Outlook Voice Access Commands

Applies to: Office 365 for enterprises, Microsoft Exchange

Outlook Voice Access lets you access your mailbox by using analog, digital, or mobile phones.

There are two user interfaces available to you: the telephone user interface (also known as the touchtone interface) and the voice user interface. In Outlook Web App, these two interfaces together are called Outlook Voice Access. Outlook Voice Access can be used when you want to use a telephone to access your personal e-mail, voice mail messages, contacts, and calendaring information in your mailbox.

E-Mail and Voice Mail Commands

When you dial in to Outlook Voice Access, you're presented with menu options that let you access your mailbox and manage your e-mail and voice mail. The following table lists the commands available for managing your e-mail and voice mail.

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 press ##.	Reads the next unread e-mail message. Available only for e-mail.
"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.
"Delete conversation"	Press 00, then press 77.	Deletes all the e-mail messages associated with an e-mail conversation. Available only for e-mail.
"Hide conversation"	Press 00, then press 99.	Hides additional e-mail messages 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 you want the e-mail or voice mail message to be read in.
"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.
"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 message.
"Repeat"	0	Repeats the current menu options.
"Main menu"	*	Exits to the main menu.

Calendar Options Commands

When you dial in to Outlook Voice Access, you're presented with menu options that let you access your mailbox and manage your calendar. The following table lists the commands available for managing your calendar.

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 or, if you're 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, then press 11.	Opens the previous meeting that's scheduled.
"Call location"	2	Calls the telephone number listed for the meeting location.
"Call organizer"	Press 00, then press 22.	Calls the telephone number 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's currently being read.
"Attendance details"	Press 00, then press 55.	Reads or plays the details of a meeting that's scheduled.
"Forward"	Press 00, 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, then press 77.	Clears your calendar for a specific time period for that day.
"Reply"	Press 00, then press 8.	Replies to the meeting organizer.
"Reply all"	Press 00, 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.
	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

When you dial in to Outlook Voice Access, you're presented with menu options that let you access your 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, you'll be prompted to enter the name of the personal contact. The following table lists the commands that are available for managing your contacts.

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.
"Send a message"	3	Sends a message to the personal contact that's selected.
"Find another contact"	4	Finds another personal contact.
"Call the cell"	Press 2, then press 1.	Calls the mobile telephone number listed for the personal contact.
"Call the office"	Press 2, then press 2.	Calls the business or office telephone number listed for the personal contact.
"Call home"	Press 2, then press 3.	Calls the home telephone number listed for the personal contact.
	##	To enter the e-mail alias or name of a person in the directory if you're using the directory search feature.
"Main menu"	*	Exits to the main menu.

Personal Options Commands

When you dial in to Outlook Voice Access, you're presented with menu options that let you access your mailbox and manage your personal options. When you configure personal options using Outlook Voice Access, the touchtone interface is the only interface that's available. The following table lists the commands available for managing your personal options.

Personal options commands

Voice command	Touchtone command	Description
	1	Turn on or off the telephone greeting that lets callers know you're away, on vacation, or out of the office.
	2	Record your voice mail greeting that lets callers know you're unavailable or one that lets callers know you're away for an extended time.
	3	Change the PIN that's used for Outlook Voice Access.
	4	Start using the voice user interface or touchtone interface.
	5	Sets the local time zone to use.
	6	Select the 12- or 24-hour time format.
	*	Return to the main menu.
	0	Repeat the menu options that are available.

Public and Personal Contact Groups

You can use Outlook Voice Access to send or forward a voice message, an e-mail message, or a meeting request. You can send or forward the message or meeting request to any of the following:

• A person in your personal Contacts folder
• A person in your organization’s shared address list
• A group you’ve created in your personal Contacts folder
• A public group included in your organization’s shared address list

You can send messages and meeting requests using the voice user interface (if automatic speech recognition has been turned on by your voice mail administrator) or using touchtone inputs on your telephone keypad. You can also use Outlook Voice Access to listen to details about a group, including the members included in the group.

Note

When sending a message to a public group in your shared address list, or a group in your personal Contacts folder that doesn’t include any members, the voice mail system won't give you the option to send or forward the message or meeting request. However, if you try to add a group as one of the recipients of a message or meeting request that you are creating over the phone, the voice mail system will not add the group and say “The message could not be sent because the contact does not appear to have a valid e-mail address" because the group doesn't contain any valid e-mail addresses.

What else do I need to know?

• If you delete the last message in your inbox using Outlook Voice Access, you won't be able to undelete the message. If you need to access the e-mail message after you've deleted it using Outlook Voice Access, you can use Outlook Web App or Outlook to move the e-mail message back into the appropriate folder from the Deleted Items folder. You can't use Outlook Voice Access to access the deleted items folder.
• You can’t change the language that Outlook Voice Access uses to speak to you and to reply to you when you speak to it. The voice mail system will try to find and use the best match for the language you chose when you first signed in to Outlook Web App or the language that you’ve chosen on the Regional tab in Outlook Web App. If the language you choose isn’t supported by Outlook Voice Access, the voice mail system will use the same language that callers hear when they’re prompted to leave a voice message for you.