as shown in Figure 14:

1. Say "Calendar for today" to access their calendar.

2. Listen to the meeting request.

3. After the meeting request has been read, say "Cancel meeting".

4. Confirm the meeting cancellation by saying "Yes".

76





4. After UM asks whether they want to attach a recorded voice message, they say

"Yes", record the message, and then say "Send it". If they do not want to send an

attached recorded voice message, they say "No".

Figure 16 Clearing a calendar by using the VUI

To clear their calendar by using the touchtone interface, the user must dial the UM subscriber

access number, enter their extension number and PIN, and then do the following, as shown in

Figure 17:


2. Press 00 to go to the More Options menu.

3. Press 77 to clear their calendar.

4. Enter the number of hours to clear from the calendar.

5. If the user chooses to send a voice message, they can do one of the following:

• Press # to not send a voice message

• Record the voice message when prompted, press # to stop recording the

message, and then press 1 to accept the recorded message.

Figure 17 Clearing a calendar by using the touchtone interface

Accept a Meeting Request

To accept a meeting request by using the VUI, the user must dial the UM subscriber access

number, enter their extension number and PIN, and then do the following, as shown inFigure 18:

1. Say "E-mail" to access their e-mail.

2. Listen to the e-mail message that contains a meeting request.

3. Say "Accept" to accept the meeting request.

78



Figure 18 Accepting a meeting request by using the VUI

To accept a meeting request by using the touchtone interface, the user must dial the UM



1. Press 2 to access their e-mail.

2. Listen to the e-mail message that contains a meeting request.

3. Press 4 to accept the meeting request.

Figure 19 Accepting a meeting request by using the touchtone interface

Reply to a Meeting Request

To reply to a meeting request by using the VUI, the user must dial the UM subscriber access

number, enter their extension number and PIN, and then do the following, as shown in

Figure 20:

1. Say "Calendar for today".

2. Listen to the meeting requests to locate the meeting request to reply to.

3. Say "More options" to open the More Options menu.

4. Say "Reply" to reply to the meeting organizer.

5. Record a message.

6. Say "Send it".

Figure 20 Replying to a meeting request by using the VUI

79



1. To reply to a meeting request using the by touchtone interface, the user must dial the




3. Listen to the meeting requests to locate the meeting request to reply to.

4. Press 00 for more options.

5. Press 8 to reply to the meeting organizer.

6. Record a message, and then press #.

7. Press 1 to accept the recording and send the message.

Figure 21 Replying to a meeting request by using the touchtone interface

Managing Personal Options and ContactsUsers can manage their personal options and contacts by using Outlook Voice Access. They

can:

• Call a personal Contact

• Locate and call a user in the directory

• Configure personal options, such as changing their PIN over the telephone.

When a user first sets up their mailbox, they must create personal and Out of Office greetings

that callers will hear when the user is unable to answer their telephone. If, for example, a user

realizes that they have forgotten to turn on an Out of Office voice greeting that will give callers

an alternative number to call if they have an immediate issue, the user can use Outlook Voice

Access to access their personal options and record and turn on an Out of Office greeting from

any telephone.

If a user has to contact an account manager with important information about a client, the

user can call the number that is used for Outlook Voice Access, use the directory search

feature to locate the account manager, and then place the call.

Note:

When users access the Personal Options menu, they must use the touchtone

interface.

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Send a Voice Message to a User

Users can locate and send a voice message to another UM-enabled user. To send a voice

message to another user by using the VUI, the user must dial the UM subscriber accessnumber, enter their extension number and PIN, and then do the following, as shown in

Figure 24:

1. Say "Directory".

2. Say the name of the person to locate.

3. Select the correct person from the list.

4. Say "Send a message", and then record the voice message.

5. Say "Send it" to send the message.

Figure 24 Sending a voice message to another user by using the VUI

1. Users can locate and send a voice message to another UM-enabled user. To send a

voice message to another user by using the touchtone interface, the user must dial the



