Voice Mail/Unified Communications Service - Faculty & Staff
NDSU is served by advanced voice mail and unified communications systems which includes Avaya’s Aura Messaging platform. It is an IP and SIP-based solution that is scalable and includes enterprise-class features and resiliency. Avaya is recognized as a leader in this area and Aura Messaging is its next-generation unified messaging product.
This NDSU service provides you flexible voice mail management from easy to use interfaces; allows you to receive important calls on the medium of your choice and when you need to receive them; alerts you to new messages; has advanced speech recognition features; provides in-bound faxing to your email account; and allows voice messages to be managed via Microsoft Outlook.
Benefits and Features
- Unified Communications - listen to voice mail messages via NDSU Outlook and smartphones
- Visual Voicemail - access, compose, and manage your voicemail from a web browser
- Easy to Use Telephone Interface - when dialing in the system utilizes the same command structure as most cellular providers (7 to delete, 9 to save, etc.)
- Multiple Greeting - use a variety of voice mail greetings to meet your needs (e.g. away from desk, on vacation, etc.)
- Notify Me - receive notifications of new voice mail messages in your email box, listen to voice mail messages on your computer, and receive text message notifications of new voice mail messages
- Reach Me - automated assistant that allows call forwarding to three possible telephone numbers based on rules you set
- In-Bound Faxing to Email - receive faxes through your office telephone number and retrieve them via your email box
- Outbound Faxing via Desktop - from a Windows computer fax any document that can be printed
- Voice Recognition - say names to forward voice mail messages rather than keying in extensions
- Self Administration - ability to change many voice mail settings via a web portal
- Emergency Broadcast Messaging - the Campus Emergency Notification System (CENS) makes use of the system broadcast features of Aura Messaging to provide a message to all NDSU mailboxes in a short period of time
Please contact your Telephone Administrator if you have recently started at NDSU or changed departments. He or she can work through the process of establishing your telephone number, long distance authorization code, voice mailbox configuration, and other features you may need.
Once your Telephone Administrator has confirmed your Aura Messaging mailbox is set up, the following is important information for your reference:
- Dial 1-9100 to access the Avaya Aura Messaging system telephone user interface
- Your mailbox number is typically your campus extension (1-nnnn)
- Your initial mailbox password will be 2580
- When you log into your new Aura Messaging mailbox via the telephone user interface for the first time, there will be a tutorial to walk you through the set up of your greetings, permanent password, etc.
- After setting your mailbox up you may also want to log into the Avaya Aura Messaging web portal to configure fax, Reach Me, Notify Me, and other settings. You will need to use the new password that you set up above
Getting Help and Service Availability
If you are experiencing voice mail/unified communications trouble or need other assistance, please contact your Telephone Administrator. For emergency situations please contact Telecommunications and Emergency Technologies.
In addition, the How To Use this Service section below provides documents for setting up and using many of the voice mail and unified communications features provided in the Avaya Aura Messaging system.
Ordering, Changing, or Stopping Service
Please contact your Telephone Administrator if you would like to change a service, add a new feature, stop a service, etc. She or he will work through the process and make sure you have everything that you may need.
Voice mail/unified communications services are available 24x7. Support for moves, adds, and changes takes place during regular business hours while maintenance and resolution of major troubles and outages is provided 24x7.
How to Use this Service
The following are documents that are helpful for this service:
|NDSU Aura Messaging from Any Phone||Quick reference guide on how to use Avaya's Aura Messaging at NDSU|
|NDSU Aura Messaging Web User Preferences||Quick reference guide on how to set up Avaya Aura Messaging's advanced features via web portal|
|Avaya Aura Messaging Quick Reference||List of commands for Aura Messaging while using the telephone set|
Self-Administration of Voice Mail Features
- Dial 1-9100 (701-231-9100) to access the Avaya Aura Messaging system via the telephone user interface (menu prompts are available to help you configure various settings, listen to and manage messages, etc.)
- Avaya Aura Messaging provides a number of settings that you can administer via the Avaya Aura Messaging web portal
- More details can be found in the Aura Messaging Web User Preferences Quick Reference Guide
Web Access to the Voice Mail System
- From any web browser that supports Flash (iPhones and iPads do not) go to the following URL: Avaya Aura Messaging web portal
- More details can be found in the Aura Messaging Web User Preferences Quick Reference Guide
Using Any Telephone to Access the Voice Mail Systen
- Dial 1-9100 (701-231-9100) to access Avaya Aura Messaging's telephone user interface
- Using Voice Mail from Any Telephone - Aura Messaging Quick Reference Guide - particularly page 2 Summary of Avaya Aura Messaging Telephone Commands
Voice Mail Integration with Microsoft Outlook and Smartphone Email
In order to receive voice mail messages via your NDSU Outlook account, you will need to configure the Notify Me feature in the Aura Messaging web portal. Use your NDSU Outlook email address and select the check box INCLUDE THE RECORDING. With this feature each voice mail message you receive triggers an email notice with an attached voice mail file to your NDSU Outlook Inbox. If you have a smartphone configured to use NDSU Outlook, you will receive these messages in your smartphone as well. From your computer and smartphone you can then listen to your voice mail messages. To delete messages and have your desktop telephone's message waiting indicator turn off, you will need to manage all messages via the telephone user interface (x1-9100). Deleting a message in your NDSU Outlook account will not deleted it from the Aura Messaging system.
Notify Me and Reach Me Features
Notify Me allows you to receive an alert if there is a new voice mail message. You can configure Avaya Aura Messaging to send these alerts via email or text message.
