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Create a Call Answering Rule for Specific Phone Numbers

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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 and you've turned on Automatic Replies. If you create a call answering rule for specific phone numbers, callers with these phone numbers will be able to leave a voice message, have their call transferred, or try to reach you at another phone number. For example, you might want to create a call answering rule like this so family members can reach you more quickly.

How do I create a call answering rule for specific phone numbers?

  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, "Forward Personal Calls".
  4. Under Add Conditions, click If the caller is.
  5. In the If the caller is window, select the Calling from these phone numbers check box, and then enter the phone number or phone numbers from which you want calls to be transferred. For example, for personal calls, you can have callers from the numbers you enter transferred to your mobile phone number.
  6. Click Apply. This information is added under Rule Description > If all the following conditions are met.
  7. Under Add Actions the Caller Can Select, click Find me at the following numbers.
    1. In the For box, type a name. For example, "Personal Calls".
    2. In the drop-down list, select the number of the telephone key the caller should press to transfer their call.
    3. In the first Call box, enter the phone number that you want the call to be transferred to first.
    4. If you want to add another phone number in case the caller can't reach you at the number you entered in the first Call box, in the second Call box, enter phone number that you want the call to be transferred to next.
  8. 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 can also set the number of seconds that the voice mail system will continue to try each phone number.
  • 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?