2. Press 4 to search for a contact.

3. Press 00 to locate the person in the directory.

4. Spell the name of the person to locate by using the telephone keypad.


6. Press 3 to send a voice message to the person.

7. Record the voice message, and then press # to stop recording.

8. Press 1 to accept the voice message and send it.

Figure 25 Sending a voice message to another user by using the touchtone interface

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Locate and Call a User in the Directory

To locate and call a user in the directory by using the VUI, the user must dial the UM

subscriber access number, enter their extension number and PIN, and then do the following,as shown in Figure 26:

1. Say "Directory".

2. Say the name of the person to locate.


4. Say "Call the office".

Figure 26 Locating and calling a user in the directory by using the VUI

To locate and call a user in the directory by using the touchtone interface, the user must dial

the UM subscriber access number, enter their extension number and PIN, and then do the


1. Press 4 to access personal Contacts.

2. Press 00 to locate a person in the directory.

3. Spell the name of the person to locate by using the telephone keypad.


Figure 27 Locating and calling a user in the directory by using the touchtone interface

Change a PIN

To change their PIN by using the VUI, the user must dial the UM subscriber access number,

enter their extension number and PIN, and then do the following, as shown in Figure 28.

1. Say "Personal Options".

2. Press 3 to change the PIN.

3. Enter the new PIN, and then press #.

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4. Press # to confirm the new PIN.

Figure 28 Changing a PIN by using the VUI

1. To change their PIN by using the VUI, the user must dial the UM subscriber access

number, enter their extension number and PIN, and then do the following, as shown in

Figure 29.

2. Press 6 to change Personal options.

3. Press 3 to change the PIN.

4. Enter the new PIN, and then press #.

5. Press # to confirm the new PIN.

Figure 29 Changing a PIN by using the touchtone interface

For More InformationFor more information about Outlook Voice Access, the voice user interface and the touchtone

interface, see the following topics:

• Client Features in Unified Messaging

• Understanding Unified Messaging Subscriber Access

• Understanding the DTMF Interface

• Understanding Automatic Speech Recognition Directory Lookups

Outlook Voice Access Quick ReferenceGuide

Outlook Voice Access lets Unified Messaging-enabled users access their

Microsoft Exchange Server 2007 mailbox by using analog, digital, or cellular telephones. By

using the menu system found in Outlook Voice Access, UM-enabled users can read e-mail,

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Figure 31 Outlook Voice Access voice commands

You can download a printable version of the Outlook Voice Access Quick Reference Guide for

Microsoft Exchange Server 2007 Unified Messaging by visiting the Microsoft Download

Center .


• For more information about common user scenarios in Exchange 2007 Unified

Messaging, see Outlook Voice Access User Scenarios.

• For more information about client features in Exchange 2007 Unified Messaging, see

Client Features in Unified Messaging.

• For more information about subscriber access in Exchange 2007 Unified Messaging,

see Understanding Unified Messaging Subscriber Access.

• For more information about the voice prompts that are used with subscriber access in

Exchange 2007 Unified Messaging, see Understanding Unified Messaging AudioPrompts.

Outlook Voice Access Command Reference

Outlook Voice Access lets UM-enabled users access their Microsoft

Exchange Server 2007 mailbox by using analog, digital, or cellular telephones. By using the

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menu system found in Outlook Voice Access, UM-enabled users can read e-mail, listen to

voice messages, interact with their Outlook calendar, access their personal contacts, and

manage personal options such as configuring their Outlook Voice Access PIN or recording

their voice mail recordings. This section contains a list of the commands and how they are

used by Outlook Voice Access users when they call in to a subscriber access number to

access their Exchange 2007 mailbox.

Outlook Voice Access User InterfacesThere are two Exchange 2007 Unified Messaging user interfaces available to subscribers: the

Telephone User Interface (TUI) and the Voice User Interface (VUI). In Exchange 2007, these

two interfaces together are called Outlook Voice Access. Outlook Voice Access can be used

when a subscriber accesses the Unified Messaging system from an external or internal

telephone to access their personal e-mail, voice messages, contacts, and calendaringinformation in their Exchange 2007 mailbox.

