Educating Information Workers About

Exchange Server 2007

Microsoft Corporation

Published: June 2007

Author: Microsoft Exchange Documentation Team

Abstract
The information and procedures in this document focus specifically on the information worker
features that can be accessed on a computer that is running Exchange Server 2007 that has
the Client Access or Unified Messaging server role installed. This document provides
overviews of these information worker features and the tasks you must perform to manage
and configure them.

Important:
This document is a deployment-specific compilation of several Exchange 2007 Help
topics and is provided as a convenience for customers who want to view the topics in
print format. To read the most up-to-date deployment topics, visit the Exchange
Server 2007 Library.
Information in this document, including URL and other Internet Web site references, is subject
to change without notice. Unless otherwise noted, the companies, organizations, products,
domain names, e-mail addresses, logos, people, places, and events depicted in examples
herein are fictitious. No association with any real company, organization, product, domain
name, e-mail address, logo, person, place, or event is intended or should be inferred.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting
the rights under copyright, no part of this document may be reproduced, stored in or
introduced into a retrieval system, or transmitted in any form or by any means (electronic,
mechanical, photocopying, recording, or otherwise), or for any purpose, without the express
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Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
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any license to these patents, trademarks, copyrights, or other intellectual property.

© 2007 Microsoft Corporation. All rights reserved.

Microsoft, MS-DOS, Windows, Windows Media, Windows Mobile, Windows NT, Windows
PowerShell, Windows Server, Windows Vista, Active Directory, ActiveSync, Excel, Forefront,
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All other trademarks are property of their respective owners.

Contents
Educating 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................................................................................13

New 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.................................................42

Understanding 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 About
Exchange 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 ActiveSync
Exchange 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 Access

Outlook 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 Messaging
Unified 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

6
Exchange ActiveSync enabled, such as a Windows Mobile powered smartphone or a
personal digital assistant (PDA), or from a telephone.

Outlook Anywhere
The 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.

Overview
All 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

7
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 ActiveSync
Exchange 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.

8
For more information about Exchange ActiveSync, see the following topics:

• Overview of Exchange ActiveSync

• Managing Exchange ActiveSync

• Client Features in Exchange ActiveSync

Outlook Web Access

Outlook 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 Anywhere
The 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

9
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 Access
Exchange 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 Functionality
Exchange 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.

10
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

11
 • View attendee working hours

• Show meeting time suggestions

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

Out of Office
Exchange 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 Service
The 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

12
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 ActiveSync

The 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.

13
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 also
mark 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 Share

Access
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 access
the 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.

14
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 by
prohibiting 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 Support

You 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.

15
 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

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 and
Light, see the Outlook Web Access Help.

Client Features
Table 2 lists some of client features and functionality of Outlook Web Access in
Exchange 2007.

16
Table 2 Client features and functionality in Outlook Web Access

Feature and functionality Description User experience

Logon Screen User logon screen for The logon screen has been
Outlook Web Access. redesigned to more clearly
present the logon options to
users.

Users continue to be able to

specify Private or Public when
they log on.

17
Feature and functionality Description User experience

Navigation Navigation in Navigation in

Outlook Web Access Outlook Web Access has
resembles navigation in been improved in several
Microsoft Office Outlook 2007 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 grouping
and 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 searches
on 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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Feature and functionality Description User experience

Drag-and-Drop Move items by dragging them Outlook Web Access now

to a new location. 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 In many areas,

actions that are available. Outlook Web Access
supports right-clicking to open
a menu of the actions that are
performed most frequently.

Arrange By Choose how messages are The Arrange By selection is

arranged. available 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.

19
Feature and functionality Description User experience

Address Book The improved Address Book The Address Book in

makes it easier for users to Exchange 2007 Outlook Web
search Address Lists and Access includes the following
Contacts. improvements:

• Easier and more

efficient searching for
information in Address
Lists and Contacts.

• Clearer options when

you are using the Address
Book to select meeting
attendees and resources.
The Address Book
provides options to limit
the view to resources, or
to limit the search to
specific address books.

• When users compose

e-mail messages or
meeting invitations, they
can select any recipient
field or click the Address
Book icon in the mail
form to search the
Address Book for e-mail
recipients or resources,
such as meeting rooms.

