Your administrator can configure all the voicemail settings on behalf of you. If you find any issues in configuring the settings, contact your administrator.

To reset your voicemail PIN and listen to your voice messages, see Set or reset your voicemail and Listen to your voice messages.

Send callers to your voicemail

You can set when you want to send callers to your voicemail. For example, you may want to send all calls to voicemail when you know you’re going to be out of the office and not taking phone calls.

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Choose when to have your voicemail active:

  • Always—This option forwards all calls to voicemail.
  • When Busy—This option forwards calls to voicemail when you’re already on a call.

     

    Incoming calls won’t be directed to voicemail when call waiting is enabled.
  • When No Answer—This option forwards incoming calls to voicemail when the call is unanswered.
4

Click Save.

Example

Want to see how it's done? Watch this video demonstration on how to set when you want to send callers to your voicemail.

Store your voicemail and fax messages

You can choose where you want to store your voicemail and fax messages—in the Calling User Portal or to a specified email address as a .tiff file.

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Go to Message storage and select where you want to store your messages:

  • Use System Mailbox—This option allows you to access the voicemail from your phone or from the Calling User Portal.

     
    The system mailbox has the following storage limitations:

    • Single message limit of 10 minutes

    • Total mailbox limit of 100 minutes
  • Use External Mailbox—With this option, you can enter the email address to which you want to send all the voicemails. Choosing this option disables access to voicemail from your phone, desktop app, and the Calling User Portal.

     

    If this option is selected, voicemails aren’t transcribed.
4

Check the Use phone message waiting indicator on your Cisco IP Phone check box to enable the message waiting indicator for your desk phone.

5

Click Save.

Example

Want to see how it's done? Watch this video demonstration on how to choose where you want to store your voicemail and fax messages.

What to do next

If your location has voicemail transcription enabled, the option Use internal Mailbox and Email a copy of the voicemail message must be selected for you to receive voicemail transcriptions. For more information, see Set up voicemail transcription section.

Enable voicemail notifications

You can set up an email id to receive notifications when a new voicemail is received.

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Go to Notifications and turn on the toggle.

4

To receive text message notifications, select Notify me via text message when new voicemail messages are received.

If this option is selected, enter the phone number and service provider.
5

To receive email notifications, select Notify me via email when new voicemail messages are received.

If this option is selected, enter the email address to send notifications to.
6

To send a voicemail to an email address with the message attached, check the Attach new voicemail messages and send via emailcheck box.

If this option is selected, enter the email address to send the notifications and attached messages to.


 

This option may be unavailable if voicemail forwarding is disabled.
7

Click Save.

Example

Want to see how it's done? Watch this video demonstration on how to enable your voicemail notifications.

What to do next

If your location has voicemail transcription enabled, the option Use Internal Mailbox and Email a copy of the voicemail message must be selected for you to receive voicemail transcriptions. For help, see Set up voicemail transcription section.

Set up voicemail transcription

With voicemail transcription, you can receive an email with the voicemail transcription in the body of the email and .wav file as a voicemail attachment.

Before you begin

  • Language(s) supported: English

  • The administrator must enable voicemail transcription for your location.

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Go to Message Storage and select Use System Mailbox from the drop-down list.

4

Go to Notifications, turn on the toggle, check the Attach new voicemail messages and send via email check box and enter the mail address to send the transcriptions to.


 

This option may be unavailable if voicemail forwarding is disabled.
5

Click Save.

You can use the following image as a helpful visual of an email notification for voicemail transcription.

You can also see the voicemail transcription in Webex App.

Reasons why voicemail transcription is not available

The system doesn’t produce a transcript if the overall quality or accuracy of the transcript is poor. It may happen if the audio quality was bad due to the following constraints:

  • Noisy background

  • Poor audibility

  • Non-English words present in the audio or unsupported language

    Voicemail transcription is available only for voicemails left in English.

