Manage Group Voicemail Greetings

A group voicemail greeting is the recording callers hear when they reach a shared voicemail box used by a team or department. Every greeting attached to a group voicemail is kept in one place, where you can preview it, save a copy to your computer, or clear out the ones you no longer need. Each of the tasks below starts from the same spot: the Greeting Management list for a group voicemail.

To open it:

1. Sign in to the PBX (Private Branch Exchange, your phone system’s web management portal).
2. Go to Call Features > Voicemail > Group Voicemail, then edit the group voicemail you want to work with.
3. In the Group Voicemail Greeting section, click Greeting Management.

Note

The Greeting Management list shows every greeting available for that one group voicemail box, both the files you uploaded and any greetings recorded from a phone. Everything on this page acts on that box only.

Play a greeting

You can listen to any uploaded or recorded greeting either through your browser or by having the system call a phone and play it back. Playing a greeting first is a good way to confirm you have the right one before you download or delete it.

1. In the greeting list, find the greeting you want to hear and click the play icon .
2. In the window that opens, pick how you want to hear it:
   • Play on Web: click the play icon to hear the greeting straight through your browser.
   • Play to Extension: listen to the greeting on a desk phone:
     1. Choose an extension and click Play. The system places a call to that extension, so its phone will ring.
     2. Answer the call to hear the greeting on the phone.

Tip

Play on Web is the fastest way to check a greeting because it plays instantly in the browser with no phone involved. Use Play to Extension when you want to hear how the greeting actually sounds through a handset and its speaker.

Download a greeting

Downloading saves the greeting’s audio file to your computer, which is useful for keeping a backup or reusing the recording elsewhere.

1. In the greeting list, find the greeting you want to keep a copy of.
2. Click the download icon next to it to save the audio file to your computer.

Tip

Download a greeting before you delete it. A saved copy is the only way to restore a greeting later, since deleting it from the portal removes it permanently.

Delete greetings

You can remove greetings one at a time or clear several at once.

Caution

Deleting a greeting removes it permanently, and there is no undo. If a group voicemail is currently using the greeting you delete, callers will no longer hear it. Confirm the greeting is unused (or keep a downloaded copy) before deleting.

To delete a single greeting:

1. Click the delete icon beside the greeting.
2. Click OK, then Apply.

To delete greetings in bulk:

1. Select the checkbox for each greeting you want to remove, then click Delete.
2. Click OK, then Apply.

Note

The deletion is not saved until you click Apply. If you leave the page after clicking OK but before clicking Apply, your changes are not committed.