20
Feature and functionality Description User experience

Calendar The Calendar has been The Calendar includes the

improved to make it easier for following improvements:
users to find information and
• Faster access to
manage their schedules.
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 When a user adds a follow-up

automatically appear in flag to a message, it
Tasks. automatically appears in
Tasks.

Junk E-Mail Manage junk e-mail from Users can review the
Outlook Web Access. 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 and
clicking the Not Junk button
on the toolbar.

21
Feature and functionality Description User experience

Explicit Logon Explicit logon opens another Explicit logon enables a user
mailbox in a new window. to select and open any
mailbox 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.

22
Feature and functionality Description User experience

Scheduling Assistant The Scheduling Assistant When scheduling a meeting,

makes it easier to find times users can switch from the
and resources for meetings. Appointment 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 meeting
attendees 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.

23
Feature and functionality Description User experience

Windows SharePoint Service Exchange 2007 Outlook Web The

s and Windows File Shares Access includes a new Windows SharePoint Service
Integration feature that supports read- s and Windows File Shares
only access to documents Integration feature makes
and document libraries on information about
Windows SharePoint Service Windows SharePoint Service
s and Windows file shares. s and Windows file shares
available to users even when
they are not connected to an
internal network.
• Users can access
documents and document
libraries 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
Windows SharePoint Ser
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
Windows SharePoint Ser
vices document libraries
through
Outlook Web Access.

24
Feature and functionality Description User experience

Search The Search function in The Search feature contains

Outlook Web Access has the following improvements:
been re-designed to provide
• Quick access to basic
more accurate and faster
search of any folder
results and to reduce manual
through the search
work and time that is spent
window at the top of each
finding items in a mailbox.
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 To use type-down search, in a

users to find items quickly in message folder, use Arrange
message, Contacts, and By to select From, To, or
Tasks folders. 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.

25
Feature and functionality Description User experience

Reminders and Notifications Exchange 2007 Outlook Web The

Access includes several Outlook Web Access Remind
changes to the Reminders ers and Notifications features
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 list
of 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
Feature and functionality Description User experience

Regional Settings Users can select the The Regional Settings feature
language, date, and time contains the following
settings they want improvements:
Outlook Web Access to use.
• 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
Feature and functionality Description User experience

Messaging Users can select various The Messaging feature

Messaging options in contains the following
Outlook Web Access. improvements:

• Users can set

options, such as the
number of items that they
want
Outlook Web Access to
display, and determine
how notifications are
displayed. All
notifications, except Out
of Office notifications,
appear as mail items that
can be dismissed and
displayed on demand.
Outlook Web Access
shows separate
notifications for different
types of messages.
These include e-mail,
voice mail, and fax items.

• Users can create a

personal signature. They
can also decide whether
they want their signature
to be included on all
outgoing e-mail
messages.

• Users can select

HTML or Plain text as
the message text format
type to use when they
compose an e-mail
message. Users can also
change the font style,
color, and size, for their
messages.

• Users can select how

Outlook Web Access
responds to requests for

28
Feature and functionality Description User experience

Spelling Outlook Web Access The spelling checker feature

Premium lets users check the in Outlook Web Access offers
spelling of message before all the options available in the
they are sent. 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
Feature and functionality Description User experience

Calendar Options Users can select calendar The Calendar Options feature
and reminder options in lets users control the
Outlook Web Access. following 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 end
times 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 be
moved to the Deleted
Items folder.

• Meeting forward
notifications can be
automatically moved
to the Deleted Items
folder.

30
Feature and functionality Description User experience

Out of Office Assistant Users can auto-reply to The Out of Office Assistant
senders when they are out of feature contains the following
the office or send messages improvements:
to senders for a specific
• Users can schedule
period of time.
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
Feature and functionality Description User experience

Junk E-Mail options Users can now manage their The Junk E-Mail feature gives
junk e-mail settings from users lots of control over
inside Outlook Web Access. 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
Feature and functionality Description User experience

Search Folders Search folders are virtual The Search Folders icon is
folders that provide a view of always visible in
e-mail items that match a set Outlook Web Access, even if
of criteria. For example, the you have disabled the
default Search folder Unread feature.
contains a view of all unread
Custom Search folders that a
messages.
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 folders
that 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 in
Outlook 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 By using Change Password

Active Directory account in Options, users can change
password in their Active Directory
Outlook Web Access. password. If the user account
is in a different forest from the
Exchange server, the
password expiration warnings
will not work.

