This article explains how to create an auto attendant for this purpose and how to configure Exchange to allow greetings to be recorded using the telephone user interface (TUI). I assume that you already are using Exchange Unified Messaging and that it’s configured properly.
Let’s get started.
- Create a new enabled* Auto Attendant called “Disaster Announcement” with a Pilot Identifier for the disaster information extension.
- Open the properties of the new auto attendant. On the General tab, disable speech-enabled and directory enabled.
- Set the Business Hours Greeting and Business Hours Main Menu Prompt to use the C:\Program Files\Microsoft\Exchange Server\V14\UnifiedMessaging\prompts\en\Silence-250ms.wav file. This will set the prompts to silence. Alternatively, you may want to use a WAV file saying, “There are no disasters right now. Call back later” for the Main Menu prompt.
- Set the Times tab to Always Run.
- Clear all the options in the Features tab.
- Configure a new Key Mapping called “Announcement” that runs the “Disaster Announcement” auto attendant (itself) when the user presses no key (time-out). This will cause the auto attendant to loop. Alternatively, you can configure it to play the Silence-250ms.wav file, which will loop indefinitely until the caller gets bored of hearing nothing and hangs up.
- Clear all the options on the Dialing Restrictions tab and click OK to save the changes.
Then use the TUI to configure the auto attendant greeting when a disaster occurs. Read Enable Custom Prompt Recording Using the Telephone User Interface for instructions on how to do this.
* If you create the auto attendant as disabled you will run into an interesting problem where you cannot save the AA configuration changes because the AA references a disabled AA (itself).