Reach Me is a feature that allows you to configure up to three telephone numbers to receive calls when you are away from your desk. In place of voice mail, after a caller tries your office phone (three to five rings), they will hear an automated attendant. They will be prompted to leave a message in your voice mailbox or have the system try to find you. You can also require that the caller say his or her name for the system to prompt you. When the system tries to find you it will ring the first number you entered into the Reach Me preferences, after a few rings will try the next, and so on. After up to three tries at different phone numbers the system will then let your caller leave a voice mail message.
- Aura Messaging Web User Preferences Quick Reference Guide - provides details on how to set the Notify Me and Reach Me features. See page 2
- Using Voice Mail from Any Telephone - for descriptions of Notify Me and Reach Me see page 3, To Administer Features and Other Subscriber Options
In-Bound Faxing to Your Email Box
You can configure Avaya Aura Messaging so that if a fax is sent to your desktop telephone number the voice mail system will receive the fax and provide it to you as an email message with the fax document attached. The way the system works is that once your telephone goes to voice mail it is "listening" for fax tones and then communicates with the sending fax machine. To take advantage of this feature, please contact your Telephone Administrator.
- Aura Messaging Web User Preferences Quick Reference Guide - see page 1, the right-hand column for configuration
- All faxes using this feature will be sent to the email address you configured in the Aura Messaging web portal. The faxes themselves are attachments to email messages that automatically show up in your Inbox
- If you get a call that is from a fax machine - immediately transfer the call to #89 (voice mail) or hang up and the sending fax machine will try to resend it. When being called, let it go to voice mail or transfer it to voice mail
- If you configure the fax feature to use your NDSU Outlook email account, faxes will show up in your smartphone as well
Frequently Asked Questions
General Questions and Feature-Related
How do I listen to voice mail messages?
Can use the web portal or dial 1-9100 to access the Avaya Aura Messaging system
How long will my messages be saved in Aura Messaging?
They will be saved via the telephone user interface for 45 days. Notifications with attached voice message files do not have a fixed retention time (function the same as any other email message)
Do I need to set up Microsoft Outlook to receive voice mail in my email inbox?
No - an alternative is to set up the Notify Me feature which will also send voice mail to your email account. To do this, access the Web Portal at www.ndsu.edu/voicemail – click the Notify Me tab, enter your email address, and check the INCLUDE MESSAGE box
Can I listen to voice mail messages through my smartphone's email?
Yes - please see the subsection Voice Mail Integration with NDSU Outlook and Smartphone Email in the How to Use this Service section above
How do I set up or change advanced features such as faxing, Notify Me, Reach Me, etc.?
The Avaya Aura Messaging web portal is how these features are configured. The How to Use this Service section has more information on how to change preferences through this interface
What Mailbox and Messaging Password do I use for the Avaya Aura Messaging web portal?
For the web portal use the same mailbox and password you use to log into the telephone user interface of Aura Messaging by dialing 1-9100
Is it possible for more than one person to share a voice mailbox?
Yes - you can have one telephone number and each person could have their own voice mailbox. A total of three additional mailboxes can be associated with one extension. When a caller connects to a voice mailbox configured this way they will hear a greeting similar to "To leave a message for Jane Doe, press 1. To leave a message for Ralph Xavier, press 2." Please advise your telephone administrator if you you are interested in this feature
Can I receive and send faxes through Avaya Aura Messaging?
Avaya currently supports receiving faxes through the system - see the How to Use this Service section above. Outbound faxing from your computer is a future feature release
Questions Regarding Problems
How do I get help?
Please see the Getting Help section above for contact information. The Getting Started section also has tips that may assist you
When I listen to voice mail messages on my computer the message waiting light on my telephone stays on. And if I delete a voice mail message in my email inbox that message is still there when I dial into Avaya Aura Messaging. How do I get my message waiting light to turn off?
You will need to manage these by dialing into the Avaya Aura Messaging System (1-9100). The message that is sent to your email is a copy of the original message and there is only one-way communication from Aura Messaging to email. To turn off the message waiting light on your telephone, listen to all of your messages by dialing into Aura Messaging. To permanently delete messages, also dial into Aura Messaging and delete them from this interface
When logging into the web portal, I receive the error, “Unable to locate information for 1-0000. Please try again.” How do I resolve this?
The web portal does not recognize the dash (-) in the extension field. When logging in, enter your extension without the dash and you should then be able to access the web portal
Why do I not see some or all of my voice mail messages in my email inbox, but when I dial into Aura Messaging all of my new messages are there?
- Have you set up the Notify Me feature via the Avaya Aura Messaging web portal?
- Confirm that the email address that is configured in the Avaya Aura Messaging web portal Notify Me / Email field is accurate
- There is an Outlook Junk folder and occasionally Notify Me emails end up here. The Help Desk has a support page that can provide you information on the Outlook Junk folder
- It may also be that the NDSU Outlook service is blocking the email. If this is the case you will receive a spam quarantine email from Microsoft that lists the emails that it has filtered as spam. It will also include instructions on how to retrieve emails in the list
In setting up the Notify Me feature, what format is necessary to enter my cell phone number?
10-digit format (area code+7-digit number with no dashes)
How do I find the complete voice mail menu if I cannot remember what number to press to change my greeting?
For user preferences press 4 or dial into the Aura Messaging system, enter your password, then press “0” for a list options
Some new voice mail messages no longer say the extension of the caller that left the message. How do I get this information?
- Press 5 after you have listened to the message. The off campus number that called or the name of the on campus extension will be read back to you
- To return a call to the number that left a message, press 88 immediately after you have listened to the message
When I select an extended absence greeting, those wanting to leave a message cannot. Can this be changed?
No - when extended absence is turned on, the system does not allow messages to be left by callers. If you want to allow messages to be added when you are away, use the multiple greetings feature