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Set Up Voicemail and Greetings

Updated: 27/03/2020 20:44

Turn on voicemail, record greetings, and set other options such as your ring count or PIN. You can even choose to send an MP3 audio file of your voicemail messages to email. 

  • Super User and Administrators can set Voicemail options for all extensions on the account.
  • End Users can set options for their own extension only.

Set Up Voicemail
Enable Voicemail and Apply Options

Your options let you turn Voicemail on or off,  change a PIN, send an audio of your message to email and manage greetings.

NOTE: Deleted voicemail messages cannot be recovered. To avoid losing messages, use the Send Voicemail to Email option to deliver an audio file of your message to one or more email addresses.

Super User /
Administrator

A user must be assigned to an extension to set up Voicemail. See Manage Your Users for details.

  1. Sign in to the Admin Portal.
  2. Click Phone System and then click Extensions.
  3. Hover over the extension you want to manage and click the Pencil icon.
  4. Click Voicemail, set options and then click Save.
End User
  1. Sign in to your Online Account.
  2. Click the Avatar Avatar and then click Settings.
  3. Click Voicemail, set options and then click Save.
Voicemail Options
 
Set Voicemail PINEnter a PIN number between 4-10 digits to access your voicemail. If you want to change an existing PIN, enter a new one and click Save.
Voicemail EnabledToggle 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.
Send to Voicemail AfterSet the number of rings before the call goes to voicemail.
Send Voicemail to EmailEnter one or more email addresses, separated by a comma, to receive an audio file of the voicemail message by 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. Callers hear The person you are trying to reach is unavailable. Leave your message at the tone. Press Pound when finished.
NOTE: uninitialized@vonage.com automatically populates as the default email when an extension is added to your account.
Name GreetingLets you record or upload your name, which is used in the Dial by Name directory for the Virtual Receptionist. 

See Record and Upload 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 Record and Upload 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 Record and Upload 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 Record and Upload 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: Change your greeting to inform callers of this option, if you use.
Set Number of Rings

The ring count specifies how many times the phone rings before a call is directed to voicemail. Each ring is approximately 5 seconds long. 

Super User /
Administrator
  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 Voicemail and go to Send To Voicemail After.
  5. Set the number of rings, then click Save.
End Users
  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click Call Forwarding.
  4. Mark the option for Send to Voicemail.
  5. Set the number of rings and then click Save.
Change Voicemail PIN

Your Voicemail PIN is required to retrieve your messages. 

Super User /
Administrator
  1. Sign in to the Admin Portal.
  2. Click Extensions.
  3. Hover over the extension associated with your voicemail and click the Pencil icon.
  4. Click Voicemail.
  5. Go to Set Voicemail PIN and enter a number from 4 to 10 digits.
  6. Click Save.
End Users
  1. Sign in to your Online Account.
  2. Click the Avatar Avatar, then click Settings.
  3. Click Voicemail.
  4. Go to Set Voicemail PIN and enter a number from 4 to 10 digits.
  5. Click Save.
Check Voicemail Messages

A message can be up to six minutes in length and stored for up to 90 days per message.

NOTE: 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. See Navigate Phone Keypad Options
From Non-Vonage Phone
If Using Follow Me or Simultaneous Ring
  1. Verify the Virtual Receptionist option for 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. 
  4. See Navigate Phone Keypad Options
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. 
  4. See Navigate Phone Keypad Options
From Online Account
  1. Sign in to your Online Account.
  2. Click Voicemails.
  3. Click a voicemail for options to Play, Share or Download.
From Mobile App
  1. Sign in to your Vonage Mobile App.
  2. Tap the Voicemail icon.
  3. Tap on a message for options to Play.
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.

A Super User or Administrator can purchase Vonage Voicemail Transcription, which transcribes voicemail to text.

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 #.
Delete Voicemail Messages
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 delete messages. See Navigate Phone Keypad Options
From Non-Vonage Phone
If Using Follow Me or Simultaneous Ring
  1. Verify the Virtual Receptionist option for 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. See Navigate Phone Keypad Options
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. See Navigate Phone Keypad Options
From Online Account
  1. Sign in to your Online Account.
  2. Click Voicemails.
  3. Hover over a message and click the Trash icon.
From Mobile App
  1. Sign in to your Vonage Mobile App.
  2. Tap the Voicemail icon.
  3. Swipe the message and click on the Trash icon.
Navigate Phone Keypad Options
1New Messages
2Saved Messages
4Mailbox Options
1Record Unavailable Greeting
2Record Busy Greeting
3Record Name Greeting
4Record Out of Office 
5Change PIN
#Return to Main Menu
5Repeat Message From the Beginning
6Next Message
7Delete Message
8Forward to Extension
9Save Voicemail
*Skip Call Info
#Return to Main Menu
#Exit

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