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Configure Voicemail to Email (via SMTP Relay or Office 365)

BE4000 provides you the “Voicemail to Email” functionality, wherein the voicemail that is received by your extension is sent as an email attachment to your registered email address. To enable this feature, you must configure the SMTP server in the BE4000 portal.

To enable the voicemail to email functionality, configure the IP address or the domain name of SMTP server. You can set the “From” address for sending emails containing voicemail as an email attachment. Ensure that the SMTP server allows receiving emails from the set email address.

Note

You can configure Fully Qualified Domain Name (FQDN) of public SMTP servers only. BE4000 handles all Domain Name System (DNS) resolutions through the internet and thus only public FQDNs are accepted. For example, smtp.office365.com, smtp.gmail.com.

You can make the voicemail to email functionality secure by entering a username and password.

The authenticate username and password are the credentials required by the voicemail application to authenticate itself with the SMTP relay server before sending the voicemail file.

You can upload custom SMTP server certificates after the initial site deployment under Manage Site > Settings > System Settings.

Note

  • The “Upload SMTP Server Certificate” section is visible only when you choose “SSL” or “STARTTLS” from the Securitydrop-down list.

  • BE4000 accepts SMTP server certificates only in .crt file format.

After the site is deployed, you can update SMTP server address. You can also validate the SMTP server address before configuring. An email address must be entered for receiving the voicemail as email. Ensure that the SMTP server allows receiving emails from the entered email address. If the SMTP server address is valid, you see the success message displayed on the portal and an email sent to the configured email address.

Note

  • Before validating the SMTP server address, the portal saves the changes made to the SMTP server settings and the previously configured settings cannot be restored.

  • The portal only checks if the SMTP server address is valid and does not check the validity of the email address entered. You see success message displayed on the portal based on the voicemail application’s ability to authenticate and send email using the SMTP Relay. If the email address entered is invalid, you may not receive the email. Hence, you may see the success message on the portal even when you have not received the email.

The following are the two options to configure the voicemail to email functionality:

  • If the SMTP server is Office 365, follow the steps provided in Configure Office 365

  • If the customer has their own SMTP relay (other than Office 365), ensure that the proprietary certificate of the SMTP relay is trusted by BE4000. If the proprietary certificates are trusted by the BE4000, follow the steps provided in Add SMTP Server Details

Configure Office 365

Table 1. Office 365 Configuration—Task Flow

Step

Task

Reference

1

Configure a Connector from your organizational server to the Office 365

Configure a Connector

2

Add a domain to Office 365

Add a domain and users to Office 365

3

Fetch MX FQDN Record

Fetch MX FQDN Record

4

Add SMTP Server details in the BE4000 Portal

Add SMTP Server Details

Configure a Connector

Before you begin

You should have admin privileges

Procedure
Step 1

Log in to Office 365 portal.
Step 2

Click Admin from the dashboard. The Admin Centre page is displayed.

Figure 1. Office 365 Dashboard
Step 3

Click Admin Centers > Exchange. The Exchange admin center page is displayed.

Figure 2. Admin Center
Step 4

Click mail flow > Connectors on the Office 365 portal. Click + to add a new connector. Choose the following for From and Tofields and click Next.

  • From: Your organization’s email server

  • To: Office 365

Figure 3. Exchange Admin Center

Figure 4. New Connector
Step 5

Provide a name for the connector and click Next.

Figure 5. Name for the Connector
Step 6

Click By verifying that the IP address of the sending server matches one of these IP addresses that belong to your organization and provide the public IP used for SMTP. Public IP used for SMTP can be got by checking with http://whatsmyip.com.

Figure 6. IP Address for Connector
Step 7

Click Next. Verify the settings and click Save.

Fetch MX FQDN Record

Procedure
Step 1

Log in to Office 365 portal.
Step 2

Click Setup > Domains.
Step 3

Copy and save the MX Record value from the “Exchange Online” section. For example, MX Record looks like contoso-com.mail.protection.outlook.com.

Figure 7. MX Record

Add SMTP Server Details

Before you begin

  • For Office 365, have the MX FQDN Record ready. Refer Fetch MX FQDN Record

  • For SMTP Relay other than Office 365, have the SMTP server IP address or domain name ready

Procedure
Step 1

Log in to the Cisco Business Edition 4000 Management Portal—https://be4000.cisco.com.
Step 2

Click Add Customer from the dashboard and start the Setup Assistant.
Step 3

Enter the required details on the initial pages and navigate to LAN Connection page.
Step 4

Enter the SMTP server details under “SMTP Server – Enables Voicemail to Email Functionality” section.

  1. In the “IP Address or Domain Name” field, enter one of the following:

    Note

    You can configure Fully Qualified Domain Name (FQDN) of public SMTP servers only. BE4000 handles all Domain Name System (DNS) resolutions through the internet and thus only public FQDNs are accepted. For example, smtp.office365.com, smtp.gmail.com.

    • If the customer has Office 365, enter the MX FQDN record that is copied from Office 365 portal.

    • If the customer has SMTP relay other than Office 365, enter the SMTP server IP Address or Domain Name.

  2. In the “Port” field, enter one of the following:

    • If the “Security Mode” is “None, enter 25.

    • If the “Security Mode” is “SSL”, enter 465

    • If the “Security Mode” is “STARTTLS”, enter 587

  3. From the “Security Mode” drop-down list, enter one of the following:

    • If the customer has Office 365, choose None. “SSL” and “STARTTLS” are not supported for Office 365.

    • If the customer has SMTP relay that is trusted by the BE4000, choose SSL or STARTTLS as per customer’s network.

  4. In the “Sender’s Email Address”, enter the email address that is used as “From” address while sending the emails containing the voicemail attachments.

  5. (Optional) Check the Authenticate check box and enter the username and password.

    The authenticate username and password are the credentials required by the voicemail application to authenticate itself with the SMTP relay server before sending the voicemail file.
Step 5

Enter the details in rest of the pages and click Yes to apply the configuration.