# Forward Voice Mail to E-mail
(Embedded Voice Mail)

## Overview

This feature allows users to forward voice messages, including Record-A-Call messages, to an Email address. Users can choose to manually forward voice messages, or automatically forward all voice messages. Users can also choose which Email sender's address will be used when voice messages are forwarded: Voicemail Default (determined by the EMEM system) OR System Default (Sender's Address field configured in the System Options form). Messages with the "Voicemail Default" sender's address are often classified as spam and are blocked by most Email servers. Selecting "System Default" allows the user to place the address on a firewall allow-list -- preventing Email messages from being treated as spam and ensuring their successful delivery.

NOTE: Delivery may take a while for long messages.

Once the feature is enabled, administrators manage this feature using the System Administration Tool, or the Group Administration Tool. Users can manage this feature using the Desktop Tool (when available) or the telephone interface.

Voice mails are sent as a Windows waveform (. wav) attachment to an Email. This Email is encoded in a Windows-compatible codec format. If a message is sent to multiple recipients, the system sends one Email addressed to multiple recipients (instead of one Email per recipient). The Email has the following format:

- From line: <<sender mailbox number>@<ICP DNS/IP address>>
  - or -
  < Sender's Address configured in the System Options form >

- Subject line: Voice Message <Node ID>@<mailbox number>
  - or -
  Voice Mail Message (Record-A-Call)

- Message text: This Email contains a voice message. Double click on the attached file to listen.

NOTE: The Email text is always in English.

Forward to Email has been tested with the following Email formats/servers, provided the SMTP server accepts connections on port 25 without authentication:

- Standard SMTP

- Lotus Notes

- Microsoft Exchange

- MSN Hotmail

- Yahoo! Mail

### Large messages

- Delivery may take a while for long messages.

- Large messages may not be delivered if the receiving Email server is not configured to accept such messages.

### Message receipts

- If "Delete After Forwarding" is disabled, the receipt (when requested) is sent after the user listens to/deletes the message.

- If "Delete After Forwarding" is enabled, the receipt (when requested) is sent when the message is forwarded to Email.

## Conditions and Feature Interactions

- Applies only to Extension and Message Only voice mailboxes.

- Users can use the Desktop Tool to program this feature if:

- their mailbox number is the same as their extension number.

- their mailbox resides on the same primary node as their extension.

- Visual Voice Mail does not support Forward to Email (must use telephone interface).

- Users can forward messages to only one Email address at a time. To forward a message to multiple recipients, set up a Broadcast Group
  A directory number programmed to appear on multiple devices constitutes a broadcast group. There are two types of broadcast groups: Non-Prime Line and Prime Line. A Non-Prime Line group is a directory number programmed on one or more devices that is not the prime line on any device. A Prime Line group is a directory number programmed on button 0 of a phone. Server-based variants of MiVoice Business that use x86 processors, MiVoice Business for Industry Standard Servers MCD-ISS), Multi-instance MiVoice Business, and Virtual MiVoice Business, up to 250 appearances of the directory number can appear on one or more devices. For all other 3300 ICP/MiVoice Business call control platforms, up to 32 appearances of the directory number may appear on one or more devices. on the Email server and then use the Email address of the group as the destination.

- 3300 ICP controllers support non-secure ClearText, STARTTLS, and SSL/TLS connection types.

- Container-based MiVoice Business (cMiVB) supports only STARTTLS and SSL/TLS connection types.

- Container-based MiVoice Business (cMiVB) does not support the ClearText connection type.

## Programming

To enable the Forward to Email feature for the system, perform the following steps for each node in the network/cluster:

1. System Options form

- Enter the sender's email address password in the "Email - Sender's Address Password" field.

- Enter the IP address or FQDN of the default Email server in the "Email server" field.

- Enter the return email address for the server specified above in the "Email - Sender's Address" field.

- Specify the server connection type in the "Email Server Connection Type" list box.

2. Controller Registry form

3. Enter whether IPv4 or FQDN should be used for the local address in the "IP Local Address (ipv4/fqdn)" field.

NOTE: The FQDN must be resolvable. Otherwise, the IP trunks and IP sets will not register after a system reboot.