33
Feature and functionality Description User experience

General Settings A set of miscellaneous Users can set the following

settings that control the user options in General Settings:
experience.
• E-mail Name
Resolution In the
Premium version of
Outlook Web Access,
users can select whether
to check first in the
Global Address List or
Contacts. This option is
set in Messaging
in Outlook Web Access
Light.

• Appearance Users
can select the color
scheme that they want to
use for their
Outlook Web Access
session.

• Accessibility In
Outlook Web Access
Premium, users who are
blind or have low vision
can select Use the blind
and low vision
experience in the
Accessibility section.
This setting is set in
Accessibility in
Outlook Web Access
Light.

34
Feature and functionality Description User experience

Voice Mail Voice mail options are a new By using the voice mail
feature in options, users can:
Outlook Web Access for
• Play or record a
Exchange 2007.
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 a
voice message.

35
Feature and functionality Description User experience

Resource Mailbox Resource mailboxes can be When a resource mailbox is

configured and managed by opened by using
using Outlook Web Access. Outlook 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 scheduling
permissions

• Resource privacy
options

• Response messages

Deleted Items Users can decide how In Outlook Web Access for
Outlook Web Access handles Exchange 2007, users can
deleted items. 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
Feature and functionality Description User experience

Mobile Devices Users can manage their Users can perform the
mobile devices in following mobile device tasks
Outlook Web Access. in
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 mobile
device.

• View the status of

devices that have a
partnership with their
Exchange 2007 mailbox.

The user receives a warning Users may be prevented from If a user clicks an embedded
message when they click an opening potentially unsafe link that uses a protocol that
embedded link links. 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
Feature and functionality Description User experience

The user receives a warning Some user requests will be Every form request that is
that a request will not be blocked by sent to the Client Access
processed Outlook Web Access. This server that is hosting
feature is available only in Outlook Web Access, such as
Outlook Web Access Light. 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 Available Not available

Low Vision Users

Notifications and Reminders Not available Available

Weekly Calendar Views Not available Available

Windows SharePoint Service Not available Available

s and Windows file share
Integration

Compose Messages by Only plain text is available in Available

Using HTML Outlook Web Access Light

38
Feature Light Premium

Calendar Options Limited to the following Available

features:

• Show week numbers

• Set the first day of

the week

• Select days of the

week

• Set day start and end

times

Arrange By Limited to a subset of Available

choices, depending on the
folder type

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 Not available Available

Management

Appearance (Color Scheme) Not available Available

Voice Mail Options Not available Available

For More Information

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-enabled
users 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 Access

Outlook 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 Clients

The 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 Clients

Microsoft 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 Access

Clients
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, the
new 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

• 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 ActiveSync
Exchange 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 ActiveSync

Functionality
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 Features

When 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 2007
Exchange 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 About

Outlook 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 Access

Outlook 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
set. Outlook Web Access Light works with most Web browsers, has fewer features than
Outlook Web Access Premium, and performs better over slow connections.

Outlook Web Access Premium

Table 4 describes the combinations of browsers and operating systems that you can use
together with Outlook Web Access Premium.

Table 4 Versions of Web browsers and operating systems to use with Outlook Web
Access Premium

Windows version Supported browsers for Outlook Web Access

Premium

Windows 98 Internet Explorer 6 and later versions

Windows Millennium Edition Internet Explorer 6 and later versions

Windows 2000 Server Internet Explorer 6 and later versions

Windows XP Internet Explorer 6 and later versions

Windows Server 2003 Internet Explorer 6 and later versions

Windows Vista Internet Explorer 7 in Windows Vista

Outlook Web Access Light

Outlook Web Access Light is supported on many browsers that support HTML 3.2 and
ECMA. Table 5 describes the combination of browsers and operating systems that you can
use together with Outlook Web Access Light.

