Change a UM Mailbox Policy

1. Select Manage My Organization > Phone & Voice > UM Dial Plans.
   
2. Select a UM dial plan, and then click Details.
   
3. On the Edit UM Dial Plan page, under UM Mailbox Policies, select a policy, and click Details.
   
4. On the Edit UM Mailbox Policy page, you can view or change the following settings for users assigned to this UM mailbox policy:
   
   • General
     • Name   This is the name you gave this policy when you created it. It has to be unique in your organization and can't exceed 64 characters.
     • Limit on personal greetings   Specify the longest greeting users can record for their standard and out-of-office voice mail greetings. Enter between 1 and 10 minutes. The default is 5 minutes.
     User features
     • Allow voice mail preview   When voice mail preview is enabled, users receive a message that contains a voice recording and text that's been created from the recording.
     Note   Voice mail preview can use a lot of resources.
     • Allow users to configure call answering rules   Allow users to control how their incoming calls are handled or redirected based on conditions they set.
     • Allow message waiting indicator   The indicator tells the user that they have voice messages. It can be a light on a phone or a text message sent to the user's mobile phone. To enable this feature, make sure the physical IP gateway is configured to support it.
     • Allow Outlook Voice Access   Enable user access to Outlook Voice Access, which allows users to access their e-mail, voice messages, calendar, contacts, and shared address book over the phone.
     • Allow missed call notifications   A missed call notification is an e-mail message that's sent to a user when the user doesn't answer an incoming call and the caller doesn't leave a voice message.
     • Allow Play on Phone for voice messages   Allow users to play their voice messages over any phone. For Play on Phone to work, you must create dialing rules to allow outgoing calls.
     • Allow inbound faxes   If you have set up a partner fax solution and specified the URI, this option allows users to receive fax messages in their e-mail.
     • Partner fax server URI   Enter the address of the partner fax server that is configured to receive inbound faxes for the extensions in this UM mailbox policy. Use one of the following formats: sip:FQDN:port;transport=TCP | UDP or sips:FQDN:port;transport=TLS. For example, this would be a valid partner FAX server URI: sip:fax.contoso.com:5060;transport=TCP
     Help Microsoft improve voice mail preview
     • Allow voice mail analysis   Select this check box to help improve the quality of Voice Mail Preview in future releases of Microsoft Exchange by forwarding copies of voice messages to Microsoft for analysis. You can't set this option if all voice messages are protected.
     • Inform callers about voice mail analysis   Select this check box to Tell callers that the messages they leave may be analyzed by Microsoft to improve the quality of Voice Mail Preview and allow them to opt out.
     
   • Message Text   Use the fields in this section to add custom text to voice messages, fax, and other e-mails sent by UM. The text can be up to 512 characters long.
     • When a user is first enabled for Unified Messaging   Enter a message to send to users when their mailboxes are UM-enabled.
     • When a user's Outlook Voice Access PIN is reset   Enter a message to send to users when their PIN is reset, either by the user or because the user exceeded the number of failed sign-on attempts allowed in their UM dial plan or UM mailbox policy.
     • When a user receives a voice message   Enter a message to send to users when they receive a voice message. For example, the message could explain the correct way to handle voice messages in your organization.
     • When a user receives a fax message   Enter a message to send to users when they receive a fax. The message could explain how to access the fax.
     
   • PIN Policies   Use PIN policies to manage the security of the PINs users use for Outlook Voice Access.
     • Minimum PIN length   Specify the minimum number of digits that a PIN can contain for users of this UM mailbox policy. Enter a number from 4 to 24. The default is 6.
     • PIN recycle count   Specify the number of different PINs a user must use before a previously used PIN can be reused. Enter a number from 1 to 20. The default is 5.
     • Allow common PIN patterns   Select this check box to allow users to set common PIN patterns that consist only of sequential numeric patterns, such as 4321, repeated numbers, such as 22222, or their extension number.
     Caution   Allowing common PIN patterns can compromise the security of user's mailboxes.
     • Enforce PIN lifetime   Enforce a maximum lifetime for Outlook Voice Access PINs. Users will be prompted to reset their PIN after the specified number of days. The default is 60 days.
     • Number of sign-in failures before PIN reset   Automatically reset the user PIN after the specified number of sequential unsuccessful sign-in attempts. Enter a number from 1 to 998.The default is 5.
     • Number of sign-in failures before lockout   You can lock access to a user mailbox after a specific number of sequential unsuccessful sign-in attempts. Mailboxes can be unlocked by the administrator. Enter a number from 1 to 999. The default is 15.
     
   • Dialing Authorization   Specify the types of calls users in this dial plan are allowed to make. To add groups here, you must first create dialing rules in the Dialing Rules section of the UM dial plan.
     • Allow calls in the same UM dial plan   Allow Outlook Voice Access users associated with this UM mailbox policy to call or transfer to other UM users of the UM dial plan.
     • Allow calls to any extension   Allow authenticated Outlook Voice Access users to call or transfer to extensions for non-UM-enabled users in your organization.
     • Allowed in-country/region dialing rule groups   Authenticated callers in this UM mailbox policy can dial the numbers authorized by the dialing rule groups in this list.
     • Allowed international dialing rule groups   Authenticated callers in this UM mailbox policy can dial the numbers authorized by the international dialing rule groups in this list.
     
   • Protected Voice Mail   You can enhance the security of voice mail by setting restrictions on forwarding and playback of voice messages.
     Note   To enable Protected Voice Mail, you also have to configure Information Rights Management.
     • Protect voice messages from unauthenticated callers   Select "None" to allow unprotected voice messages, "Private" to let the caller set the protection level, and "All" to enforce protection on all voice messages left for a user in this UM mailbox policy. Protected voice messages can't be forwarded or copied, and the voice file can't be extracted from the e-mail.
     • Protect voice messages from authenticated callers   Select "None" to allow unprotected voice messages, "Private" to let the caller set the protection level, and "All" to enforce protection on all messages from users signed in to Outlook Voice Access. Protected voice messages can't be forwarded or copied, and the voice file can't be extracted from the e-mail. This setting applies to all voice messages left by authenticated Outlook Voice Access callers.
     • Require Play on Phone for protected voice messages   Select this check box to require users to use Play on Phone or Outlook Voice Access to listen to protected voice messages. This setting reduces the chance of the messages being overheard when played on computer speakers.
     • Allow voice responses to e-mail and calendar items   Select this check box to allow users to respond to e-mail and calendar items using Outlook Voice Access. Voice responses aren't protected even if you have enabled protected voice mail.
     • Message to users without Windows Rights Management support   Enter a helpful message, up to 512 characters long, to display to users who try to open a protected voice message with an e-mail program that doesn't support Windows Rights Management.
     
5. Click Save to save your changes and close the page.
   

Important   You must click Save on the Edit UM Mailbox Policy page, or your settings will be lost.