Share via

Create a Call Answering Rule When Automatic Replies Are Turned On

  • Article

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 use when automatic replies are turned on, callers will be able to leave a voice message, have their call transferred, or try to find you at another phone number.

How do I create a call answering rule when I have Automatic Replies turned on?

  1. In Outlook Web App, click Options > Phone > Voice Mail tab.
  2. Under Call Answering Rules, click New Rule.
  3. In the New Rule window, in the Name box, type a name for this call answering rule. For example, "When I'm at the conference".
  4. In the New Rule window, under Add Conditions, click If automatic replies are turned on. This information is added under Rule Description > If all the following conditions are met.
  5. Under Add Actions the Caller Can Select, click Transfer the caller to.
  6. In the Transfer the Caller window, complete the following:
    1. In the For box, type a name. For example, "Urgent Matters".
    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 when automatic replies are turned on. For example, for urgent matters, you can have callers transferred to your mobile phone number.
    4. Click Apply. This information is added under Rule Description.
  7. 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.
  8. In the New Rule window, click Save and Close.

What else do I need to know?

  • For this rule to work correctly, you'll need to go to Organize E-mail > Automatic Replies tab and click Send automatic replies.
  • 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?