Table 5 Versions of Web browsers and operating systems to use with Outlook Web
Access Light

Operating system Internet Explorer version Additional browsers

Windows 98 Internet Explorer 5.01, 5.5, 6, Not available

and later versions

Windows Millennium Edition Internet Explorer 5.5, 6, and Not available

later versions

Windows 2000 Server Internet Explorer 5.01, 5.5, 6, Not available

and later versions

Windows XP Internet Explorer 6 and later Mozilla Firefox 1.8, Opera

versions 7.54

46
Operating system Internet Explorer version Additional browsers

Windows Server 2003 Internet Explorer 6 and later Mozilla Firefox 1.8, Opera
versions 7.54

Windows Vista Internet Explorer 7 in Mozilla Firefox 1.8, Opera

Windows Vista 7.54

Mac OS 9 Internet Explorer 5.01 Netscape Navigator 7.1

Mac OS 10.3 Not available Safari 1.2

Sun Solaris 9, x86 Not available Mozilla Firefox 1.8, Netscape

Navigator 7.1

Linux Red Hat Desktop Not available Mozilla Firefox 1.8, Netscape
(RHEL3) Navigator 7.1

HP/UX 11i Not available Mozilla Firefox 1.8, Netscape

Navigator 7.1

Note:
Outlook Web Access is not supported on Microsoft Pocket Internet Explorer.

Effect of Virus Scanning on Outlook Web

Access
There is an error message that users may receive in Microsoft Office Outlook Web Access for
Exchange Server 2007 when an antivirus program changes a message in the Drafts folder.

Resolving the Error

If a message in the Drafts folder in Outlook Web Access is scanned by an antivirus program
and triggers a screening rule that causes the message to be modified, the user will receive a
warning message when they open the message and try to modify it or send it.

To resolve this issue, instruct the user to save and close the message, and then reopen it and
try again.

For More Information

For more information about browsers that Outlook Web Access Light supports, see the
following Web sites:

• Opera http://www.opera.com

47
 • 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 Unified

Messaging
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 Solutions

In 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
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 Exchange

When 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 Unified

Messaging
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

• 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 Form

The 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
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 Options

The 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

• 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
Outlook Features for Exchange Unified
Messaging: Play on Phone
After 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 List

Users 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 Buttons

The 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 Field

The 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 Validation

Play 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

• 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
Outlook Features for Exchange Unified
Messaging Voice Mail Options
A 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 is
running 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 Access
By 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 Mail
Users 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. By
default, 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 Keys

There 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 ALT+F

Outlook Voice Access

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 ALT+D

on the telephone

Enable or disable Missed Call Notifications ALT+S

For More Information

• 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 and
Exchange 2007 Outlook Web Access to function correctly, the Client Access
server role must be installed on a computer that is running Exchange 2007 and
Autodiscover must be configured correctly.

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-mail
message 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

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

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 mailbox
using 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, 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 and
Exchange 2007 Outlook Web Access to function correctly, the Client Access
server role must be installed on a computer that is running Exchange 2007 and
Autodiscover must be configured correctly.

60
 To use the Outlook 2007 voice mail options to configure the e-mail folder that will
be used with Outlook Voice Access
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 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

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

• For more information about how to manage the Outlook features for Exchange 2007
Unified Messaging, see Outlook Features for Exchange Unified Messaging.

How to Configure a Play on Phone Number

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 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:
The voice mail options found in Outlook 2007 are also available in Exchange 2007
Outlook Web Access.

61
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 and
Exchange 2007 Outlook Web Access to function correctly, the Client Access
server role must be installed on a computer that is running Exchange 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 configure a Play on Phone number
1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

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

4. Click OK to save your changes.

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 dial
plans, 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
For More Information
• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

• For more information about how to manage the Outlook features for Exchange 2007
Unified Messaging, see Outlook Features for Exchange Unified Messaging.

How to Choose a Voice Mail Greeting

This section explains how to use the Voice Mail tab configuration options in Microsoft Office
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. These
options 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:
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, 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.

63
 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 2007 and
Autodiscover must be configured correctly.

To use the Outlook 2007 voice mail options to choose the voice mail greeting to be
heard by callers
1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

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.

4. Click OK to save your changes.

For More Information

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options

• For more information about how to manage the Outlook features for Exchange 2007
Unified Messaging, see Outlook Features for Exchange Unified Messaging.

How to Record Voice Mail Greetings

This 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
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 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:
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, 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 Play on Phone number is configured.