3. VM Options form

- Select the Email Sender's Address to be used: System Default (configured in the System Options form) or Voicemail Default.

4. VM Network Servers

- Enter the DNS name of the controller. (For single-system configurations only; not required for networked voice mail.

5. For each user, enable Forward to Email using the VM Mailboxes ( ) or User and Services Configuration form ( ).

6. Make sure that your local Email server is set to accept Email from this node, and that attachments are allowed. See your Email server documentation for more information.

NOTES

- When "Delete After Forwarding" is enabled, messages are only deleted after successful delivery to the destination Email server. The Message Waiting Indicator light turns on when the voice message is received in the voice mailbox, and turns off when the message is deleted from the voice mailbox.

- When "Delete after Forwarding" is disabled, your telephone's message waiting indicator continues to flash even after the message is forwarded to Email. To ensure that your mailbox does not fill up (which prevents new messages from being left), periodically access your mailbox and discard unneeded messages.

## Operation

### To enable Forward to Email from the Desktop Tool:

NOTE: This option is not available in a centralized (clustered) Networked Voice Mail configuration.

1. Access the Desktop Tool.

2. Select "Manage my Voice Mail Application" from the drop-down menu.

3. Enter the destination Email address.

4. To automatically forward all voice messages, set "Messages Forwarded" to "Always".

5. If you want messages to be automatically deleted after you forward them, set "Delete after Forwarding" to "Yes".

   NOTES

   - When "Delete After Forwarding" is enabled, messages are only deleted after successful delivery to the destination Email server. The Message Waiting Indicator light turns on when the voice message is received in the voice mailbox, and turns off when the message is deleted from the voice mailbox.

   - When "Delete after Forwarding" is disabled, your telephone's message waiting indicator continues to flash even after the message is forwarded to Email. To ensure that your mailbox does not fill up (which prevents new messages from being left), periodically access your mailbox and discard unneeded messages.

6. Click "Save". A test Email is sent to the Email address you entered.

NOTE: When Messages Forwarded is set to Always and Delete After Forwarding is disabled, any new forwarded message will turn on the Message Waiting Indicator on your phone. To turn off the indicator, access your voice mailbox and save or delete the forwarded messages.

### To change your Forward to Email options from a telephone:

If the destination Email address is not programmed, you cannot change any of these options. The Email address can be programmed from the Desktop Tool (user), the Group Administration Tool (administrator) or the System Administration Tool (administrator).

1. Access your voice mailbox.

2. Press [8] for the User Options menu.

3. Press [2] for the Additional Options menu.

4. Press [3] for the Forward to Email menu.

5. Press [1] to enable Always Forward to Email, or [2] to disable it.

6. Press [1] to enable Delete After Forwarding, or [2] to disable it.

NOTES

- When "Delete After Forwarding" is enabled, messages are only deleted after successful delivery to the destination Email server. The Message Waiting Indicator light turns on when the voice message is received in the voice mailbox, and turns off when the message is deleted from the voice mailbox.

- When "Delete after Forwarding" is disabled, your telephone's message waiting indicator continues to flash even after the message is forwarded to Email. To ensure that your mailbox does not fill up (which prevents new messages from being left), periodically access your mailbox and discard unneeded messages.

- When Always Forward to Email is enabled and Delete After Forwarding is disabled, any new forwarded message will turn on the Message Waiting Indicator on your phone. To turn off the indicator, access your voice mailbox and save or delete the forwarded messages.

To manually forward a voice mail to an Email address:

1. Access your voice mailbox.

2. Listen to a voice message.

3. Press [4] for the Give or Forward menu.

4. Press [3] for the Email menu.

5. The message is sent to Email address specified when enabling Forward to Email.

NOTES

- When "Delete After Forwarding" is enabled, messages are only deleted after successful delivery to the destination Email server. The Message Waiting Indicator light turns on when the voice message is received in the voice mailbox, and turns off when the message is deleted from the voice mailbox.

- When "Delete after Forwarding" is disabled, your telephone's message waiting indicator continues to flash even after the message is forwarded to Email. To ensure that your mailbox does not fill up (which prevents new messages from being left), periodically access your mailbox and discard unneeded messages.

Related Topics

- About Voice Mail

- Programming Embedded Voice Mail