1. Open Outlook email, either in the Outlook desktop app or on the web at outlook.office.com.
2. On the left side of the screen, below the bottom of your Folders list, expand the Groups section.
   
   use Outlook desktop app (left) or Outlook web app (right)
3. Click on the name of your departmental group to view messages.
   • To avoid missing messages, on the left side of the screen in the Groups section, right click the group name and click Add to Favorites.
     

If you have been added to a group of staff who monitor a departmental phone number in Teams, you can opt in or out of receiving calls. You can use this feature to indicate when you're off-duty.

Note: If you do not see these options in Teams, reload the application or sign out and back in again.

1. Open Teams, either in the Teams desktop application or on the web at teams.microsoft.com.
2. In the upper right corner of the screen, next to your profile picture or name in the top bar, click the three dot menu button and select Settings.
   
3. In the Settings window, in the lower left, click Calls.
   
4. At the bottom of the Calls section, under Call queues, enable or disable receiving calls for the group(s) you are a part of.
   

If you have been added to a group of staff who monitor a departmental phone number in Teams, you can choose to use that number when placing calls in Teams.

1. Open Teams, either in the Teams desktop application or on the web at teams.microsoft.com.
2. On the left side of the screen, click Calls.
3. Type a name or number. Next to the Call button, click the dropdown menu button.
   
4. Choose either Call as myself to use your individual phone number, or Call as [group name] to use your departmental phone number.

If you have been authorized to change settings for your departmental phone number's auto attendant or call queue, follow the steps below to update settings and change voice greeting messages.

First, navigate to the settings for your auto attendant or call queue:

1. Open Teams, either in the Teams desktop application or on the web at teams.microsoft.com.
2. In the upper right corner of the screen, next to your profile picture or name in the top bar, click the three dot menu button and select Settings.
   
3. In the Settings window, in the lower left, click Calls.
   
4. At the bottom of the Calls section, under Call queue or auto attendant, click the name of a call queue or auto attendant to manage settings.
   

Call Queue Settings Overview

• Call receiving: Opt in/out of receiving calls for this queue.
• Greeting: A voice message which callers will hear before the hold music, and before calls are transferred.
  There are 2 different voicemail greetings depending on the reason caller entered voicemail:
  • Voicemail greeting when maximum number of calls are reached
  • Voicemail greeting when maximum wait time is reached
    In most cases, you can use the same greeting.
    Note: you will have to scroll down to see both greeting areas.

Auto Attendant Settings Overview

• Business hours greeting: A voice message which plays before the recording with menu options.
  • This is usually blank and used for special/urgent updates (ex. Closings)
• Voice [group name] AA After hours call flow: A voice message which plays after hours before going to voicemail.
• Holiday Greeting: This message is currently not enabled at UMass Amherst, but this field is for a voice message which plays during holidays.

Update Greetings Using Text to Speech (Recommended)

1. Follow the steps above to navigate to your departmental phone number�s auto attendant or call queue settings.
2. Type a message in the text field for the Greeting message you would like to edit.
   • Use periods and commas for pauses.
   • In some cases, you may need to spell words phonetically to ensure proper pronunciation.
3. At the bottom of the page, click Save when you are done editing. 

Update Greetings by Uploading Mp3

Text to speech is recommended for clarity and ease of use, but you can also upload an audio file.
To ensure compatibility, the recommended process is:

1. Leave your personal extension a voicemail with what you want the greeting to be.
   • Make sure to speak clearly and to avoid background noise.
2. Check your email for an .mp3 of the recorded voicemail.
3. Save the .mp3 recording to your computer.
4. Follow the steps above to navigate to your departmental phone number's auto attendant or call queue settings.
5. For the greeting you would like to change, to the right of Add a Greeting Message, click the dropdown menu button and choose Play an audio file.
6. Select Upload audio file.