Phone Replacement Project to Replace Old PBX Phones

Unified MessagingWith the recent completion of the Unified Messaging/Voice Mail Replacement project, OIT is now launching a long-term project to implement an updated phone system. The objective of the Phone Replacement Project is to replace the current campus telephone system (PBX), which has been in service for over 20 years.  Continue reading Phone Replacement Project to Replace Old PBX Phones

You Can Still Use Your Phone to Check Voicemail

Exchange Unified Messaging Tips & TricksAlthough many SMU users appreciate the ability to receive missed call notifications and voice mail recordings and transcriptions via their email, several users have expressed a preference for checking voicemail “on the phone,” including those in public settings who enjoy the added security of listening to personal messages using a handset or mobile phone. Here is how to use both: Continue reading You Can Still Use Your Phone to Check Voicemail

Adding a Collaborator in Box

Box@SMU Tips & Tricks
Box@SMU provides the ability to invite other users or collaborators to share and edit content in your Box account. There are some parameters to be observed in the early deployment stages at SMU.

Inviting a collaborator

To invite a collaborator who does not have an SMU account:

  1. Open the folder, select “Invite People.”Box Invite People
  2. Enter the user’s email address and level of access. If the user does not have a Box account, they will receive an invitation to create a free account.

To invite a collaborator at SMU:

  1. Open the folder, select “Invite People.”Box Invite People
  2. Enter the user’s last name. If the user’s full name and email appear in the drop down list below, they have already logged in to Box.Box Invite People
  3. Select their name and level of access.Box Roles
Please note: If an SMU user’s name does not appear after typing in the last name, they have likely not logged in to Box and you must enter them manually. It is very important to use your @smu.edu address (alias@smu.edu). Any other SMU email domain (@mail.smu.edu, @cox, @lyle etc.) will not work!

Receiving an invitation

If you receive an invitation to collaborate from an outside user and do not see the folder after you accept the invitation, it’s likely that they invited you using your older address (@mail.smu.edu, @cox, etc.) and not your default SMU address (@smu.edu). For the time being, please use one of these two workarounds:

If you receive an invitation to collaborate from an outside user and do not see the folder after you accept the invitation, it’s likely that they invited you using your older address (@mail.smu.edu, @cox, etc.) and not your default SMU address (@smu.edu). For the time being, please use one of these two workarounds:

Workaround 1

  1. Login to Box
  2. Click your name in upper right
  3. Click Account Settings.
  4. Under Login and Email Addresses, click Add More Emails.
  5. Enter your Send-As address and click Save.
  6. You will receive an email asking to confirm the new address. Confirm the address by click the link in the email.

Workaround 2

  1. Ask the folder owner to send a new invite using your @smu.edu address.

We plan to resolve this issue in the near future. If you encounter any problems accessing resources in Box, please contact the OIT Help Desk and we will be glad to help!

How to remove voice mail transcriptions from Unified Messaging Voice Mail

Exchange Unified Messaging Tips & Tricks
The new campus voice mail service (Exchange Unified Messaging) has a feature which provides text transcriptions of voice mail messages to the Inbox by default. The accuracy of these text transcriptions may suffer for callers with accents, or poor quality calls (e..g, cell phone callers with bad reception).

Voice Mail Preview isn't available for this message.We expect the accuracy of these transcriptions to improve when we upgrade the system within the coming months. However, some users may wish to opt out of text transcriptions and check their voice mail by either playing the audio attachment or by dialing into the system at extension 88673. Here is how to disable the transcription feature:

 

  1. Login to webmail.smu.edu. Click the gear icon, click Options, then click General, then click Voice Mail Preview.
    -or-
    Open Outlook, click File Manage Voice Mail.
  2. Under Voice Mail Preview, uncheck “Include preview text with voice messages I receive”.
  3. Click Save.
Updated 07/10/2017: Include updated instructions for the new system.

UM Voice Mail: Where is my PIN notification?

Exchange Unified Messaging Tips & Tricks
As we continue the roll out of our voice mail replacement solution (Microsoft Exchange Unified Messaging, or UM for short) to faculty and staff, a few users have reported that they have not received the PIN notification once their mailbox is set up for UM voice mail.

If you encounter this issue, the first place you should check is your Junk Email folder or Deleted Items. If you still can’t find your message, a rule in your Inbox might be preventing these messages from getting through.

  1. Go to webmail.smu.edu and log in to your email account.
  2. In the upper-right corner, click the gear icon, then click Options.
  3. On the left side, click Inbox and Sweep Rules to see your Inbox Rules.
  4. If you see a rule named “Microsoft Outlook” and you don’t know what it’s for, either disable or delete the rule.
  5.  Next, select General – Voice Mail – Reset PIN, then click “Reset my voice mail PIN” in order to assign yourself a PIN. You can also contact the OIT Help Desk to have your PIN reset.

You should now receive your PIN notification message!

Updated 07/10/2017: Include updated instructions for the new system.