  • Heavy accent

Allow callers to transfer from your voicemail greeting

You can allow callers to press 0 and be transferred to another phone number, of your choosing, when they reach your voicemail greeting.


If this feature is enabled, be sure to record your voicemail greeting with the appropriate guidance for the caller. For example, “To reach my assistant, press 0.”

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Toggle on Press '0' to transfer to.

4

Enter the phone number or extension where you want calls to be transferred.
5

Click Save.

Example

Want to see how it's done? Watch this video demonstration on how to allow callers to transfer from your voicemail greeting.

Set up your voicemail greetings

Your voicemail greeting is the message that your callers hear when they reach your voicemail. There are two types of voicemail greetings - Busy and No Answer. The Busy greeting is played when you’re on another call and don’t have a call waiting, and the No Answer greeting is played when you don’t answer the call.

1

Go to https://settings.webex.com and select Webex Calling.

2

From the Calling User Portal, click Voicemail > Voicemail Settings.

3

Go to Greetings and set the number of rings you'd like callers to hear before they hear your voicemail greeting.

4

Choose your busy greeting from the If busy use greeting from drop-down menu:

  • System—This plays the system default greeting.
  • Personal—If this option is selected, click the Browse option and choose the file to upload.
5

Choose your no-answer greeting from the If unanswered use greeting from drop-down menu:

  • System—This plays the system default greeting.
  • Personal—If this option is selected, click the Browse option and choose the file to upload.

 

Once you've uploaded the greetings file, you can update or replace it by clicking the Browse option again and choosing a new file. Uploading a new file overrides the previous greetings.

The audio (WAV) file must be 8Khz, 8-bit mono, CCITT µ-law, 2 MB max, .wav file format.

 

Greetings can be recorded by dialing the Voice Portal from your phone. For more information, see Set up and manage your extended away greeting.

6

Click Save.

Example

Want to see how it's done? Watch this video demonstration on how to set up your voicemail greetings.

To receive voicemail and fax messages, and configure various voicemail settings such as sending calls to voicemail, enabling notification, and setting message storage, you need to enable the voicemail toggle first.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Voicemail section and turn on the toggle.

What to do next

Once the voicemail toggle is enabled, you can configure various voicemail settings.

Send calls to voicemail with greetings

You can set when you want to send callers to your voicemail. For example, you may want to send all calls to voicemail when you know you’re going to be out of the office and not taking phone calls.

You can set a voicemail greeting which is the message that your callers hear when they reach your voicemail. There are two types of voicemail greetings - Busy and No Answer. The Busy greeting is played when you’re on another call and don’t have a call waiting, and the No Answer greeting is played when you don’t answer the call.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Send calls to voicemail and choose from the following options:

  • Send all calls to voicemail—This option forwards all calls to voicemail.

  • Send calls to voicemail when the line is busy—This option forwards calls to voicemail when you’re already on a call. Check the check box and you can choose to set up either a default greeting or a custom greeting.

    To set the default greetings, select the Default message when busy option.

    To set your own custom personalized greetings, select the Custom message option and click Upload File to upload your audio (WAV) file or click the Record Message to record the message.

  • Send calls to voicemail when no one answers—This option forwards incoming calls to voicemail after a specified number of rings. Check the check box and select the number of rings before playing the greetings from the drop-down list. You can choose to set up either a default greeting or a custom greeting.

    To set the default greetings, select the Default message when no answer option.

    To set your own custom personalized greetings, select the Custom message option and click the Upload File to upload your audio (WAV) file or click the Record Message to record the message.


 

Once you've uploaded the file or recorded the greetings, you can update it by selecting Replace File or recording another message. Recording a new message or uploading a new file overrides the previous greetings.

The audio (WAV) file must be 8Khz, 8-bit mono, CCITT µ-law, 2 MB max, .wav file format.

 

Greetings can also be recorded by dialing the Voice Portal from your phone. For more information, see: Set up and manage your extended away greeting.


