Manage Group Voicemails

A group voicemail is a shared mailbox that several extensions or a whole team can reach, rather than one belonging to a single person. Once a group voicemail exists, you can adjust its configuration at any time or remove it entirely. Both tasks start from the same place in the admin portal.

Note

You manage group voicemails from Call Features > Voicemail > Group Voicemail. This is the same list whether you are editing settings or deleting a mailbox, so you only need to learn one path.

Edit a group voicemail

Edit a group voicemail when you need to change how it behaves: who can access it, how it greets callers, or how messages are announced.

1. Sign in to the Cloud Voice admin portal and open Call Features > Voicemail > Group Voicemail.
2. Find the group voicemail you want to change and click the edit icon next to it.
3. Adjust the settings to suit your needs. From here you can:
   • Enable or Disable Voicemail Access PIN
   • Change Voicemail Access PIN
   • Configure Message Envelope
   • Change Voicemail Greetings
   • Record or Upload Voicemail Greetings
   • Manage Group Voicemail Greetings
4. Click Save, then Apply.

Note

A voicemail access PIN (Personal Identification Number) is the numeric code callers or staff enter to open the mailbox and hear stored messages. The message envelope is the spoken preamble the system plays before each message (for example the caller number and the date and time it arrived).

Caution

Save and Apply are two separate steps. Save stores your changes, but they do not take effect on the live system until you click Apply. If you skip Apply, the mailbox keeps running with its old settings.

Delete group voicemails

Delete a group voicemail when the team or purpose behind it no longer exists. You can remove one mailbox at a time or clear several in a single action.

Danger

Deleting a group voicemail is permanent and cannot be undone. It removes the mailbox along with any messages and greetings stored in it, and callers can no longer leave messages there. Confirm you have the right mailbox (and that nothing still relies on it) before you delete.

1. Sign in to the Cloud Voice admin portal and open Call Features > Voicemail > Group Voicemail.
2. To remove a single group voicemail:
   1. Click the delete icon next to the group voicemail you want to remove.
   2. Click Apply.
3. To remove several group voicemails at once:
   1. Select the checkbox for each group voicemail you want to remove, then click Delete.
   2. Click OK, then Apply.

Tip

For a one-off cleanup the single-delete icon is quickest. When retiring many mailboxes at the same time, use the checkboxes and the bulk Delete button so you only confirm and apply once.