Outlook Voicemail Applet Support                       

The following allows staff and faculty of Algonquin College to install an Microsoft Outlook Applet, that will allow you to listen to Voicemails from within the Outlook email client, and not use a third party application, such as Windows Media Player. This applet is only designed for Outlook 2007 and not Outlook Web Access (OWA or OWA Light).
To start, you will need to download the actual applet. You can do so by going to the following website.

When surfing to the above link, you will get the following security pop-ups.





Please click on RUN for both security pop-ups to start the installation procedure.

At the start of the installation, you will get a pop-up to extract the compressed files.

Please click BROWSE button, and select the Desktop as the save point and click OK.

Once you click OK you will return to the previous screen with the DESKTOP as the save point.

Click on the UNZIP button to proceed. You should get the following pop-up of successful completion.

Click on the CLOSE button to exit the decompress utility.

On the desktop, you should see a new folder with the name “CiscoUnity.VMO7.0.2”. Double click on this folder. You will see several folders which represent various languages supported.

Please find ENG for English, and double click on that folder. Double click on the VIEWMAIL installation icon to proceed with the installation of this applet.

Click on NEXT to start the installation
Click on NEXT to accept the default directory for installation
Click on FINISH to finalize the installation. The applet is now installed.



Please launch Outlook, as the next steps will show the usage of the applet.

When Outlook is open, click on TOOLS then click on VIEWMAIL OPTIONS. This will open a configuration pop-up window.

Under the GENERAL tab, please set your extension number and enter https://voicemail.algonquincollege.com/ciscopca/logon.do as the server name.

Under the RECORD tab, please select the device you use for recording. You can have multiple options here depending on how many recording devices you have.
By default, PHONE will be listed. If that’s the only option you have, this signifies you don’t have any microphones attached to your computer. If you have a microphone, or a webcam (with built-in microphone) those options will be presented in the drop down menu.

When PHONE is selected, that means any anytime a recording device is required, your Cisco IP Phone will be used. The system will call your phone, and request any recordings needed.

When any other device is selected, that means anytime a recording device is required, the selected device will be used. Please make sure your devices are properly configured.

Under the PLAYBACK tab, please select the device you use for playing back. You can have multiple options here depending on how many playback devices you have.
By default, PHONE will be listed. If that’s the only option you have, this signifies you don’t have any speakers attached to your computer. If you have speakers that option will be presented in the drop down menu.

When PHONE is selected, that means anytime a playback device is required, your Cisco IP Phone will be used. The system will call your phone, and play the message.

When any other device is selected, that means anytime a recording device is required, the selected device will be used. Please make sure your devices are properly configured.

Under the SECURE MESSAGING tab, please enter the following information.

At this point, the configuration is complete. Please click on APPLY then click OK to save and exit the configuration screen.
Now that the applet is properly configured, we can go over the various options on how to use the applet to your advantage.
The first step is to pull up an email that has a voicemail attachment to it. The email will look like this.

Pressing the icon will play the voicemail based on the settings selected within the configuration screen.

• If Speakers was selected, you should hear the voicemail via speakers.

When listening to all new voicemail messages via Outlook, the new message indicator light on the Cisco IP Phone will turn off. This applet interfaces with Unity-5.
If you right click on the voicemail email and select unread from the context menu, the voicemail will be new again, and the light on the Cisco IP Phone will come on.

You can send Voicemails using Outlook as well. We can start by clicking ACTIONS drop down menu,
then selecting NEW VOICE MESSAGE.

Pressing the icon will record the voicemail based on the settings selected within the configuration screen.

• If Microphone was selected, you should record the voicemail via microphone.
• If Phone was selected, the system would call your phone and record the message. You can answer the phone via handset or use speaker phone mode.
  

When receiving, sending or replying to Voicemail via Outlook, you have additional settings control without having to go into the VIEWMAIL Configuration Screen. This is accomplished as follows.

Click on the  icon, and the following options will appear as a drop down menu. From this menu, you can modify the settings for playback and recording devices with ease.