Unified Messaging Users Guide

General Information | FAQ | User's Guide

Set up

Using Features

Modify Calendar

Access Directory

Change pin or name

Modifying default properties

Option Descriptions

Customer Support



Unified Messaging allows you to use a telephone at any location to access your Outlook email, contacts, and calendar information.


With Unified Messaging, you can use Outlook Voice Access to:

  • Listen to new email and voicemail messages by phone or through your Outlook email.
  • Forward, reply, save, and delete email and voicemail messages.
  • Interact with your calendar in multiple ways by phone.
  • Locate a person in Outlook and send a message by phone.
  • Change your PIN, spoken name, or greetings by phone.


Setting Up Outlook Voice Access

The following steps highlight setup options after you have been migrated to your new Unified Messaging account:

  1. To access your new voicemail box, press the Messages button. Enter your temporary PIN


  1. Press the # key. You will be prompted to change your temporary PIN, record your name, and create a

personal voicemail greeting.

  1. Follow the Outlook Voice Access Attendant instructions to access Outlook Voice Access features. The

attendant will announce available options.


Using Unified Messaging Features

Outlook Voice Access provides both a touch-tone user interface and a voice-automated user interface. The voice interface is the default.

To change to the touch-tone interface, press any key and you will be prompted to make the change. You can switch to the touch-tone

interface permanently by accessing the Personal Options menu.


Voicemail Through Email

Voicemail messages will appear as Outlook email messages, but will have the words "Voicemail from . . ." in the subject line.


  1. Click the message to open.
  2. In the open message, you will see an audio player like this:


  1. Click the Play button to play the message.


If your circumstances make it inappropriate to listen to the message on your computer speaker, you can click the Play Message on

Phone button and enter the number of your cell phone or another phone. That phone will ring and when you answer you will hear the message.


You can forward, reply to, and delete a voicemail in Outlook just as you would any other Outlook message. You can modify the default voicemail box as explained in the "Change your voicemail preferences" section.


If you have Outlook rules that move messages to various folders as they arrive, Unified Messaging will not read them unless they arrive to the default folder.


Access and Modify Outlook Calendar by Phone

  1. Press the Messages button on your phone or—if away from your own phone—dial (210) 458-8330 and enter your extension (#-####).
  2. Enter your PIN followed by #.
  3. Say Calendar or Calendar for Today.
  4. If you say only Calendar you can access your calendar items for other days.
  5. Follow the voice prompts to get and interact with your Outlook calendar items.


Access Directory and Contacts by Phone

  1. 1. Press the Messages button on your phone or—if away from your own phone—dial (210) 458-8330 and enter your extension (#-####).
  2. Enter your PIN followed by #.
  3. Say "Personal Contacts" or "Directory."
  4. Follow the voice prompts to find, send a message to, or call the person.


Change PIN, Spoken Name, or Greetings by Phone

  1. Press the Messages button on your phone or—if away from your own phone—dial (210) 458-8330 and enter your extension (#-####).
  2. Enter your PIN followed by #.
  3. Say "Personal Options."
  4. Follow the voice prompts to change your personal options.


Modifying Default Voicemail Properties


Voicemail Options can be edited from your email client or Webmail.




  1. Open Internet Explorer. (Only works in Internet Explorer.)
  2. Navigate to http://utsa.edu, and enter you six-digit UTSA ID and passphrase.
  3. Select the gear icon at the top right of the screen, then select options. See Options Descriptions below.



  1. From the Outlook toolbar select Options then Voicemail.
  2. If you are prompted for your username and password, enter your UTSA ID and your UTSA passphrase.
  3. Select OK.


Options Descriptions


Telephone Access Numbers: The number that you use to reach Outlook Voice Access from your telephone. This number is created by the system and can't be changed.


Reset PIN: If you forget your Outlook Voice Access PIN, you can reset it by clicking the Reset PIN button. Resetting your PIN removes your current PIN, creates a new randomly-generated PIN, and sends you an email message with the new PIN. You must change your PIN five times before you can re-use your original PIN.


Change Folder: By default, Outlook Voice Access reads new email from your Outlook Inbox folder. Selecting the Change Folder button lets you choose another folder. Outlook Voice Access will then read from that folder instead of from the Inbox folder.


Play on Phone Number: You can set a phone number that will route a voicemail message to a telephone. This is useful for listening to your voicemail on your telephone in situations when it would not be prudent to listen to the message on your computer's speakers. Each voicemail message has a Play on Phone button to play the message from your phone through an audio player.


Choose the Greeting to Play to Callers: You can choose between two voicemail greetings. Selecting the Voicemail greeting radio button uses the default greeting that you created when you first logged into the Outlook Voice Access system. Selecting the Out of Office voice greeting radio button plays an optional voicemail greeting that you create for use when you are out of the office.


Call: You use the Call button to access the Outlook Voice Access system to re-record your greetings. Selecting the Call button displays a dialog box that you use to dial your work extension. Selecting the Dial button will connect you directly to your desk phone. The Outlook Voice Access assistant will prompt you though the message recording process.


Send an Email Message to My Inbox When I Miss a Phone Call: By default, all incoming phone calls create an entry in your Inbox even if the caller does not leave a message. If you do not want an entry for missed calls, de-select the check box next to this property.



Customer Support


For technical support or additional questions about this service, please:


  • Self Service Portal

(Special Note: When accessing the OITConnect Portal using your desktop or laptop computer, ensure you are connected to the UTSA network or connect through the VPN. For VPN instructions, click here. )




  • Call the OIT help desk at 210-458-5555.

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