FAQs: Voicemail
| I want to modify the voicemail to one of my extensions. How would I do this and add the right voicemail greeting? |
| To modify the voicemail to an already existing extension, select Extensions from the navigation bar then locate and select Settings to the right of the extension you wish to work with. From within the modify section, you can view the following options:
Please make sure to click the Save Changes button at the bottom of the page to save any updates made. |
| What is a voicemail greeting? |
| Your voicemail greeting is the message callers hear when accessing your voicemail box. |
| I forgot what my voicemail greeting sounded like and I want to make sure I choose the right one for my extension. What can I do? |
| Select Extensions from the navigation bar then locate Settings. Select Voicemail from the left column. You can preview the greeting by clicking the listen icon and the greeting will begin playing in your browser. Speakers or headphones are required to listen to your recordings |
| When I edit my voicemail box, what types of delivery options are available? Can I specify a different delivery option for different extensions? |
For your voicemail, you have the option to choose one of the following:
Please make sure to click the Save Changes button at the bottom of the page to save your update. |
| How long are voicemail messages stored? |
| Messages are stored for 30 days in your web account. However, you have the option of keeping your messages indefinitely by downloading the file and saving it to your computer. To download, select the down arrow button from within your Inbox, located to the right of your message. |
| How do I reset my voicemail password? |
| The password lets you check voicemail from your phone. When accessing a voicemail box from a phone, you will be prompt to enter the password. Note that clicking the Reset Password button will set the password to the system default value of 000000. To reset your voicemail password to something of your choice, select Extensions from the navigation bar. Select the pencil and paper Settings icon. Select the Voicemail link from the left column. Delete the current password listed then enter a new one. Select the Save Changes button to update. |
| What is the purpose of the extension number? |
| Enter your desired extension number in the text box. The first digit and length of extension numbers are determined in your system settings. Assigning an extension number allows you to route calls directly to a voicemail box by entering an extension number. To make changes to your extension numbering range, select the Settings option on the navigation bar. |
| What is the purpose of the nickname? |
| This internal nickname helps you identify the specific voicemail box when configuring actions for other areas of your system |
| How do I listen to my voicemail from within my account? |
| Select Extensions from the navigation bar. Select the Settings icon. Select the Voicemail link from the left column. To listen to a voicemail message, simply click the listen icon and the message will begin playing in your browser. To stop the message, click the red “stop” square. Speakers or headphones are required to listen to your messages. |
| How do I download a message as an mp3 file from within my account? |
| Select Extensions from the navigation bar. Select the Settings icon. Select the Inbox tab.To download a message as an mp3 file, simply click the download icon for the message you wish to download. A prompt will appear from your browser as to where to save the file. |
| I want to delete my old voicemail messages. How do I do this in my account? |
| Select Extensions from the navigation bar. Select the pencil and paper Settings icon. Select the Inbox tab.Check the message’s corresponding check box and click the Delete button. To delete all messages, click Check All and click the Delete button. |
| Do I have the option to mark voicemail messages as old? |
| New messages in your voicemail box are marked in bold. These messages will be part of your “new” messages when you access your voicemail by phone. To mark messages as old, so they are not part of new messages when you check voicemail by phone, simply check the message’s corresponding check box and click the Mark as Old button. |
| What should I use as my outgoing voicemail greeting? |
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| Do I have the option to enable or disable voicemail at any given time for a specific extension? |
| Yes, you do have the option to turn the voicemail on or off for a specific extension by selecting on Extensions from the navigation bar. Select the pencil and paper Settings icon located to the right of the extension you want to work with. Select Voicemail from the left hand side of the page. Select “On” or “Off” from the Voicemail Status drop down menu. |
| How do I enable or disable voicemail for an extension? |
| First, you must create an extension by selecting on Extensions from the navigation bar. Select the Add New Extension button on the top right to proceed. In the Edit Extension section, choose the option for Voicemail Status to “yes”. This will allow the extension to include voicemail. If in the future you wish to deactivate the voicemail for an extension, you will select “no”. |
| Why do I need a voicemail password? |
| The password allows you to check your voicemail from your phone. When accessing a voicemail box from a phone, you will be prompted to enter the password. Having a password will also prevent others from checking your personal voicemail. |
| I want to check my voicemail via phone. How do I do this? |
| The default option to check your voicemail is via telephone.
