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Voicemail Overview & Setup

With Skype for Business Phone Service, you can use Skype for Business to configure, retrieve, and manage your voicemail. Using the available features in this service mode, you can receive email messages in Outlook notifying you of missed instant message conversations, phone calls, and other conversations. You may optionally follow up on the missed communications directly from the message in your Outlook Inbox. You can also forward your calls in a variety of ways from the Skype for Business console. When you first configure voicemail, you will need to supply your Personal Identification Number.

Things to note:

  • After you are voice-enabled, you will notice new folders in Outlook for Missed Calls and Voicemail.
  • You can forward a missed call or voice mail just as you would any other email.
  • You can create a rule for voicemail email notifications as with any other mail message.
  • Voicemail messages do count against your email storage quota.
  • If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and send you an email with a new temporary voicemail PIN.
  • If you check a voice mail in Outlook or Skype for Business, the voicemail notification light on your Skype for Business-enabled phone will disappear.

Voicemail PIN

How to set up your voicemail PIN:

After you are enabled for Skype for Business Phone Service, you will receive an email that includes a PIN for your voicemail. Refer to that email, then:

  1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your temporary voicemail PIN at the prompt. You will receive your initial temporary voicemail PIN in a welcome email from Microsoft Outlook.. It will then ask you to enter a new one. Note: PINs must be at least 6 characters long, and cannot contain sequential numbers (12346), or repeating numbers (444444).

If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and send you an email with a new temporary voicemail PIN. If you don’t remember your voicemail PIN, see how to reset your voicemail PIN below.


Recording a personal greeting

How to create a new personal greeting using the desktop Skype for Business interface:

  1. In the Skype for Business desktop interface, select the Phone icon.
  2. Click on the Voice Mail Options button.
  3. Select Change Greetings.

How to create a new personal greeting by calling in using your phone:

  1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your extension if you're not calling from your KU number. Enter your voicemail PIN at the prompt.
  2. Say “Personal Options.”
  3. Follow the voice-prompts to record and save your message.
  4. When you are satisfied, you can hang up.

How to record a default greeting for when you are away:

It is possible to pre-record a greeting to use when you are away for an extended period of time. To do this, you have to access your voicemail options within mail.ku.edu. When you are away, you will have to save the preference to play the secondary message from within mail.ku.eduNote: If you have a voicemail call answering rule (phone tree) enabled, callers who reach your voicemail will not hear either of your voicemail greetings.

  1. Log in with your KU Online ID and password at mail.ku.edu.
  2. Select the gear icon in the upper right-hand corner, then choose Options.
  3. Select Phone in the left navigation.
  4. Scroll down to the greetings area, and select the radio button by Greeting that lets callers know you'll be away for an extended period of time.
  5. Then click Call me to play or record the selected greeting...
  6. The email associated with your number should appear in the box next to dial. Select dial.
    screenshot of voicemail option.
  7. You will receive a phone call made to the number associated with your email. When you pick up the call, you will be led through prompts to record the greeting.
  8. To activate the greeting, you will need to make sure the option is selected and click Save.
    screenshot of save button in advanced voicemail settings

How to reset your voicemail PIN:

You can reset your voicemail PIN, change voicemail preview, and notification settings, and view call answering rules at mail.ku.edu.

  1. Log in with your KU Online ID and password at mail.ku.edu.
  2. Select the gear icon in the upper right-hand corner, then choose Options.
  3. Select Phone in the left navigation to:
    • Reset your voicemail PIN
    • Change your Voicemail Greeting
    • Change Voicemail Preview settings
    • Change Notification preferences
    • Add a mobile number to receive text notifications at when you miss a call or receive a voice message

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Skype With The World

Do you have friends or family that use Skype for Business at other universities or organizations?

KU has open federation for Skype for Business, which means you can connect with friends and colleagues at more than 850 organizations around the world that also offer open federation. You can add a non-KU person at an open federation site to your contacts list and immediately begin a chat or S4B-to-S4B voice or video call. Check the Skype Directory to find organizations that have Skype for Business open federation.

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