How Set Up Voicemail for an Extension

Setting up voicemail for extensions is crucial for ensuring no important calls are missed, especially when the recipient is unavailable. Voicemail provides a professional way for clients and colleagues to leave messages, which can be reviewed at the recipient's convenience.

Step 1: Enable Voicemail

• After creating an extension, navigate to the "Voicemail" settings and enable the feature. This ensures that calls are captured when the user cannot answer.

Step 2: Set Ring Timeout

• The ring timeout determines how long the phone will ring before sending the call to voicemail. Adjusting this setting allows you to balance between giving the user time to answer and efficiently directing unanswered calls to voicemail. Typically, a setting of around 30 seconds (about 6 rings) is recommended to provide adequate time.

Step 3: Choose a Voicemail Greeting

• The greeting is the first impression callers get, so it's important to choose wisely:
  • Automated Voicemail Prompt: Ideal for quick setup, using a standard, professional-sounding message.
  • Custom Recording: This option allows for a personalized touch, which can help build rapport with callers. You can record a message directly through the system.
  • Upload a Greeting File: If you already have a professionally recorded message, you can upload it for use.
  • Text-to-Speech Generation: This option allows you to type out a message that the system will read in a professional tone.

Step 4: Configure Voicemail Settings

• Voicemails can be sent to an email address, providing convenient access and ensuring that messages are never missed, even if the user is out of the office. You can also set a default voicemail description to help organize and identify messages, and modify the voicemail PIN for security.

Step 5: Save Your Settings

• After carefully configuring all options, click "Save" to ensure that all settings are applied.