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VoIP Voicemail Setup Guide for Beginners
- When you set up a voicemail on your VoIP phone system, the callers can be able to drop a voice message to your virtual number when no one is available to pick up the call.
- This way, you can eliminate missed calls.
- It also helps receptionists or agents arrange a callback later from their virtual phone numbers.
- Team members can later access these recorded voicemails on their VoIP software or hardware by logging in via the VoIP web app or softphone or pressing the voicemail button on their VoIP phone.
- Here we’ll look into common steps in setting up VoIP voicemail on your VoIP phone and web-based VoIP phone system and different methods to access them.
What is VoIP voicemail?
- A VoIP voicemail is a feature available in VoIP phone systems to collect voice messages from the caller. When Voicemail is activated on your phone system, it allows callers to leave the audio inputs or queries if the call is unanswered.
- Unlike traditional answering machines, VoIP voicemail collects and stores data digitally rather than analogically. As a result, you can access your voicemail box on any device by signing in to your VoIP account.
- You can also set up a separate voicemail service for all the virtual phone numbers you use at your organization using voicemail settings.
How to set up VoIP voicemail on your VoIP phone system
- Setting up voicemail on VoIP hardware (IP desk phones)
- Step 1: Press the envelope/voicemail key on your VoIP-enabled IP desk phone.
- When you press the envelope or voicemail button, the system responds with setup instructions. By following those instructions, you can setup VoIP voicemail on your IP desk phone.
- Step 2: Enter your extension number as your default password.
- On the VoIP phone, enter your 3 or 4-digit extension number as your default password and follow the system-generated instructions.
- Step 3: Press the pound key # and say your name.
- Step 4: Record unavailability voicemail message and press #.
- Your system asks you to record a voice message to convey unavailability to callers. This unavailability message is played to incoming calls when you cannot answer calls, i.e. out of town, on leave, or during non-working hours.
- You can record this unavailability message after the system audio tone is completed.
- Step 5: Record a busy voicemail message and press #
- After confirming the unavailability message, your system asks you to record a busy message. This busy message is played to callers when your line is busy, or you’re speaking with another caller.
- Step 6: Enter and re-enter the new password and press #
- Your system asks you to add a new password to replace the default password, i.e., the user extension number.
- You can use this password later to check the voicemail box or change voicemail settings.
- Note: Above are the common steps involved in setting up voicemail on VoIP phones, and the exact steps may vary based on VoIP IP phone brands, such as Yealink, Grandstream, Poly, Snom, and Mitel.
Setting up Voicemail on TeleCMI VoIP software (Web-based VoIP phone system)
- Step 1: Click 'Call Flow' in the TeleCMI dashboard.
- Step 2: Choose your voicemail number.
- Select the business line that you want to set up voicemail service from the list of available virtual phone numbers that you already own.
- Step 3: Select a voicemail greeting music.
- Drag and drop the ‘Play Audio’ widget from the left to the call flow designer.
- Then, choose a greeting message for voicemail. If there is no greeting music available, you can upload one by visiting the ‘music’ section in the ‘settings’.
- Step 4: Drag and drop the ‘Voicemail’ widget in the call flow designer.
- After adding the play audio widget and choosing voicemail greeting music, drag and drop the ‘Voicemail’ widget from the left to the call flow designer.
- Step 5: Click the ‘Save’ button
- After configuration, click the save button. Now voicemail service will be activated for the selected virtual number.
How to access your voicemail box
Access voicemails on VoIP phone
- If your VoIP phone displays an envelope icon on the screen, it means new voicemails have been received.
- You can check them by pressing the voicemail button on your IP or VoIP phone.
- After pressing the button, the system displays the list of new voicemails.
- Then, you can click enter key to hear the message or press the end button to return to the home screen.
Access voicemails on a web-based VoIP phone system
- To view stored voicemails on your virtual business phone system, sign in to your account using web, mobile, or desktop apps.
- Click the Voicemail option or icon in the dashboard menu or settings.
- The list of new voicemails will appear, and you can double click to hear, make a call, or mark as heard.
