21st February 2003
Product: IP Office Version: 1.3(x) and above Revision: 1.1
How to configure IP Office Voicemail Email Alerts.
Detailed below, describes how to configure the MAPI compliant mail client to send email alerts when new voicemails have been received.
There are a number of different ways that the Voicemail may have been installed and introduced into the existing network environment. It can be left in it’s own workgroup, or can be joined to the domain. A number of different installation options will be detailed, and the best possible option should be selected depending on the requirements and installation environment.
This Technical Tip assumes the following:
The Voicemail Email Alerts field of the Voicemail Tab, in the IP Office Users Profile has been correctly configured with the full SMTP address of the user, and that Email Alerts has been enabled. (See Note below)
The Voicemail Software has not yet been loaded. [If it has already been loaded, this Technical Tip may still be used, but pay particular attention to the Accounts being used].
The MAPI compliant email Software to be used has been installed on the PC that will be running the Voicemail Software.
Note 1:
Typically a 1-minute voicemail message equates to an approximately
1Mb file. The larger the file the greater the impact on the Exchange Server.
The settings chosen here are used as the default settings, which can be
overridden for a particular user if needed. Consideration should be given
to any attachment size restrictions on the Mail Server when deciding to
send an Alert, or a copy of the message.
Note 2:
The operating system used to describe the installation process, was
Microsoft Windows® 2000 Professional, using Microsoft Outlook ® 2000 and
Microsoft Outlook Express® 5.5. Some installation steps may differ depending
on the Operating system and Mail client used.
Voicemail Pro is used as the Voicemail Software. If Voicemail Lite is to be used, much of the document below remains applicable, however it may be necessary to leave the MAPI complaint email client open on the desktop in order for email messages to be sent.
The following installation scenarios will be detailed.
Voicemail Server is a member of a Workgroup
Configuring Outlook Express to send Email Alerts.
Configuring Outlook to send Email Alerts using Internet mail.
Configuring Outlook to connect to an Exchange Server, using a username on the domain.
Voicemail Server is a member of the Domain
Configuring Outlook to an Exchange Server
Pre Installation Requirements
The following steps should be taken prior to installing the Voicemail Server.
Logon to the Voicemail server as the Local Administrator, and create a new user. For the purposes of this document the name of the Account created will be called Voicemail. Replace this account name where necessary
Set a secure password
Uncheck the User must change password at next logon check box, and Check the password never expires checkbox.
Click Create when finished, and Close.
Right Click on the New Account, and select Properties.
Select the Member Of Tab.
Click Add.
In the Select Groups Window, Highlight Administrators, select Add and OK.
Logoff off the Voicemail Server.
Logon the Voicemail Server using the Voicemail Account and password.
Install the Voicemail Pro software, and choose the Voicemail Account when prompted. Reboot the PC when the installation has completed and you are prompted to do so.
Once the PC has rebooted, logon using the Voicemail Account.
Click on the Outlook Express Icon on the Quick Launch Task Bar to start the Configuration wizard.
In the Display Name Field enter Voicemail and Next.
At the Internet Email Address Window, choose I already have an email address option and enter an email address, for example voicemail@your_domain_name and click Next.
On the Email Servers Name screen, enter the name or IP address of the Incoming Mail Server, and the same for the Outgoing mail server and select Next.
[Please note, if you enter the Name of the Mail Server, you must ensure that the Voicemail PC has the correct IP address of the DNS Server configured].
On the Account Name window enter: Voicemail and password and leave the Save password box checked. Click Next.
Click Finish to complete the wizard.
Once Outlook Express has opened, on the Menu, select Tools - Options
On the General Tab
Uncheck - Send and Receive messages at Start up.
Uncheck - Check for new messages every XX minutes.
On the Send Tab [Optional - Recommended]
Uncheck - Save copy of Sent Message [Optional - Recommended can be enabled during initial set-up and troubleshooting of problems].
Check - Send Messages immediately [Mandatory].
Change the Mail Sending Format Radial button from HTML to Plain Text.
Using the above, it should now be possible to receive mail. Many mail servers do however have measures to stop ‘SPAM’ mail from being sent. Using the domain name email, and an IP Address that is part of the local Subnet should allow for SMTP messages to be sent in this manner.
To ensure correct operation, send a message to a user on the local domain. If this is received correctly, leave a voicemail for the user, and ensure that the message is sent.
All information in this document is subject to change without notice. Although the information is believed to be accurate, it is provided without guarantee of complete accuracy and without warranty of any kind. It is the user's responsibility to verify and test all information in this document. Avaya shall not be liable for any adverse outcomes resulting from the application of this document; the user must take full responsibility. Issued by: North America Tier IV Support Group Internet: http://www.avaya.com
You should briefly notice the message appearing in the Outbox, just before it is sent. Close Outlook Express and conduct the same Test. If the Service has started with the Voicemail username, the message email alert should be sent while Outlook Express is closed.
Follow the Pre Installation requirements as described above.
Please note for the installation of Outlook to work correctly, the following set-up process must be followed. Outlook can be configured in two methods. Using the Wizard, prior to completing the steps below will cause Outlook not to send the messages correctly.
Right Hand Mouse Click on the Outlook Icon on the Desktop and Select Properties.
Select Add.
Highlight Internet Email and Click Next to Start the Set-up Wizard.
On the Setup Mail Account, General Tab, in the name field enter Voicemail.
