Outlook Voice Access Command Reference

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Microsoft Exchange Server 2007 will reach end of support on April 11, 2017. To stay supported, you will need to upgrade. For more information, see Resources to help you upgrade your Office 2007 servers and clients.

 

Applies to: Exchange Server 2007, Exchange Server 2007 SP1, Exchange Server 2007 SP2, Exchange Server 2007 SP3

Outlook Voice Access lets UM-enabled users access their Microsoft Exchange Server 2007 mailbox by using analog, digital, or cellular telephones. By using the menu system found in Outlook Voice Access, UM-enabled users can read e-mail, listen to voice messages, interact with their Outlook calendar, access their personal contacts, and manage personal options such as configuring their Outlook Voice Access PIN or recording their voice mail recordings. This topic contains a list of the commands and how they are used by Outlook Voice Access users when they call in to a subscriber access number to access their Exchange 2007 mailbox.

Outlook Voice Access User Interfaces

There are two Exchange 2007 Unified Messaging user interfaces available to subscribers: the Telephone User Interface (TUI) and the Voice User Interface (VUI). In Exchange 2007, these two interfaces together are called Outlook Voice Access. Outlook Voice Access can be used when a subscriber accesses the Unified Messaging system from an external or internal telephone to access their personal e-mail, voice messages, contacts, and calendaring information in their Exchange 2007 mailbox.

For more information about the user interfaces that are used by Outlook Voice Access users, see the following topics:

E-mail and Voice Mail Commands Reference

As an Outlook Voice Access user, when you dial in to a subscriber access number, you are presented with menu options that enable you to access your Exchange 2007 mailbox and manage your e-mail and voice mail. The following table lists the commands that are 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 ##.

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 that are associated with an e-mail conversation. Available only for e-mail.

"Hide conversation"

Press 00, then press 99.

Hides additional e-mail messages that are 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 in which you want the e-mail or voice mail message to be read.

"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.

"Repeat"

0

Repeats the current menu options.

"Main menu"

*

Exits to the main menu.

Important

If you delete the last message in your inbox by using Outlook Voice Access, you will be unable to undelete the message. If you need to access the e-mail message after you have deleted it by using Outlook Voice Access, you can use Outlook Web Access or Outlook to move the e-mail message back into the appropriate folder from the deleted items folder. You cannot use Outlook Voice Access to access the deleted items folder.

Calendar Options Command Reference

As an Outlook Voice Access user, when you dial in to a subscriber access number, you are presented with menu options that enable you to access your Exchange 2007 mailbox and manage your calendar. The following table lists the commands that are 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 that are available, or if you are 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, and then press 11.

Opens the previous meeting that is scheduled.

"Call location"

2

Calls the telephone number that is listed for the meeting location.

"Call organizer"

Press 00, and then press 22.

Calls the telephone number that is 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 is currently being read.

"Attendance details"

Press 00, and then press 55.

Reads or plays the details of a meeting that is scheduled.

"Forward"

Press 00, and 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, and then press 77.

Clears your calendar for a specific time period for that day.

"Reply"

Press 00, and then press 8.

Replies to the meeting organizer.

"Reply all"

Press 00, and 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 Reference

As an Outlook Voice Access user, when you dial in to a subscriber access number, you are presented with menu options that enable you to access your Exchange 2007 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, the system will prompt you to input the name of the personal contact. However, to locate a user in the directory, you must use the touchtone or dual tone multi-frequency (DTMF) interface. 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 is selected.

"Find another contact"

4

Finds another personal contact.

"Call the cell"

Press 2, then press 1.

Calls the mobile or cellular telephone number that is listed for the personal contact.

"Call the office"

Press 2, then press 2.

Calls the business or office telephone number that is listed for the personal contact.

"Call home"

Press 2, then press 3.

Calls the home telephone number that is listed for the personal contact.

 

##

To enter the e-mail alias or name for the user in the directory if using the directory search feature.

"Main menu"

*

Exits to the main menu.

Personal Options Commands Reference

As an Outlook Voice Access user, when you dial in to a subscriber access number, you are presented with menu options that enable you to access your Exchange 2007 mailbox and manage your personal options. When you configure personal options by using Outlook Voice Access, the DTMF or touchtone interface is the only interface that is available. The voice user interface or Automatic Speech Recognition (ASR) is not available for configuring personal options. The following table lists the commands that are available for managing your personal options.

Personal options commands

Voice command Touchtone command Description

 

1

Turn on or off the telephone Out of Office greeting.

 

2

Record the personal voice mail or Out of Office voice mail greeting.

 

3

Change the PIN that is used for Outlook Voice Access.

 

4

Start using the voice user interface (VUI) or touchtone interface.

 

5

Set the local time zone to use.

 

6

Choose the 12- or 24-hour time format.

 

*

Return to the main menu.

 

0

Repeat the menu options that are available.

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