• 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 and
Exchange 2007 Outlook Web Access to function correctly, the Client Access
server role must be installed on a computer that is running Exchange 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
1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

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.

For More Information

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

• For more information about how to manage the Outlook features for Exchange 2007
Unified Messaging, see Outlook Features for Exchange Unified Messaging.

How to Enable Missed Call Notifications

This 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
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 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

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.

• Missed call notifications are disabled for the user.

• A UM dial plan has been created.

• A UM mailbox policy has been created.

66
 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 2007 and
Autodiscover must be configured correctly.

To use the Outlook 2007 voice mail options to enable missed call notifications
1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

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

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

• 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

This section explains how to use the Voice Mail tab configuration options in Microsoft Office
Outlook 2007 to disable missed call notifications. After you have connected to your Microsoft
Exchange Server 2007 mailbox using Outlook 2007 and the administrator has enabled your

67
user account for Unified Messaging, you can configure multiple voice mail options. These
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:
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, 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.

• Missed call notifications are enabled for the user.

• 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 and
Exchange 2007 Outlook Web Access to function correctly, the Client Access
server role must be installed on a computer that is running Exchange 2007 and
Autodiscover must be configured correctly.

To use the Outlook 2007 voice mail options to disable missed call notifications
1. In Outlook 2007, from the toolbar, click Tools, and then click Options.

2. Click the Voice Mail tab.

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
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

• For more information about how to configure other UM voice mail options, see
Outlook Features for Exchange Unified Messaging Voice Mail Options.

• For more information about how to install the Unified Messaging server role, see How
to Perform a Custom Installation Using Exchange Server 2007 Setup.

Outlook Voice Access User Scenarios

Outlook Voice Access is a feature in Microsoft Exchange Server 2007 Unified Messaging
(UM) that enables users to retrieve e-mail messages from their mailbox by using an analog,
digital, or cellular telephone. They can then interact with their mailbox by using touchtone or
voice commands.

The Outlook Voice Access Quick Reference Guide includes a graphic representation of all the
Outlook Voice Access menu options and how to move through the menu system. To
download a copy of the Quick Reference Guide, see the Microsoft Download Center.

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 them move through
the Unified Messaging system and enable them to access their mailbox. Outlook Voice
Access lets users do the following:

• Retrieve, listen to, reply to, create, and forward voice or e-mail messages.

• Listen to or change calendar information.

• Change personal options, such as changing a PIN, or call or send a voice message
to a personal contact.

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 Note:
Automatic Speech Recognition (ASR) enables callers to use voice inputs to
move through the menus in Unified Messaging. Currently, ASR is available only
in 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-Mail

Users 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.

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 • "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
subscriber access number, enter their extension number and PIN, and then do the following,
as shown in Figure 4:

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

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.

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 • "Reply all", to reply to the sender and all other recipients.

• "Forward", to forward the message to another user or group.

5. Record a reply and then hang up, remain silent, or press any key. To accept the reply
message and send it, say "Send it".

Figure 4 Replying to an e-mail message by using the VUI

To listen to e-mail messages and then reply 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 5:

1. Press 2 to access e-mail.

2. Press # repeatedly until they user reach the e-mail message to which they want to
reply. 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 8 to reply to the sender, press 88 to reply to the sender and all other recipients,
or press 6 to forward the message to another user or group.

5. Record a reply, and then press #. To accept the reply message and send it, press 1.

Figure 5 Replying to an e-mail message by using the touchtone interface

Listen to the Next Unread E-Mail Message

To listen to an e-mail message and then go to the next unread message 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 6:

1. Say "E-mail".

2. Say "Next Unread". Say "Mark Unread" if they want to mark the message as Unread.

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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:

1. Press 2 to access e-mail.

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

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 must
dial the UM subscriber access number, enter their extension number and PIN, and then do
the following, as shown in Figure 8:

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

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.

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

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

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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:

1. Press 2 to access e-mail.

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.

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

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:

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 1. Press 2 to access e-mail.

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 Items

Users 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.

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 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 extension
number 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".

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 5. After UM asks whether the meeting organizer wants to attach a recorded message,
say "Yes". Record the message, and then say "Send it".

