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Microsoft Unified Messaging Voice Mail - Managing Calendar Meetings and Appointments

Users can listen to, reply to, create, and forward meeting requests and appointments 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 by calling the telephone number for Outlook Voice Access, signing in to their mailbox, and then accessing the list of meetings for that day in the calendar. After the voice mail system 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 the user will be 15 minutes late. Each attendee will receive an email 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 other meetings for that day in the simplest possible way. 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 using their voice, users must dial an Outlook Voice Access number, enter their extension number and PIN, and then do the following:
  1. Say "Calendar for today" 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, say "I'll be late." 
  4. The voice mail system asks, "How late?" Say "10 minutes."
  5. The voice mail system asks, "Do you want to record a message?" If so, say "Yes," record the message, and then say "Send it." If not, say “No.”

This process is shown in the following figure.

"Send an I'll be late."


To send an I'll be late message to meeting participants using the telephone keypad, users must dial an Outlook Voice Access number, enter their extension number and PIN, and then do the following:

  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. The voice mail system asks, "How late?" Enter 10 on the telephone key pad.
"Send an I'll be late message."


To cancel a meeting, the user must be the meeting organizer. To cancel the meeting using their voice, meeting organizers must do the following:

  1. Say "Calendar for today." 
  2. Listen to the meeting requests to locate the meeting to cancel.
  3. After the meeting request has been read, say "Cancel meeting." 
  4. Confirm the meeting cancellation by saying "Yes."
  5. If the meeting organizer chooses to send a voice message, they can then say "Yes," record the message, and then say "Send it."

This process is shown in the following figure.

Cancel a Meeting


To cancel a meeting, the user must be the meeting organizer. To cancel the meeting using the telephone keypad, meeting organizers must do the following:

  1. Press 3.
  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.

This process is shown in the following figure.

Cancel a Meeting


To clear their calendar using their voice, users must do the following:

  1. Say "Calendar for today."
  2. Say "Clear my calendar."
  3. Enter the time or the number of days to be cleared.
  4. The voice mail system asks whether they want to attach a recorded voice message. If so, say "Yes," record the message, and then say "Send it." If not, say "No."

This process is shown in the following figure.

Clear My Calendar


To clear their calendar using the telephone keypad, users must do the following:

  1. Press 3.
  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 users choose 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.

This process is shown in the following figure.

Clear My Calendar


To accept a meeting request using their voice, users must do the following:

  1. Say "Email" to access their email.
  2. Listen to the email message that contains a meeting request.
  3. Say "Accept" to accept the meeting request.

This process is shown in the following figure.

Accept a Meeting Request


To accept a meeting request using the telephone keypad, users must do the following:

  1. Press 2 to access their email.
  2. Listen to the email message that contains a meeting request.
  3. Press 4 to accept the meeting request.

This process is shown in the following figure.

Accept a Meeting Request
 

To reply to a meeting request using their voice, users must do the following:

  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."

This process is shown in the following figure.

Replying to a Meeting Request


To reply to a meeting request using the telephone keypad, users must do the following:

  1. Press 3.
  2. Listen to the meeting requests to locate the meeting request to reply to.
  3. Press 00 for more options.
  4. Press 8 to reply to the meeting organizer.
  5. Record a message, and then press #.
  6. Press 1 to accept the recording and send the message.

This process is shown in the following figure.

Replying to a Meeting Request
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