For more information about the user interfaces that are used by Outlook Voice Access users,

see the following topics:

• Understanding the DTMF Interface

• Understanding Automatic Speech Recognition Directory Lookups

E-mail and Voice Mail Commands ReferenceAs an Outlook Voice Access user, when you dial in to a subscriber access number, you are

presented with menu options that enable you to access your Exchange 2007 mailbox and

manage your e-mail and voice mail. Table 7 lists the commands that are available for

managing your e-mail and voice mail.

Table 7 E-mail and voice mail commands

Voice command Touchtone command Description

"Play" Plays the current e-mail or

voice mail message.

"Next" # Reads the next e-mail or

voice mail message.

"Next unread" Press 00, then ##. Reads the next unread e-mail

message. Available only for e-

mail.

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"Delete" 7 Deletes the current e-mail or

voice mail message.

"Reply" 8 Replies to the user who sent

the current e-mail or voice

mail message.

"Reply all" Press 00, then press 88. Replies to the user of the

current e-mail or voice mail

message.

"Mark as Unread" 9 Marks the e-mail message as

Unread.

"End" 33 Stops reading and goes to theend of the current e-mail or

voice mail message.

"More Options" 00 Opens the More Options

menu.

"Previous" Press 00, then press 11. Reads the previous e-mail or

voice mail message.

"Read the header" Reads the header of the e-

mail or voice mail message.

"Call sender" Press 00, then press 2. Places a call to the user whosent the current e-mail or

voice mail message.

"Forward" Press 00, then press 6. Forwards the current e-mail

or voice mail message to

other e-mail recipients or

groups.

"Flag for follow up" Press 00 then press 44. Marks or flags the current e-

mail or voice mail message

for follow up.

"Find by name" Uses the user's name to

locate e-mail or voice mail

messages in the user's

mailbox.

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"Delete conversation" Press 00, then press 77. Deletes all the e-mail

messages that are associatedwith an e-mail conversation.

Available only for e-mail.

"Hide conversation" Press 00, then press 99. Hides additional e-mail

messages that are contained

within the same e-mail

conversation. Available only

for e-mail.

"Envelope information" Press 00, then press 5. Reads the envelope

information for the e-mail or

voice mail message.

"Select language" Press 00, then press 55. Lets you select the language

in which you want the e-mail

or voice mail message to be

read.

"Rewind" or "Repeat" 1 Rewinds or repeats the

current e-mail or voice mail

message. Available only while

the message is being played.

"Pause" 2 Pauses the current e-mail or

voice mail message. Available

only while the message is

being played.

"Fast forward" 3 Fast forwards the current e-

mail or voice mail message.

Available only while the

message is being played.

"Slow down" 4 Plays or reads the current e-


more slowly. Available onlywhile the message is being

played.

"Faster" 6 Plays or reads the current e-


faster. Available only while the

message is being played.

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"Previous" 11 Reads the previous e-mail

from the beginning. Availableonly for e-mail.

"Replay" Press 00, then press 1. Replays the current e-mail or

voice mail.

"Repeat" 0 Repeats the current menu

options.

"Main menu" * Exits to the main menu.

Calendar Options Command ReferenceAs an Outlook Voice Access user, when you dial in to a subscriber access number, you are


manage your calendar. Table 8 lists the commands that are available for managing your

calendar.

Table 8 Calendar commands


"Next" # Reads the next calendar

appointment.

"Next day" ## Opens and reads the

calendar appointments for the

next day.

"Repeat" 0 Repeats the menu options

that are available, or if you

are using the voice user

interface, the system will read

the calendar appointment

again.

"More options" 00 Plays the more calendar

options menu.

"Repeat" 1 Reads the calendar

appointment again.

"Previous meeting" Press 00, and then press 11. Opens the previous meeting

that is scheduled.

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"Call location" 2 Calls the telephone number

that is listed for the meetinglocation.

"Call organizer" Press 00, and then press 22. Calls the telephone number

that is listed for the organizer

of the meeting.