Figure 14 Canceling a meeting by using the VUI

To cancel a meeting, the user must be the meeting organizer. To cancel the meeting by using
the touchtone interface, 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 15:

1. Press 3 to access their calendar.

2. Listen to the meeting requests to locate the meeting to cancel.

3. Press 7 to cancel the meeting.

4. If the meeting organizer chooses to send a voice message, they can then press one
of the following options:

• # to stop recording the message.

• 1 to accept the recorded message.

Figure 15 Canceling a meeting by using the touchtone interface

Clear a Calendar
To clear their calendar 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 16:

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

2. Say "Clear my calendar".

3. Enter the time or the number of days to be cleared.

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 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:

1. Press 3 to access their calendar.

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 in
Figure 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.

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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
subscriber access number, enter their extension number and PIN, and then do the following,
as shown in Figure 19:

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

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 1. To reply to a meeting request using the by 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 21:

2. Press 3 to access their calendar.

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 Contacts

Users 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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Record a Personal Greeting
To record a personal greeting 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 22:

1. Say "Personal options" to access Personal Options.

2. Press 2 to record greetings.

3. Press 1 to record a personal greeting.

4. Press # to stop recording the personal greeting.

5. If they have to re-record their personal greeting, they should press 2.

6. Press 1 to accept the personal greeting.

Figure 22 Recording a personal greeting by using the VUI

1. To record a personal greeting 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 23:

2. Press 6 to access personal options.

3. Press 2 to record greetings.

4. Press 1 to record a personal greeting.

5. Press 2 to re-record the personal greeting.

6. Press # to stop recording the personal greeting.

7. Press 1 to accept the personal greeting.

Figure 23 Recording a personal greeting by using the touchtone interface

Note:
When a user changes their telephone greeting, they are also given the option to turn
on or off their e-mail Out of Office auto-replies.

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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 access
number, 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
UM subscriber access number, enter their extension number and PIN, and then do the
following, as shown in Figure 25:

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.

5. Select the correct person from the list.

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.

3. Select the correct person from the list.

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
following, as shown in Figure 27:

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.

4. Select the correct person from the list.

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 Information

For 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 Reference

Guide
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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listen to voice messages, interact with their Microsoft Office Outlook calendar, access their
personal contacts, and manage personal options, for example, configuring their Outlook
Voice Access PIN or recording their voice mail recordings. This quick reference guide shows
the navigation tree and the options that are available to UM-enabled users when they
use Outlook Voice Access.

Outlook Voice Access Quick Reference Guide

Figures 30 and 31 illustrate the touchtone interface and voice user interface (VUI) commands
and menus that are used with Outlook Voice Access.

Figure 30 Outlook Voice Access touchtone commands

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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

• 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 Audio
Prompts.

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 Interfaces

There 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 calendaring
information 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 Reference

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
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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Voice command Touchtone command Description

"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 the

end 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 who
sent 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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Voice command Touchtone command Description

"Delete conversation" Press 00, then press 77. Deletes all the e-mail
messages that are associated
with 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-

mail or voice mail message
more slowly. Available only
while the message is being
played.

"Faster" 6 Plays or reads the current e-

mail or voice mail message
faster. Available only while the
message is being played.

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Voice command Touchtone command Description

"Previous" 11 Reads the previous e-mail

from the beginning. Available
only 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 Reference

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
manage your calendar. Table 8 lists the commands that are available for managing your
calendar.

Table 8 Calendar commands

Voice command Touchtone command Description

"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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Voice command Touchtone command Description

"Call location" 2 Calls the telephone number

that is listed for the meeting
location.

"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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Voice command Touchtone command Description

Press 5, then press 2. Pauses and resumes

playback of the meeting
details.

"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 meeting
details.

Press 5, then press 6. Plays or reads the meeting

details faster.

"Main menu" * Exits to the main menu.

Personal Contacts Options Commands

Reference
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

Voice command Touchtone command Description

"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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Voice command Touchtone command Description

"Send a message" 3 Sends a message to the

personal contact that is
selected.

"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
listed for the personal contact.

"Call the office" Press 2, then press 2. Calls the business or office
telephone number that is
listed for the personal contact.

"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.

"Main menu" * Exits to the main menu.

Personal Options Commands Reference

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
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

Voice command Touchtone command Description

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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Voice command Touchtone command Description

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

• 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.

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