In the User Information field, enter the name Voicemail and the email address of voicemail@your_domain_name
On the Servers Tab, Incoming Mail and Outgoing Mail Fields, enter the Name or IP Address of the Mail Server.
Incoming Mail Server Account details. These details may be left blank, as Outlook will not be checking for Mail, however you can enter the Voicemail name and password.
On the Connection Tab, Select Connect using my LAN.
Select Apply and OK.
Select Next to continue the Set up process.
Accept the Default Path for the file creation.
Select Next, followed by Finish and the Close.
Double Click on the Outlook Icon on the Desktop to start Outlook.
At the Outlook setup screen select Next.
On the Email Service Option Screen, Select Internet Only and select Next.
Select Yes to register Outlook as the Default Manager.
When Outlook has opened, on the Menu bar, select Tools - Options
Choose the Mail Delivery Tab
Check - Send Messages Immediately when connected.
Uncheck - Check for New Messages.
Choose the Preferences Tab - Email Options [Optional].
Uncheck - Save Copies of messages in Sent Items Folder [Use this during initial setup and troubleshooting].
To ensure correct operation, send a message to a user on the local domain. If this is received correctly, leave a voicemail for the user, and ensure that the message is sent. You should notice the message appearing in the Outbox, just before it is sent. Close Outlook and conduct the same Test. If the Service has started with the Voicemail username, the message email alert should be sent while Outlook is closed.
This option may be configured if Outlook is to be configured to connect to the Exchange Server, using a valid username and password, while the Voicemail PC remains a member of a workgroup.
Create a New Mailbox on the Exchange Server i.e. Voicemail and assign it the same password as has been configured on the Voicemail PC.
Uncheck the User must Change password and Next Logon, and check the Password Never Expires option.
On the Voicemail PC, logon with the Voicemail Account.
Right hand Mouse click on The Outlook Icon on the Desktop and Select Properties.
Select Add, Highlight Microsoft Exchange, and Type in the Exchange Servers name in the Server field, and Voicemail in the Mailbox field.
Highlight the Profile, Properties, and Highlight Microsoft Exchange Server, select Properties, Click Check name and ensure the name is resolved.
If the name is resolved, select Apply, OK, Cancel and Close to shut the Mail settings.
Do not continue until the name has been correctly resolved with the Exchange Server. If the name is not correctly resolved, check the Exchange and Mail account details with the Exchange Administrator.
Open Outlook and select Yes to register Outlook as the Default Manager.
Once Outlook has opened, on the Menu bar, select Tools - Options
Choose the Preferences Tab - Email Options [Optional].
Uncheck - Save Copies of messages in Sent
Items Folder
[Use this during initial setup and troubleshooting].
To ensure correct operation, send a message to a user on the local domain. If this is received correctly, leave a voicemail for the user, and ensure that the message is sent. You should notice the message appearing in the Outbox, just before it is sent. Close
All information in this document is subject to change without notice. Although the information is believed to be accurate, it is provided without guarantee of complete accuracy and without warranty of any kind. It is the user's responsibility to verify and test all information in this document. Avaya shall not be liable for any adverse outcomes resulting from the application of this document; the user must take full responsibility. Issued by: North America Tier IV Support Group Internet: http://www.avaya.com
Outlook and conduct the same Test. If the Service has started with the Voicemail username, the message email alert will be sent while Outlook is closed.
Make sure that the PC that will be running the Integrated Messaging Server is a Member of the Domain.
In Windows NT, Right Hand Mouse Click Network Neighbourhood, and Select properties.
In Windows 2000 Right Hand Mouse Click My Computer, Select properties, and select the Network Identification Tab.
Note: To join the Domain you will need the use of an Account with Administrative permissions on the Domain. [Please consult the Domain Administrator].
Create an account called Voicemail account on the Domain and an associated Mailbox. Provide a secure password, and check "User Cannot Change Password", and "Password Never Expires" check boxes. [Please consult the Domain or Exchange Administrator for assistance as required].
On the Voicemail Pro PC, through Administrative Tools\ Computer Management\ Groups, Open Administrators, Select Add. In the Look In box, drop down and select the Domain name. In the Name Window locate and Highlight the Voicemail account, Click Add, followed by OK and OK to close.
Logoff the PC and log back on using the Voicemail Account and password.
Install the Voicemail Pro software, and choose the Voicemail Account when prompted. Reboot the PC when the installation has completed and you are prompted to do so.
Once the PC has rebooted, logon using the Voicemail Account.
On the Desktop, Right Hand Mouse Click on the Outlook Icon and select Properties to configure the Voicemail Account.
On the Mail Properties, General Screen, Click Add, Check the Microsoft Exchange Checkbox followed by Next.
Type in the Exchange Servers name in the Server field, and Voicemail in the Mailbox field and Next.
Select No when asked if you travel with this Computer and Click Next.
Click Finish.
Highlight the MS Exchange Settings, Click Properties.
Highlight Microsoft Exchange Server, Click Properties.
Click Check name and ensure the name is resolved.
If the name is resolved, select Apply, OK, OK and Close to shut the Mail settings.
Do not continue until the name has been correctly resolved with the Exchange Server. If the name is not correctly resolved, check the Exchange and Mail account details with the Exchange Administrator.
Open Outlook and select Yes to register Outlook as the Default Manager.
Once Outlook has opened, on the Menu bar, select Tools - Options.
Choose the Preferences Tab - Email Options [Optional].
Uncheck - Save Copies of messages in Sent
Items Folder
[Use this during initial setup and troubleshooting].