Checking Voicemail by Phone
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| I want to check my voicemail via phone and receive an email notification. How do I enable this option? |
| To make this update, select on Extensions from the navigation bar then select the Settings icon located to the right of the extension you wish to work with. Select the Voicemail link from the left column. Selecting this option will allow you to check your voicemail via phone but also receive a notification to your email when you receive a new message. When calling to access your voicemail box, you will notified of new messages waiting in your voicemail box. Any new voicemail and fax messages will be sent to the email address provided as an mp3 file for voicemail and a pdf file for faxes. This allows you to listen on your computer as well as save the file. The voicemail will also contain the time, date, length and Caller ID for the message. |
| What type of file format do you send voicemail messages to email? |
| Email voicemail messages are sent in the MP3 format. |
| I only want to check my voicemail via email. Is it possible to only choose this option? |
| To make this update, select on Extensions from the navigation bar then select the Settings icon located to the right of the extension you wish to work with. Select the Voicemail link from the left column. Selecting this option will send all voicemail and fax messages to the email address provided in a mp3 file for voicemail and a pdf for faxes. This allows you to listen and/or view to the message(s) on your computer and save them for future reference. The email message will also contain the time, date, length, and Caller ID information for the message. All messages will be stored in your control panel for 30 days. You can download the message to your computer for infinite storage. |
| In the Voicemail Settings section, it is asking where to “Send Email to”. What is this option for? |
| If you wish to receive your voicemail notifications via email, select the radio button located to the left of the “I want to check my voicemail via email” or “I want to check my voicemail via phone, email and receive an email notification” option. In the “Send Email to” box, enter the email address where you would like message notifications to go. This option will only apply if you have one of the selected email notifications above. |
| Why are some messages displayed in bold on the voicemail page? |
| Messages that are listed in bold are new messages that you have not listened to. |
| How do I record my outgoing voicemail greeting? |
To record your outgoing voicemail greeting, follow the instructions below:
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| How do I ensure the arrival of new voicemail message notifications via email or SMS? |
| To ensure the arrival of your voicemail notifications to email or SMS, we recommend adding “vmnotify@phone.com” to your address book. This will help prevent the messages being delivered to your Spam box. |
| How can I use the Click-to-Call Voicemail feature from within my account? |
| Calls placed using Click-to-Call have two distinct advantages over calls placed using other methods. The call will appear as an outgoing call in your call logs, and your caller ID will be displayed to the call recipient as from your virtual office phone number and name. To find this, select on Extensions from the navigation bar then select the Settings icon located to the right of the extension you wish to work with. Select the Inbox tab. The Click to Check Voicemail button can be found on the bottom right. |
| How can I use the Click-to-Return Call feature from within my account? |
| When a voicemail sits in your mailbox, the option for Click-to-Return Call is available, making it easy and quick to contact the customer without dialing their number. When a voicemail is listed, select the Call button located to the right of the message. The screen will become shaded then and prompt you to enter the number where you should be called right now, for example, your cell phone number. |
| When checking my voicemail using the Click-to-Check Voicemail feature, are minutes deducted? |
| Yes, minutes will be deducted when using this feature. You can see the amount of minutes used from the Account Info section of the control panel. |
| When selecting my voicemail greeting, what is the difference between “standard” and “alternate”? |
| The Standard Greeting is the main greeting your callers will hear when they reach your voicemail. The Alternate greeting allows you to pre-record a message to have as a backup, in case you are away on vacation or at a conference. You can easily and quickly choose to have your Alternate Greeting replace your Standard Greeting from within your control panel. To switch between them, select on Extensions from the navigation bar then select the pencil and paper Settings icon located to the right of the extension you wish to work with. Select the Voicemail link from the left column. |
