Record or Upload Voicemail Greetings

A custom greeting tells callers who they’ve reached, why you can’t pick up, and what to do next. Cloud Voice lets you tailor the greetings played for both extension voicemail and group voicemail, so the message a caller hears matches the situation.

You can store up to ten separate greetings per voicemail box, and there are two ways to create each one:

• Upload an audio file: supply a prerecorded file from your computer.
• Record from a phone: have the system call an extension so the user can speak the greeting into the handset.

Tip

Because each box holds up to ten greetings, you can prepare one for each situation (regular hours, lunch, after hours, vacation) and switch the active greeting as needed instead of re-recording every time.

Note

Any file you upload must satisfy the audio file requirements. A file that is the wrong format, sample rate, or size will be rejected at upload, so check it first.

Extension voicemail greetings

Give individual users greetings that fit their role and availability. All of the steps below happen in the PBX (Private Branch Exchange) web portal, the browser-based admin console for the phone system.

Upload a greeting

1. Sign in to the PBX web portal and go to Extension and Trunk > Extension, then open the extension you want to edit.
2. Select the Voicemail tab.
3. Under Voicemail Greeting, click Greeting Management.
4. In the window that opens, click Upload.
5. Choose the audio file to upload.

The greeting now appears under Greeting Management, where you can review or remove it.

Record a greeting from a phone

1. Sign in to the PBX web portal and go to Extension and Trunk > Extension, then open the extension you want to edit.
2. Select the Voicemail tab.
3. Under Voicemail Greeting, click Greeting Management.
4. In the window that opens, switch to the Record New Greeting tab.
5. In Audio File Name, type a name that makes the greeting easy to recognize.
6. From the Extension drop-down list, pick the extension that will record the greeting.

Note

The extension you pick here is the phone that will ring so you can speak the greeting into it. It does not have to be the extension whose voicemail you are editing, so you can choose the handset that is actually in front of you (for example, the phone on your own desk).

7. Click Save. The system rings the extension you selected.

Caution

Clicking Save places a real call from the system to the chosen extension. Have that phone within reach and answer it promptly, otherwise the call goes unanswered and no greeting is recorded.

8. Answer the call and speak your greeting. When you’re finished, press # or hang up.

The recording is saved to the Greeting Management tab, where you can play it back or delete it.

Group voicemail greetings

A group voicemail box is shared by more than one user, so follow the same two approaches used above to set its greeting.

Note

Because several people share the box, keep the greeting generic (name the team or department rather than an individual). That way it stays accurate no matter who is on duty.

Upload a greeting

1. Sign in to the PBX web portal and go to Call Features > Voicemail > Group Voicemail, then open the group voicemail you want to edit.
2. Under Group Voicemail Greeting, click Greeting Management.
3. In the window that opens, click Upload.
4. Choose the audio file to upload.

The greeting is added to Greeting Management for later review or removal.

Record a greeting from a phone

1. Sign in to the PBX web portal and go to Call Features > Voicemail > Group Voicemail, then open the group voicemail you want to edit.
2. Under Group Voicemail Greeting, click Greeting Management.
3. In the window that opens, switch to the Record New Greeting tab.
4. In Audio File Name, type a name that makes the greeting easy to recognize.
5. From the Extension drop-down list, pick the extension that will record the greeting.
6. Click Save. The system rings the extension you selected.
7. Answer the call and speak your greeting. When you’re finished, press # or hang up.

The recording is saved to the Greeting Management tab, where you can play it back or delete it.