Box Departmental Storage Coming

BoxBeginning February 15, we will be accepting requests for departmental storage using Box. With Box, departments will have unlimited storage on the cloud system to collaborate and share files. These departmental folders will show up in your Box space and will be designated by a blue folder icon.

Box.com Collaborated folderTo request a departmental folder in Box, please contact the OIT Help Desk at help@smu.edu. We will need to know your department or school, the preferred name for your folder, and those individuals who will require access. It’s important to note that Box uses “waterfall” permissions; this means that users can be added to subfolders without impacting the top-level permissions, but permissions granted at the top level cannot be revoked from subfolders! Please keep this in mind when requesting a resource, and add only the minimum required users to your top-level folder. You can always add additional users to your subfolders later.

For additional information on managing folders in Box, please see Folder And Subfolder Permissions.

OIT will soon provide guidance on migration of data from Locker.SMU and BStore.SMU to Box. Stay tuned!

How to record a greeting for a secondary extension in Unified Messaging

Exchange Unified Messaging Tips & Tricks
Some SMU users have multiple extensions assigned to their personal mailbox for Unified Messaging Voice Mail. The secondary extension could be a department number or resource phone. By default, the same voicemail message will be played for all extensions assigned to a mailbox.

Here is how to record a unique greeting for a secondary extension:

To get started:

In Microsoft Outlook: In Webmail:
  1. Click File -> Manage Voice Mail
  2. Log on via the web interface.
  3. Follow the instructions below.
  1. From Webmail, click Options -> See all Options.
  2. Click Phone.
  3. Follow the instructions below.

To change the greeting:

  1. Under Call Answering Rules, click New Rule.
  2. Enter a name for the rule.
  3. Under Add conditions, select “If the caller dialed my phone extension…”, and select your secondary extension.
  4. Keep the default action, and click “Call the Play on Phone number to play or record a greeting for this call answering rule…”.
  5. Click Yes to save the call answering rule.

You will receive a call which will prompt you to leave a voice mail message. Be sure to include “press pound to leave a message”; this is a requirement for secondary extensions.

If you would like to switch your primary and secondary extensions, please email help@smu.edu to create a help desk ticket.

How to reset your PIN in the new voicemail system

Exchange Unified Messaging Tips & Tricks
When enabled for our new voicemail system (Microsoft Exchange Unified Messaging, or UM), you received a notification email with a temporary PIN. This PIN allows you to access to the voicemail system. If you are a new user, you will need to change it when you first log in to the system.

What happens if you lose your PIN, or misplace the notification email?

There are two options for PIN recovery. 

Please note that the following options are not available for departmental accounts. Please contact the OIT Help Desk to reset a departmental account PIN.

In Microsoft Outlook:

  1. Outlook's Manage VoicemailClick File -> Manage Voice Mail and logon to the web interface.
  2. Click Reset PIN -> “Reset My Voice Mail PIN”, then click “OK”

You will receive an email with a new temporary PIN.

In Webmail:

You can get to the same screen above by logging on to webmail.smu.edu/owa.

  1. Click the gear icon, then click Options.
  2. Click General, then click Reset PIN.
  3. Click “Reset My Voice Mail PIN”, then click “OK”

You will receive an email with a new temporary PIN.

When you receive your temporary 4-digit PIN, call 214-768-8673 and enter your 5-digit telephone extension. You will be prompted to create a new PIN.

Updated 07/10/2017: Include updated instructions for the new system.

How do I change my greeting in the voice mail system?

Exchange Unified Messaging Tips & Tricks
Campus voice mail is provided by Microsoft Exchange Unified Messaging (UM). A common question is, “How do I record a custom voice mail greeting?” UM offers a few options, including allowing separate greetings for when you are away from the office.

Please note: The online option (Outlook/Webmail) is not available for departmental (shared) accounts. These accounts must always be updated by phone. If you cannot recall your PIN, please contact the OIT Help Desk and a temporary PIN will be generated for you.

To change your greeting:

In Microsoft Outlook:

  1. Click File -> Manage Voice Mail, and logon to the web interface.
  2. Click Greetings
  3. Click “Call me to play or record the selected greeting…”
  4. Enter your phone number and click “Call.”
  5. You will receive a call which will allow you to record your greeting.

There are multiple other configuration options available from this screen as well.

In Webmail:

You can get to the same screen above by logging on to webmail.smu.edu/owa.

  1. Click the gear icon -> options.
  2. Click Greetings.
  3. Click “Call me to play or record the selected greeting…”
  4. Enter your phone number and click “Call.”
  5. You will receive a call which will allow you to record your greeting.

Via Phone:

You can also change your greeting by phone.

  1. Call 214-768-8673.
  2. Enter your 5-digit extension and your PIN, and then say “personal options” at the voice prompt.
  3. Press 2 and you can record your new greeting.

The prompts will walk you through these steps when you dial the number.

Updated 07/10/2017: Include updated instructions for the new system.