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Voicemail |
The Extensions page allows you to quickly view the status of your Phone.com voicemail boxes.
To access your voicemail and faxes, visit the Extensions section of your account then click the Inbox icon located to the right of the mailbox nickname.
- Adding a New Voicemail Box
- How to Check your Voicemail
- Voicemail Greetings
- Voicemail Password
- Voicemail Notification
- Inbox Control
- Blocking a number from your voicemail
- Click to Return a Voicemail
Adding a New Voicemail Box
Each Extension includes a voicemail box, therefore to create a new voicemail box simply add a new extension.
Select the Extensions section from the navigation menu.
Click the Add an Extension button located in the Extensions section.
Select the Extension Type by clicking on the corresponding icon. An explanation of each extension type can be found below.
In this case, we will be selecting a Virtual Extension.
How to Check your Voicemail
Through your Phone.com Inbox
To check voicemail and faxes through your Inbox, begin by selecting the Extensions section from the navigation bar.
Select the Inbox icon to the right of the extension.
Notice the Inbox icon will display a number of unread messages on the extensions page.
The Inbox will display all read and unread messages for this extension.
Unread messages will display in bold font. Read messages will appear in light gray font.
To listen to a voicemail message, click the “Play” icon.
To view a fax, click the View Fax icon to the right of your message.
Through your phone
If you have a Phone.com ATA or IP Phone, pick up your handset and dial #VM (#86) to access your voicemail directly.
Dial your Phone.com number
or
Dial your Phone.com number
Access a menu and press * asterisk
or
Enter your extension
Enter your extension number
or
When VM answers, press * asterisk
Enter your password
Voicemail Greetings
Step 1: Create your voicemail greeting. To learn how to record greetings, please reference the Greetings User Guide.
Step 2: Connect your voicemail greeting to your extension.
Select the Extensions option on the navigation bar.
Select the Settings icon to the right of the extension.
Locate the Voicemail settings section.
Voicemail Greeting
Your voicemail greeting is the message callers hear when accessing your voicemail box. Select one of your custom audio files from the dropdown list to be used as your voicemail greeting. The following greeting options are available:
- Standard Greeting: When selected, this is the main greeting callers will hear when they are transferred to your voicemail.
- Alternate Greeting: When selected, this is your alternate greeting to switch to in the event you are away on vacation, in a meeting, etc. By having the alternate greeting pre-recorded, you can update your voicemail quickly to alert your callers.
"Leave a Message" prompt
If you prefer to play the operator instructional message after your Voicemail Greeting has played to your callers, check the corresponding box and save your changes. The operator instructional message will say, “Please leave your message after the tone. When finished, hang up or press the pound key”.
If you prefer to not play the operator instructional message after your Voicemail Greeting has played to your callers, simply uncheck the corresponding box and save your changes.
Voicemail Password
The password lets you check voicemail from your phone. When accessing a voicemail box from a phone, you will be prompted to enter the password.
Clicking the Reset Password button will set the password to the system default value of 000000.
Once you update your password to something new, make sure to select the Save Changes button to save your settings.
Voicemail Notification
Choose your preferred method of notification for voicemail and fax messages. Your options include receiving notification via email and/or your mobile phone. Check the notification method you prefer and enter the corresponding destination email address and/or mobile number to receive the notification.
Check this option and enter the email address you would like message notifications to go to. For two email addresses, separate by a comma.
Attach voicemails as:
Select your voicemail attachment file type by clicking the radio button to the left of the method you prefer.
- .wav file: This standard is playable on any Windows based computer and is the recognized standard.
- .mp3 file: A compressed file format used for audio files on most computer media players.
Voicemail Messages are kept in your Phone.com account for 90 days. We recommend downloading the messages to your computer to save for a longer amount of time. The email message will also contain the time, date, length and Caller ID information for the message.
Text
By checking the Send a text notification** option, a short text will be sent to your mobile device when you receive a new voicemail and/or fax message. Enter your mobile number in the field provided (no spaces or hyphens needed) and select your cellular carrier from the dropdown list. If your cellular carrier is not in list, please contact us and we will help you.
**Please note that separate texting fees may apply with your cellular phone provider.
Voicemail Transcription
Voicemail Transcription gives you the ability to read your voicemail rather than listen to the actual message. Your voicemail message is converted by a team of transcribers from voice to text then emailed directly to you!
Voicemail Transcription Breakdown:
Human Assisted Transcriptions
- Only the first minute of the message will be transcribed.
- Message is transcribed by a human.
- First four messages are free; after, each message is $0.25/transcription.
- Transcription can be turned on or off at your discretion.
Automated Transcriptions
- Message is transcribed by automated software system.
- Unlimited transcriptions per month for $1.50
Inbox Control
Marking a message as old
New messages in your mailbox will be listed 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 checkbox, select “Mark as Old” from the drop down menu to the bottom and click the “Go” button.
Marking a message as new
New messages in your mailbox will be listed in bold. These messages will be part of your “new” messages when you access your voicemail by phone. After listening to a message, it will no longer be displayed in bold.
To mark messages as new or unread, so they are not part of old messages when you check voicemail by phone, simply check the message’s corresponding checkbox, select “Mark as New” from the drop down menu to the bottom and click the “Go” button.
Copy to Mailbox
Copy a message from one mailbox to another by checking the box to the right of the message(s) to move then selecting the Copy to Mailbox option. The option to select the extension to copy the message to will appear in a second drop down menu.
Click the Go button to copy the message.
Move to Mailbox
Move a message from one mailbox to another by checking the box to the right of the message(s) to move then selecting the Move to Mailbox option. The option to select the extension to move the message to will appear in a second drop down menu.
Delete Selected Voicemail
To permanently delete a voicemail, check the corresponding message and select the option for “Delete Selected” from the drop down menu.
Or, select the trash can icon to the right of your voicemail.
Please note once a message has been deleted, we cannot restore it.
Downloading a Voicemail
To download a voicemail or fax, select the corresponding download icon to the right of the appropriate message.
Then, save to your computer.
Blocking a number from your voicemail
To add a caller to the Blocked Calls list, click the Options button to the right of your message from that number.
Select the Block this Caller link.
The confirmation pop-up window will appear. Click OK.
After selecting OK, the confirmation will appear on the Inbox.
The blocked number will then appear in the Call Blocking section of your account.
To learn more about Call Blocking, please reference the Call Blocking User Guide.
Click to Return a Voicemail
To return a voicemail directly to the caller, click the Call button located to the right of your voice message.
The Click to Call window will display and the background will dim.
In the Call From field, enter the physical number of the telephone you will be placing your call from.
Then, click the Call button.
We will call the number entered into the Call From field. When your phone rings, answer to be connected to the other party.