- You can also listen to your voicemails by dialing a voicemail access number on your softphone dial pad and then following the instructions.
- But make sure your VoIP service provider has this facility before trying.
Understanding voicemail settings and options
View voicemails
- To listen to voicemail messages, press the voicemail button on your VoIP phone or go to the voicemail widget on the virtual VoIP phone system.
- You can also enter the voicemail access number provided by your VoIP vendor on the keypad or dial pad to hear your voicemail messages. It may also require entering the PIN number.
Set a voicemail greeting
- To set up or change a voicemail greeting message on your VoIP hardphone, press the Voicemail button and simply follow the instructions and record your new greeting message.
- To record a greeting message on a web or app-based VoIP phone system, go to the voicemail greetings or music section and upload your recorded audio file.
- Most systems allow you to record voicemail greetings for up to 3 minutes, and the allowable audio length varies based on the provider you’re using.
- In most cases, the default voicemail greeting message will be played automatically if there is no audio file selected.
Delete a voicemail
- To delete voicemail on a VoIP phone, press the voicemail icon. It takes you to the voicemail menu and select the voicemail message you want to delete. And click the delete option.
- If it’s a virtual VoIP, double-click the voicemail message and navigate to the delete option to trash the voicemail.
Call voicemail
- Depending on the VoIP provider, you get a feature to call voicemail by double-clicking the voicemail and clicking the call option. This process is for web-based VoIP phone systems.
- For VoIP hardware, the call back feature may be available or unavailable based on the VoIP phone brand you’re using.
Transfer voicemail
- To transfer a voicemail to email, activate the voicemail to email feature on your phone system. As a result, whenever a new voicemail is received, you’ll get an email notification with an audio file.
Filter voicemails
- You can filter and view voicemails for a certain time frame by signing in to your virtual VoIP phone system.
Scenarios where voicemails are helpful for organizations
Customer service
- Let’s think from the customer’s point of view, you have a query to be resolved by the company, but when you call, nobody picks up the call. As a result, this leads to a frustrating customer experience.
- But, by leaving a message, you can still get the help you need without having to wait on hold or keep calling back.
Sales
- Let's think from the salesperson’s point of view.
- You make a call, but the prospect doesn't answer.
Instead of giving up, you leave a friendly voicemail that explains your product or service and encourages them to call you back. It's a great way to keep the conversation going and potentially land a sale.
Employee communication
- If you're a manager who needs to update your team on something important, you could send a mass email or call each person individually.
- But that can be time-consuming and won’t get everyone's attention. But having voicemail service helps you reach out to all employees at once.
Appointment reminders
- If your business schedules appointments with clients or patients, leaving a voicemail reminder can help reduce no-shows and cancellations.
- A friendly reminder message a day or two before the appointment can increase the likelihood that they'll show up on time.
Event Invitations
- If your organization is hosting an event, leaving a voicemail can be a personal and engaging way to invite people to attend. You can highlight some of the key benefits of the event and encourage them to RSVP.
- You can also use voicemail service during after-office hours when there are no representatives to answer the calls.
Frequently asked questions
Traditional voicemail systems are built using hardware and are physically located on a device, like a phone or an answering machine.
It records and stores all incoming voicemails in a voicemail system when a call is unanswered.
While VoIP voicemail is fully digital-based and available on VoIP phone systems, it records and stores voicemail messages on the cloud and can be accessed through IP phone, softphone, email, or web portal.
Yes, if you’re using multiple phone lines, you have to setup a dedicated voicemail box for each line.
This way, you can keep track of messages and avoid confusion between the different phone numbers.
Yes, you can access your VoIP voicemail remotely. As voicemail is one of the features available in VoIP phone systems, and you can access your VoIP system from anywhere, on any device such as IP phones, mobile, and computers.
The number of messages your VoIP voicemail box can hold depends on the specific VoIP service you're using.
Most VoIP providers offer much storage space for your voicemail messages. As a result, you can store hundreds of messages until it exceeds the storage limit.
The voicemail data can be stored for up to 12 months or for an unlimited time frame based on the VoIP provider’s policies. You can check with your VoIP partner to know the voicemail box retention period.
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