Voice mail

After you've been enabled for voice mail access, you can edit and change settings for call answering rules, Outlook Voice Access, text message and email notifications, and Voice Mail Preview.

To get to your account information from the main Outlook Web App page, go to the upper corner and click Settings settings > Options > Phone > Voice mail.

In this article


Call answering rules

You can use the options in the Call answering rules section to create rules that specify how you want incoming calls to be handled. You can set up call answering rules to handle calls based on a condition such as the time of day, transfer an incoming call to another phone number, or use the Find Me feature to call other phone numbers that you set up.

If you don't create call answering rules, incoming callers will be sent directly to your voice mail when you’re not available.

Item Description
New new Add a new call answering rule. By default, no rules are set up, so all callers will be forwarded to your voice mail when you're not available.
Edit edit Change an existing call answering rule.
Delete delete Remove an existing call answering rule.
Move up move up Move a call answering rule up in the processing order. Use this to move the selected rule up in the list. Rules are processed from top to bottom.
Move down Move down Move a call answering rule down in the processing order.
Refresh refresh Refresh the list of rules.
On Select the check box next to a rule to turn it on, or clear the check box to turn it off.
Rule The name of the rule.

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Reset PIN

You can reset your Outlook Voice Access PIN in the Reset PIN section.

Item Description
Reset my voice mail pin Use this setting to reset your voice mail PIN. After you do this, you'll receive a new temporary PIN in your Inbox. You use your PIN to access your mailbox and calendar information.

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Outlook Voice Access

Using the options in the Outlook Voice Access section, you can select the order in which you want to hear new voice messages and select the email folder that you'll access when you use Outlook Voice Access.

Item Description

From newest to oldest

From oldest to newest

You can access your new voice messages in the order in which you want to hear them read. This option lets you play unread voice messages from the newest to the oldest or from the oldest to the newest.
Read this folder

Use this setting to select the email folder from which to read email, voice mail, or other messages when you use Outlook Voice Access.

If you want Outlook Voice Access to read from a different folder than the one that's currently specified, click the name of the folder next to Read this folder. Then, select the folder you want from the list. Or, you can click New folder to create a different folder for Outlook Voice Access to read from. After you've selected the correct folder, click OK.

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Greetings

You can use the options in the Greetings section to choose which greeting will be played to callers when you don't answer your phone. To record a greeting, call the Play on Phone number.

Item Description

Default voice mail greeting

Use this setting to select the default voice mail greeting to use when you don't answer your phone.
Use this setting to select a voice mail greeting that lets people know you're away for an extended period of time. For example, you would use this setting when you're on vacation or away on business.
Greeting that let’s callers know you’ll be away for an extended period of time Use this setting to call the Play on Phone number and play the default voice mail greeting or the greeting you use when you'll be away for an extended period of time.
Call me to play or record the selected greeting Use this setting to play or record a new greeting from a telephone.

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Play on Phone

You can use the options in the Play on Phone section to have the voice mail system call you at the number that you define in this box.

The telephone number you add in this box determines the telephone number that the voice mail system calls when you use Play on Phone and click Play on Phone to play or record the selected greeting.

By default, this telephone number is your extension number, but you can change it.

If this box contains something other than a phone or extension number, such as an email address, the call will be sent to you where you're signed in.

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Notifications

You can use the options in the Notifications section to receive notifications about missed calls and voice messages on your mobile or office phone. You can receive an email notification when someone calls you on your office or mobile phone but doesn't leave a voice message. You can also receive a text message notification to alert you when you miss a phone call or receive a voice message on your mobile phone.

 Note    If text messaging notifications aren't enabled, you can only choose whether or not you want to receive email message notifications when you get a phone call. To set text messaging notifications, you need to first enable text message notifications. To set this up, click Set up notifications and complete the required steps.

Use the following settings to set up notifications for missed calls and voice mail messages that you receive.

Item Description
Send an email message to my Inbox when I miss a phone call.

If this check box is selected, you'll receive an email notification in your Inbox when a caller tries to contact you but doesn't leave a voice message.

In most cases, you'll also see a missed call notification on your mobile phone from your mobile phone provider.

By default, this box is selected.

Text messaging notifications are not set up for you yet. Set up notifications… You’ll only see this notice if you have not set up text messaging notifications.
I don’t want to receive text messages about missed calls and voice messages

When you select this option button, you won't receive a text message notification on your mobile phone when you miss a call or receive a voice message.

In most cases, you'll see a missed call notification on your mobile phone from your mobile phone provider but you won't see a notification on your mobile phone that you have a voice message.

By default, this option isn't available until you set up text message notifications. You can set up text message notifications by clicking Set up notifications… and following the required steps.

I only want to receive text message notifications when I have voice messages

When you select this option button, you'll receive text message notifications on your mobile phone when you have a voice message but won't receive missed call notifications.

By default, this option isn't available until you set up text message notifications. You can set up text message notifications by clicking Set up notifications… and following the required steps.

I want to receive text message notifications about missed calls and voice messages

When you select this option button, you'll receive missed call and voice message notifications in a text message on your mobile phone.

By default, this option isn't available until you set up text message notifications. You can set up text message notifications by clicking Set up notifications… and following the required steps.

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Voice Mail Preview

You can preview the text of voice messages you receive. You can also have text previews included with voice messages you send. To turn on Voice Mail Preview, choose from the options below. You can use the settings in the Voice Mail Preview section to turn on or turn off voice mail previews or to allow preview text to be sent using Outlook Voice Access.

Item Description
Include preview text with voice messages I receive

When this check box is selected, you'll receive a text preview of the voice messages you receive in an email message.

By default, this box is selected.

Include preview text with voice messages I send through Outlook Voice Access

When this check box is selected, a text preview will be sent along with voice messages that you send.

By default, this box is selected.

 
 
Applies to:
Outlook Web App, Outlook Web App for Office 365 Enterprise, Outlook Web App for Office 365 operated by 21Vianet