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Create a Call Answering Rule for After Business Hours

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Applies to: Office 365 for enterprises, Microsoft Exchange

You can choose how your calls will be handled when you don't answer the phone after business hours. If you create a call answering rule to be used after business hours, callers will be able to leave a voice message or try to find you at another phone number during that period of time.

How do I create a call answering rule for after business hours?

  1. In Outlook Web App, click Options > Phone > Voice Mail tab.
  2. Under Call Answering Rules, click New Rule.
  3. In the New Rule dialog box, in the Name box, type a name for the call answering rule. For example, "After Work Hours".
  4. Under Add Conditions, click If it is during this period.
  5. In the If it is during this period window, click Non-working hours, and then click Apply. This information is added under Rule Description > If all the following conditions are met.
  6. Under Add Actions the Caller Can Select, click Transfer the caller to.
  7. In the Transfer the Caller window, complete the following:
    1. In the For box, type a name. For example, "After Work Hours".
    2. In the drop-down list, select the number of the telephone key the caller should press to transfer their call.
    3. In the Phone number box, enter the phone number that you want the call to be transferred to after business hours. For example, you can have calls transferred to your mobile phone number.
  8. In the Transfer the Caller window, click Apply. This information is added under Rule Description.
  9. To make your call answering rule most helpful to callers, record a personal message to be used with the rule that you created. Click Call the Play on Phone number to play or record a greeting for this call answering rule to play or record a personal message for the rule.
  10. In the New Rule window, click Save and Close.

What else do I need to know?

  • You set up your non-working and working hours in your calendar. To set your working hours, click Options > Settings, and then click the Calendar tab. In the Appearance section, select the days of the week and the start and end time for your work day.
  • You can use different formats when you enter the phone numbers. For example, any of the following formats can be used:
    • 425-555-1234
    • (425) 555-1234
    • +1 425 555-1234
    • +1 (425) 555-1234
  • If the rule you create doesn't work correctly, contact your voice mail administrator. The voice mail system must be set up to allow calls to be transferred.

What if I want to know more?