Manage Personal Voicemail Greetings

As an administrator, you can review and maintain the personal greetings that belong to an individual extension. This page covers how to listen to a greeting, save a copy of it, and remove greetings you no longer need.

Note

A personal greeting is the message a caller hears when a call to that extension goes to voicemail (for example, “You have reached Jane, please leave a message”). It applies to one extension only, unlike a system-wide greeting that plays for the whole tenant. Greetings can be recorded from a phone or uploaded as an audio file, and both kinds are managed here.

Each of these tasks starts the same way: sign in to the Cloud Voice management portal, open Extension and Trunk > Extension, edit the extension you want to work with, and select the Voicemail tab. In the Voicemail Greeting section, click Greeting Management to see the greetings recorded or uploaded for that user.

Play a greeting

Whether a greeting was uploaded or recorded from a phone, you can preview it in the browser or hear it on a handset. Playing it back is the quickest way to confirm the audio is correct before you assign or keep it.

1. Open Greeting Management for the extension, as described above.
2. Find the greeting you want to hear and click the play icon .
3. In the window that opens, choose where to play it:
   • Play on Web: Click the web-playback icon to listen through your browser. This is the fastest option and needs no phone.
   • Play to Extension: Hear the greeting on a physical phone:
     1. Pick an extension and click Play. Cloud Voice rings that extension.
     2. Answer the call to listen to the greeting.

Note

Play to Extension places a real call to the extension you select, so that phone will ring. Choose a phone you can reach, or the greeting will not play until someone answers.

Download a greeting

Save a local copy of any stored greeting, for example to archive it, move it to another extension, or edit it in an audio tool.

1. Open Greeting Management for the extension.
2. Locate the greeting and click the download icon . The file is saved to your computer.

Tip

Download a copy before you delete a greeting. Deletion is permanent, so keeping the file gives you a way to restore or reuse it later.

Delete greetings

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

Caution

Deleting a greeting is permanent and cannot be undone. If you delete the greeting currently in use, callers reaching that voicemail box will hear the default system greeting until a new personal greeting is set.

To delete a single greeting:

1. Open Greeting Management for the extension.
2. Click the delete icon next to the greeting.
3. Click OK, then Apply to confirm.

To delete several greetings at once:

1. Open Greeting Management for the extension.
2. Select the checkbox beside each greeting you want to remove, then click Delete.
3. Click OK, then Apply to confirm.

Note

OK only dismisses the confirmation pop-up. The greeting is not actually removed until you click Apply, so finish with Apply every time.