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Advanced Voicemail Settings

How to view missed calls in the Skype for Business desktop interface:

  1. In the Skype for Business desktop interface, select the messages icon.
  2. Under Voice Mail, all messages will be listed.

How to record an out of office message:

Setting up an alternative message for when you are out of office is still available, but the option is within To record and set an out of office message:

  1. Log into using your KU Online ID and password.
  2. Click on the gear icon, then choose options.
  3. Select phone in the left navigation.
  4. Select Call me to play or record the selected greeting...
    Greetings from within Outlook Web App
  5. Enter the phone number that you can be reached at and select Dial.
  6. Answer the call and follow the prompts to record the message.

How to switch to a recorded out of office message:

  1. Log into using your KU Online ID and password.
  2. Click on the gear icon, then choose options.
  3. Select phone in the left navigation.
  4. Select Greeting that lets callers you'll be away for an extended period of time.
  5. Select Save.

How to receive a text notification for voicemail messages:

  1. Log into using your KU Online ID and password.
  2. Click on the gear icon, then choose options.
  3. Select phone in the left navigation.
  4. Click on set up notifications under the Notifications section.
  5. Select your locale and your mobile operator and click Next.
  6. Enter your mobile number and click Next.
  7. Enter the passcode that was sent to your mobile via text, then click Finish.
  8. In the menu below Notifications, select either I only want to receive text message notifications when I have voice messages, or I want to receive text notifications about missed calls and voice messages.
  9. Click Save.

How to set up a phone tree when someone reaches your voicemail:

Note: Setting up and implementing a voicemail phone tree will override any custom voicemail greeting that you have recorded. At this time, it is not possible to have both a custom recorded greeting and the system-generated options for a caller to be redirected to another number by entering a number.

  1. Using Internet Explorer, log in to If you want to set up these options for a department or group number, you will need to log in as the department account. Contact your tech support if you need help logging in.
  2. Click on the gear icon on the top right and select Options.
    picture showing voicemail options
  3. Under options go to Phone.
  4. Under Voice mail and call answering rules select the plus sign to create a new rule.
    voicemail options
  5. New Call Answering Rule
    1. Give the rule a name, for example "Default Rule".
    2. Choose when you want to rule to go into effect. Options are:
      1. My automatic replies are turned on...
      2. My schedule shows that I am...
        1. Free
        2. Tentative
        3. Busy
        4. Away
      3. The caller calls me at...
        1. If you have multiple accounts, you could choose one.
      4. Its' during this period...
        1. Working hours (Working hours must be set up in Outlook)
        2. Outside working hours (Working hours must be set up in Outlook)
        3. The following period (specify days and times)
      5. The caller is...
        1. Enter a phone number
        2. In my contacts folder (in Outlook)
        3. Among these people (select people from Outlook contacts)
      6. Apply to all calls (applies the rule to all calls that reach your voicemail).
    3. Choose what you want to have happen. Under "Do the following:," select Provide the caller with these options.
      1. Click on Transfer call.
        1. By For:,  enter the person's or group's name (which will be spoken using text to speech).
        2. Using the Press the key: drop-down, choose the number option.
        3. By Phone number:, enter 4 and the 4-digit internal extension to transfer to (4####).
        4. Or choose a contact from your Outlook contacts.
      2. Choose Save.
      3. Set up any other options
      4. Note: # will always be the default for leave a message. If you remove it, the caller will keep hearing the options until they eventually hang up.
    4. When you are done make sure you not only select Save on the New call answering rule window, but also select Save on the voice mail page as well.

Managing email and meetings with Skype for Business Phone Service

With Skype for Business Phone Service, you can call in and listen to your email messages and meetings from your calendar.

  1. Call the Outlook Voice Access number, 785-864-1900.
  2. Enter your voicemail PIN at the prompt.
  3. For email:
    • Say “Email” to hear a listing of your email messages and have them read to you.
    • For each message, you can say: Play, Next, Delete message, Reply, Reply all, Mark as Unread, Next Unread, Previous, Play Header, Call the Sender, Forward Message, Flag for Follow Up, Find by Name, Delete Conversation, or Hide Conversation
  4. For Calendar:
    • Say “Calendar” and the day (for example, “Calendar for tomorrow”) to hear a listing of your meetings and details.
    • For each meeting, you can say: Next, Cancel Meeting, Meeting Details, Play Header, Clear My Calendar, Attendance Details, Previous, First, Last, Next Day
  5. Say Main Menu to exit and return to the main menu.

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Skype for Business Information for Mac Users

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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