Transition to Teams Voice

The instructions below apply to Avaya phones. If you have moved to Microsoft Teams Voice, use these instructions.

Outlook Unified Messaging is an Exchange feature that enables subscribers to retrieve voice mail and e-mail messages from their individual Outlook mailbox using an analog, digital, or mobile telephone. They can then interact with their mailbox using touchtone or voice commands.

When UM-enabled users access their Exchange mailbox using a telephone, they are presented with a series of voice prompts. These voice prompts help users navigate the Unified Messaging system and enable users to access their Exchange Inbox. Outlook Unified Messaging lets users retrieve, listen to, reply to, create, and forward voice or e-mail messages and listen to or change calendar information.

Download guide as PDF: Unified Messaging Guide (PDF)

Choose an option below to get started.


Accessing Your Voice Mail

  • From your campus phone
    • Press the message key on your phone.
    • Enter your 4 digit PIN, then press #.
  • From another campus phone.
    • Press the messages key on the phone.
    • Press the * key and enter your extension.
    • Enter your 4 digit PIN, then press #.
  • From an off campus local phone.
    • Dial 972-883-(Your Ext.).
    • Press * when your voicemail picks up.
    • Enter your 4 digit PIN, then press #.

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Enrollment for Voice Mail

Following the prompts, your tasks for enrollment are:

  • Record your Name
    • Press 1 to begin.
    • Press # when finished recording.
    • Press 1 to accept your name.
  • Record your Greeting
    • Press 1 to begin.
    • Press # when finished recording.
    • Press 1 to accept your greeting.

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Change Personal Settings Using the Touch Tone Interface

  • Record your Name
    • Press 6, 2, 3.
    • Press 2 to re-record your name.
    • Press # when finished recording.
    • Press 1 to accept your name.
  • Record a Greeting
    • Press 6, 2, 1.
    • Press 2 to re-record your name.
    • Press # when finished recording.
    • Press 1 to accept your greeting.
  • Set a new PIN
    • Press 6, 3.
    • Enter a new 4 digit PIN, then press #.
    • Confirm the new PIN, then press #.

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Listen to a message using the Touch Tone Interface

Press 1 for voicemail messages, Press 2 for email messages.

Options Press During or After Message Press
Next Message # Next Message #
Next Unread Message ## Next Unread Message ##
Rewind 1 Replay 1
Beginning 11 Previous 11
Pause 2 Call 2
Fast Forward 3 Forward 6
End 33 Delete 7
Slower 4 Reply 8
Faster 6 Reply All 88
Delete 7 Mark As Unread 9
Reply 8
Reply All 88

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Send Messages Using the Touch Tone Interface

  • While in the system, press 5 to “Compose a Message”
  • Using the telephone dialpad,
    • Spell the last name and the first name of the person you are searching.

    OR

    • Press # and enter the extension of the person
      • The system will request your confirmation of the OTHER AVAILABLE OPTIONS:
        • Press 2 to add another recipient.
        • Press 3 to remove a recipient.
        • Press * to cancel the message.
  • Press 1 to begin recording.
  • After you have finished recording your message, use one of the options below:
    • Press # to send.
    • Press 1 to accept and send.
    • Press 11 to accept and send with High Importance.

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Change Personal Settings Using the Voice User Interface

  • Record your Name
    • Say “Personal Options”, then press 2, 3.
    • Press 2 to re-record your name.
    • Press # when finished recording.
    • Press 1 to accept your name.
  • Record a Greeting
    • Say “Personal Options”, then press 2, 1.
    • Press 2 to re-record your greeting.
    • Press # when finished recording.
    • Press 1 to accept your greeting.
  • Set a new PIN
    • Say “Personal Options”, then press 3.
    • Enter a new 4 digit PIN, then press #.
    • Confirm the new PIN, then press #.

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Listen to a message using the Voice User Interface

Once you have dialed into the Voice Access system and entered your PIN, you can use the following commands.

Say Voicemail or E-mail While message is playing
“Next Message” “Rewind”
“Next Unread Message” “Fast Forward”
“Previous” “Slow Down”
“End” “Pause”
“Faster” “Mark as New”
“Reply”
“Reply All”
“Forward”
“Call”

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Send a Message Using the Voice User Interface

  • From you voicemail, you can send an e-mail message to an address from you personal Contacts or from UTD’s Global Address List.
    • While in the system, say “Directory” or “Personal Contacts” depending on where this person’s information is located.
    • Say the name of the person you want to send the message to and follow the prompts.
    • Say “Send a Message” and the system will begin recording your message. Press any key to stop.
    • Say “Send It” or “Send It With High Importance” when you have finished recording.

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Listening to Messages

  • In Outlook, in your Inbox, open the voicemail email.
  • From here, there are two ways to listen to messages this way:
    • On your Computer
      • In the voicemail email, click Play on the media control bar.
    • On a local Phone
      • Click Play on Phone. Your default phone number will appear. You can change this to any local number.
      • Click Dial and the given phone will ring, answer it to hear your voicemail message.

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Deleting Messages

Even though these voicemail emails are generally very small, you still need to delete them occasionally.

  • In Outlook, click on the voicemail email.
  • Click Delete in the ribbon.

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Missed Call Notifications

  • In Outlook, click on the File tab, then select the Manage Voice Mail tab. This will open Outlook Web Access.
  • Log into OWA and your voice mail options page will now appear.
  • Check or uncheck the option to Send an email message to my inbox when I miss a phone call.

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Changing Your PIN

  • Enter your browser of choice (Firefox or Internet Explorer)
  • Navigate to http://webmail.utdallas.edu
  • Log into the Outlook Web App using your NetID and password.
  • On the main OWA screen, at the far right, click the "Settings" gear under your name and select "Options".
  • On the far left click the arrow left of "GENERAL" to expand the list.
  • Within the "GENERAL" list click on the "Voice Mail" arrow to expand if needed. Choose "RESET PIN"
  • On the main panel click the blue "Reset my voice mail "PIN" link and confirm your choice when prompted.
  • An email will be sent to your inbox that contains your new, temporary PIN.
  • Press the MESSAGE button on your phone and when prompted, enter the temporary PIN received in the email.
  • The system will advise that the PIN has expired, and then provide instructions to change to a permanent PIN.

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