"I'll be late" 3 Sends an "I'll be late"

message to all the meeting

attendees.

"Accept/tentative accept" 4 Accepts or tentatively accepts

the meeting request.

"Meeting details" 5 Reads or plays back the

details of the meeting that is

currently being read.

"Attendance details" Press 00, and then press 55. Reads or plays the details of

a meeting that is scheduled.

"Forward" Press 00, and then press 6. Forwards a meeting request

for the meeting to another

user.

"Decline" or "Cancel" 7 Declines or cancels the

meeting request.

"Clear my calendar" Press 00, and then press 77. Clears your calendar for a

specific time period for that

day.

"Reply" Press 00, and then press 8. Replies to the meeting

organizer.

"Reply all" Press 00, and then press 88. Replies to all the meeting

attendees.

"Repeat menu" Press 5, then press 0. Repeats the menu options

that are available.

"Rewind" Press 5, then press 1. Rewinds the meeting details.

Press 5, then press 11. Returns to the beginning of

the meeting details.

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Press 5, then press 2. Pauses and resumes

playback of the meetingdetails.

"Fast forward" Press 5, then press 3. Skips forward within the

meeting details.

"End" Press 5, then press 33. Skips to the end of the

meeting details.

Press 5, then press 4. Plays or reads the meeting

details slower.

Press 5, then press 55. Selects the language that will

be used to read the meetingdetails.

Press 5, then press 6. Plays or reads the meeting

details faster.


Personal Contacts Options CommandsReference

As an Outlook Voice Access user, when you dial in to a subscriber access number, you are

presented with menu options that enable you to access your Exchange 2007 mailbox and call

or send a message to a personal contact. If you choose to use the voice user interface, which

is selected by default, and select the personal contacts menu option, the system will prompt

you to input the name of the personal contact. However, to locate a user in the directory, you

must use the touchtone or dual tone multi-frequency (DTMF) interface. Table 9 lists the

commands that are available for managing your contacts.

Table 9 Personal contact commands


"Directory" 00 Searches the directory for a

user.

"Play details" 1 Plays the details of the

personal contact, such as the

telephone numbers that are

listed for the personal contact.

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"Send a message" 3 Sends a message to the

personal contact that isselected.

"Find another contact" 4 Finds another personal

contact.

"Call the cell" Press 2, then press 1. Calls the mobile or cellular

telephone number that is


"Call the office" Press 2, then press 2. Calls the business or office

telephone number that is


"Call home" Press 2, then press 3. Calls the home telephone

number that is listed for the

personal contact.

## To enter the e-mail alias or

name for the user in the

directory if using the directory

search feature.


Personal Options Commands ReferenceAs an Outlook Voice Access user, when you dial in to a subscriber access number, you are


manage your personal options. When you configure personal options by using Outlook Voice

Access, the DTMF or touchtone interface is the only interface that is available. The voice user

interface or Automatic Speech Recognition (ASR) is not available for configuring personal

options. Table 10 lists the commands that are available for managing your personal options.

Table 10 Personal options commands


1 Turn on or off the telephone

Out of Office greeting.

2 Record the personal voice

mail or Out of Office voice

mail greeting.

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3 Change the PIN that is used

for Outlook Voice Access.

4 Start using the voice user

interface (VUI) or touchtone

interface.

5 Set the local time zone to

use.

6 Choose the 12- or 24-hour

time format.

* Return to the main menu.

0 Repeat the menu options that

are available.


• For more information about subscriber access in Exchange 2007 Unified Messaging,

see Understanding Unified Messaging Subscriber Access.

• For more information about the voice prompts that are used with subscriber access in

Exchange 2007 Unified Messaging, see Understanding Unified Messaging Audio

Prompts.

• For more information about client features in Exchange 2007 Unified Messaging, see

Client Features in Unified Messaging.

• For more information about common user scenarios in Exchange 2007 Unified

Messaging, see Outlook Voice Access User Scenarios.








Documents

Educating Information Workers About Exchange Server 2007