 

If you select Send all calls to voicemail, you can’t select the other two options. You can choose to direct to voicemail with both Send calls to voicemail when the line is busy and Send calls to voicemail when no one answers options are selected together.

3

Click Save.

Store your voicemail and fax messages

You can choose where you want to store your voicemail and fax messages—in the User Hub or to a specified email address as a .tiff file.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Message storage and select where you want to store your messages:

  • Use internal mailbox—This option allows you to access the voicemail from your phone or from the Webex Settings Portal. Select Use the phone's new message indicator check box to enable the message waiting indicator for your desk phone.

     
    The internal mailbox has the following storage limitations:

    • Single message limit of 10 minutes

    • Total mailbox limit of 100 minutes
  • Use external mailbox—With this option, you can enter the email address to which you want to send all the voicemails. If this option is selected, voice messages won’t be accessible from your phone, desktop app, and the user portal, and are not transcribed.
3

Click Save.

What to do next

If your location has voicemail transcription enabled, the option Use internal Mailbox and Email a copy of the voicemail message must be selected for you to receive voicemail transcriptions. For more information, see Set up voicemail transcription section.

Enable voicemail notifications

You can set up an email id to receive notifications when a new voicemail is received.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Notifications and toggle on Receive voicemail notifications.

3

Choose one of the following options:

  • To receive email notifications, select Email and enter the email address to send notifications to.
  • To receive text message notifications, select Text message and enter the phone number and choose the service provider.

     

    If you want to receive notifications through text, check with your wireless provider for their email to text process.
4

To send a voicemail to an email address with the message attached, go to Additional settings, toggle on Email a copy of the voicemail message, and enter the mail address to send the transcriptions to.


 

This option may be unavailable if voicemail forwarding is disabled.
5

Click Save.

What to do next

If your location has voicemail transcription enabled, the option Use Internal Mailbox and Email a copy of the voicemail message must be selected for you to receive voicemail transcriptions. For help, see Set up voicemail transcription section.

Set up voicemail transcription

With voicemail transcription, you can receive an email with the voicemail transcription in the body of the email and .wav file as a voicemail attachment.

Before you begin

  • Language(s) supported: English

  • The administrator must enable voicemail transcription for your location.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Message storage and select Use internal mailbox.

3

Go to Additional settings and toggle on Email a copy of the voicemail message, and enter the mail address to send the transcriptions to.


 

This option may be unavailable if voicemail forwarding is disabled.
4

Click Save.

You can use the following image as a helpful visual of an email notification for voicemail transcription.

You can also see the voicemail transcription in Webex App.

Reasons why voicemail transcription is not available

The system doesn’t produce a transcript if the overall quality or accuracy of the transcript is poor. It may happen if the audio quality was bad due to the following constraints:

  • Noisy background

  • Poor audibility

  • Non-English words present in the audio or unsupported language

    Voicemail transcription is available only for voicemails left in English.

  • Heavy accent

Allow callers to transfer from your voicemail greeting

You can allow callers to press 0 and be transferred to another phone number, of your choosing, when they reach your voicemail greeting.


If this feature is enabled, be sure to record your voicemail greeting with the appropriate guidance for the caller. For example, “To reach my assistant, press 0.”

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Additional settings and toggle on Transfer on '0' to another phone number, and enter the phone number to which callers to be transferred.

3

Click Save.

Set up to receive fax messages

Fax messaging allows you to receive direct inbound faxes from the voicemail service.

Faxes are stored in a shared storage area along with voice messages. Storage capacity is 100 minutes of voicemail, or 1000 pages of fax messages. Make sure to allocate space for new fax messages and archive wisely.

Before you begin

The fax messaging option appears only if your administrator has enabled the feature for you.

1

Sign in to User Hub, then click Settings > Calling > Voicemail.

2

Go to Fax messaging and turn on the toggle.

If the fax messaging is enabled by the admin, the toggle is on by default.

Your fax number and extension appear.
3

Click Save.