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Voicemail

Updated: 11/13/2019 3:36 AM

Callers can leave a recorded message when you are not able to answer your phone. Alternately, you can blind transfer a call to an extension's voicemail by pressing the Star button twice and then dialing the extension number.

The Super User and Administrators can set up Voicemail for any extension on the account, however, End Users can only set Voicemail for their own extension.

NOTE: Deleted voicemails cannot be recovered. To avoid losing voicemails, you can use the Send Voicemail to Email feature which emails an audio file of the voicemail message to one or more email addresses.

Set Up by Super User or Administrator
Set Up Voicemail

A user must be assigned to an extension to set up Voicemail. See Create Users and/or Assign Extensions for details.

  1. Sign in to the Admin Portal.
  2. Click Phone System, then click Extensions.
  3. Hover over the extension you want to manage and click the Pencil icon.
  4. Click Voicemail and then set options:
     
    Enable VoicemailToggle voicemail on or off. If voicemail is disabled:
     
    • Calls ring the extension for the specified ring duration and then disconnect.
    • Calls immediately disconnect without ringing the extension when Do Not Disturb is enabled and Voicemail is disabled.
    Set Voicemail PINEnter a PIN number between 4-10 digits to access your voicemail.
    Send Voicemail to EmailEnter an email address, or multiple email addresses separated by a comma, to receive an audio file of the Voicemail message to email:
     
    Confirm Send Voicemail to EmailVerify that you want to send audio files to the specified email address.
    Delete Voicemail After Sending EmailDelete the voicemail from the Vonage Voicemail System after the attachment is sent.
    Play Automated Voicemail Prompt
    Use the default system greeting instead of a custom recorded message for Unavailable and Busy greetings. Callers hear The person you are trying to reach is unavailable. Leave your message at the tone. Press Pound when finished.
    NOTE: You can enter multiple email addresses separated by a comma.
    Name GreetingRecord the name you want to announce to callers who reach your extension.

    See Recording Greetings for instructions on how to record and upload.
    Unavailable GreetingUse the default message or record a custom message that plays when you are not available to pick up the call.

    See Recording Greetings for instructions on how to record and upload.
    Busy GreetingUse the default message or record a custom message that plays when the phone is in use or if Do Not Disturb is turned on.

    See Recording Greetings for instructions on how to record and upload.
    Out of Office GreetingRecord a custom message to play when you are away from the office.

    See Recording Greetings for instructions on how to record and upload.
    Exiting Voicemail OptionsEnables a caller to press 4 during the playing of the voicemail greeting to connect to an extension or outside number.

    NOTE: You can change your voicemail greeting to remind callers of this option. 
  5. Click Save.
Set Number of Rings

Use the following steps to set the number of rings before a call goes to voicemail.

  1. Sign in to the Admin Portal.
  2. Click Phone System, then click Extensions.
  3. Hover over the extension associated with your voicemail and click the Pencil icon.
  4. Click Call Forwarding and then toggle Forward Calls to Disabled if applicable.
  5. Set the number of rings, then click Save.

    NOTE: Each ring is 5 seconds long.
Set Up by End User
Set Up Voicemail
  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click Voicemail and then set options:
     
    Set Voicemail PINEnter a PIN number between 4-10 digits to access your voicemail.
    Send Voicemail to EmailEnter an email address, or multiple email addresses separated by a comma, to receive an audio file of the Voicemail message to email:
     
    Confirm Send Voicemail to EmailVerify that you want to send audio files to the specified email address.
    Delete Voicemail After Sending EmailDelete the voicemail from the Vonage Voicemail System after the attachment is sent.
    Play Automated Voicemail PromptUse the default system greeting instead of a custom recorded message for Unavailable and Busy greetings.
    NOTE: You can enter multiple email addresses separated by a comma.
    Name GreetingRecord the name you want to announce to callers who reach your extension.

    See Recording Greetings for instructions on how to record and upload.
    Unavailable GreetingUse the default message or record a custom message that plays when you are not available to pick up the call.

    See Recording Greetings for instructions on how to record and upload.
    Busy GreetingUse the default message or record a custom message that plays when the phone is in use or if Do Not Disturb is turned on.

    See Recording Greetings for instructions on how to record and upload.
    Out of Office GreetingRecord a custom message to play when you are away from the office.

    See Recording Greetings for instructions on how to record and upload.
    Exiting Voicemail OptionsEnables a caller to press 4 during the playing of the voicemail greeting to connect to an extension or outside number.

    NOTE: You can change your voicemail greeting to remind callers of this option. 
  4. Click Save.
Set Number of Rings

Use the following steps to set the number of rings before a call goes to voicemail.

  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click Call Forwarding and then mark the option for Send to Voicemail.
  4. Set the number of rings and then click Save.

    NOTE: Each ring is 5 seconds long.
Retrieve Voicemail Messages

A message can be up to six minutes in length and stored for up to 90 days per message. A maximum of 5,000 messages per extension can be stored.

From Vonage Phone
  1. Press the voicemail key on your phone or dial *99 or *100.
  2. Enter your Voicemail PIN.
  3. Follow instructions to listen to voicemail messages, record greetings, or change voicemail options.
From Non-Vonage Phone
If Using Follow Me or Simultaneous Ring
  1. Verify the Virtual Receptionist option to Allow the caller to dial an extension directly by entering the extension number at any time is enabled.
  2. Call your main company phone number and then dial *101 when the greeting begins to play.
  3. Dial your extension number and Voicemail PIN as prompted.
Not Using Call Forwarding Options
  1. Call your phone number assigned to your extension.
  2. Dial Star (*) when your greeting starts to play.
  3. Dial your extension number and Voicemail PIN as prompted.
From Online Account
  1. Sign in to your Online Account.
  2. Click Voicemails.
  3. Click on a voicemail for options to Play, Share or Download.
From Mobile App
  1. Sign in to your Vonage Business Cloud Mobile App.
  2. Tap the Voicemail icon.
  3. Tap on a message for options to Play or Delete.
From Email
  1. Verify the option for Send Voicemail to Email is enabled.
  2. Check the email address you specified to receive voicemail attachments.
  3. Open the email and click the .mp3 attachment to listen to the message.
From Call Group

On the System

  1. Dial the call group's extension number.
  2. Press * when the voicemail greeting starts to play.
  3. Enter the call group's extension number, followed by #.
  4. Enter the voicemail PIN, followed by #.

Off the System

The Virtual Receptionist must be set to Play a List of Options and the option Allow callers to dial an extension directly by entering it at any time must be enabled.

  1. Dial your company's main phone number.
  2. Dial *101 when the greeting starts to play.
  3. Enter the call group's extension number, followed by #.
  4. Enter the call group's voicemail PIN, followed by #.
Manage Out of Office Greeting

Super User or Administrator

  1. Sign in to the Admin Portal.
  2. Click Phone System, then click Extensions.
  3. Hover over the extension you want to manage and click the Pencil icon.
  4. Click Voicemail and then go to Out of Office Greeting.
  5. Mark this option to enable, or unmark to disable.
  6. Record and Upload Greetings, if applicable.
  7. Click Save.

End User

  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click Voicemail and then go to Out of Office Greeting.
  4. Mark this option to enable, or unmark to disable.
  5. Record and Upload Greetings, if applicable.
  6. Click Save.

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