Set up Email Notifications for Voicemail

Cloud Voice can send an email to an extension user each time a new message arrives in their personal voicemail box, optionally with the recording attached. Configure this per extension from the extension’s Voicemail settings.

What this covers

Email notifications apply only to an extension’s personal voicemail. Messages left in a group voicemail box do not generate email alerts on their own.

Note

When a group voicemail is set to broadcast mode, each message is copied into the personal voicemail boxes of the member extensions. Those users then receive email notifications as usual.

Before you start

• Confirm that every extension you want to notify has a valid email address on file.
• Confirm that the system email settings are working. Without a functioning email server, Cloud Voice cannot deliver voicemail notifications.

Enable notifications for an extension

1. Sign in to the Cloud Voice management portal and go to Extension and Trunk > Extension, then open the extension you want to edit.

2. Select the Voicemail tab.

3. Use the New Voicemail Notification drop-down to choose how the user is alerted about new voicemail:

   • Do Not Send Email Notifications turns email alerts off.
   • Send Email Notifications with Attachment emails the user and includes the recording as a .wav file.
   • Send Email Notifications without Attachment emails the user without attaching the recording.

   Note

   With an attachment, the recording arrives as a .wav file, so the user can play the message straight from their email on any device without signing into the portal or dialing the voicemail line. Without an attachment, the email only tells them a message is waiting; they still retrieve the audio from the portal or by phone.

4. If you turned notifications on, set the remaining options to match how you want messages handled:

   Setting	Description
   After Notification	Choose what happens to the voicemail once the email goes out. Mark as Read flags the message as read in the mailbox, Delete Voicemail removes it from the mailbox, and Do Nothing leaves it in the mailbox as unread.
   Send to	Choose where the notification goes. User Email sends it to the extension user’s email address. Custom Email sends it to an address you specify in the Custom Email Address field.

   Caution

   Delete Voicemail permanently removes each message from the mailbox after the email is sent. If you pair it with Send Email Notifications without Attachment, no recording is kept anywhere and the voicemail cannot be recovered. Choose Send Email Notifications with Attachment if the user still needs the audio.

5. Click Save, then Apply.