|

Managing voicemail messages in zoom

ByCorporate Guider Home, Zoom

With Zoom Phone activated on your account, you will be able to listen to, play, delete, and save any voicemail messages that have been left for you by your callers. It is possible to leave a voicemail message that lasts for up to five minutes. During your business hours as well as during your closed hours, you have the option to disable voicemail and customise your voicemail greeting as well. For the time being, there is no storage limit for voicemails.

  Note: Zoom Desktop clients and Zoom Mobile apps are synced automatically when you leave a voicemail. There is also an icon that indicates that a notification has been sent (red circle icon). In the case of a desktop client, when you play a new voicemail message, it will be reflected on the mobile app as well, thus removing the notification icon.

If you are part of a group of users in the same organization, you can share your voicemail inbox with them as well. Zoom desktop client, Zoom mobile app, Zoom web portal, or Zoom desk phone can be used to view shared voicemail inboxes. If you want to be able to identify exactly who has left a message for you, we recommend using the Zoom desktop client, mobile app, or web portal.

Your admin will need to enable the setting on your behalf if you wish to receive email notifications of voicemail messages when they are received by you.

Prerequisites for managing voicemail messages

  • Zoom Desktop Client for Windows, macOS, or Linux, 5.5.0 or higher

  • Zoom Mobile App for iOS or Android

  • Zoom Phone license activated on your account

  • It is your admin’s responsibility to set the policy settings for voicemail and voicemail transcription on the phone

Note: If your administrator restricts your ability to download your voicemails or to delete them, you will not be able to do so. 

Windows | macOS | Linux

In order to play, download, or delete your voicemail messages, you need to follow these steps.

  1. Using Zoom’s desktop client, you will need to sign in.

  2. Go to the Phone tab and click on it.

  3. The Voicemail tab can be accessed by clicking on it. In reverse chronological order, voicemails are displayed with the most recent messages at the top of the list.
    As a way of identifying voicemail messages, you can use the following information:

    • If you have a caller ID name associated with the number or if it belongs to a contact that is in your internal or synced list, you will see a name above the number.

    • A blue dot indicates that a voicemail message has not yet been played.

    • You will be able to see the name of the phone user via the call queue, or you will be able to call the auto receptionist if you have access to a shared voicemail inbox.

  4. You can play the voicemail message by hovering over the entry in your voicemail box and clicking the play icon.

  5. You can call the number that left the voicemail by clicking on the phone icon if you want to do so.

  6. For these options, hover your mouse over the voicemail entry in order to see them:

    • Depending on whether the phone number belongs to an internal, external, or synced contact, you will be able to see additional options by hovering your cursor over the profile picture.

      • If you have Zoom contacts who are internal and external, you will be able to see their contact cards as well as options for chatting and meeting them.

      • The contact card that appears when a contact is synced with a third-party service will show you the name of the service and all the phone numbers that have been added.

    • To make a call to the selected number, click the phone icon on the left.

    • Depending on whether the call was recorded, you can play the recording by clicking the play icon on the right side of the screen.

    • For these options, click the ellipsis icon () on the toolbar:

      • Meet with Video / Meet without Video / Chat (these options only visible if the phone number belongs to an internal or external Zoom contact): Click the button to start an instant meeting or chat with the person.

      • Send Text Message (only visible If you have SMS enabled): Enter the number in the box and send an SMS message to it.

      • Copy Number: Make a note of the phone number associated with the item and copy it to your clipboard.

      • Create Google Contact / Create Outlook Contact (only visible if you enabled contacts integration): By using the call history entry, you can create a new contact on the Google or Outlook platform. You will be able to see your new contact under the Contacts tab in the sidebar. A contact can be further edited by logging into either Google or Outlook if you need to make changes to the details of the contact.

      • Add to Google Contact / Add to Outlook Contact (only visible if you enabled contacts integration): In order to add this number to an existing synced contact, you have to click on the button. When you need to make further changes to the contact details, you can access the contact in Google or Outlook.

      • Invite as Zoom Contact: You can send an invite to the participant by specifying their email address in the invitation. There will be an email sent to them which will include a unique link that they can use to add you to their Zoom contacts. As an alternative to integrating your contacts with Zoom, you can use this feature if your contact already has an account with Zoom.

      • View Profile (only visible if the number belongs to your internal, external, or synced contacts): This feature allows you to view the contact card of the person who called you.

      • Block Caller: Block the number by adding it to your list of blocked numbers.

      • Open File: You will need to use your computer’s default media player in order to play the voicemail.

      • Open File Location: The first step is to open the location of the voicemail file (MP3).

      • Save as: You will be able to save the voicemail as an MP3 file.

      • Delete: A voicemail message that has been selected will be deleted.

      • Delete All Voicemails: When you make this selection, your voicemails will be deleted.
        Notes:

        • The instructions in the Web section can be followed in order to bulk delete a particular amount of voicemails rather than all of them.

        • It is possible that your account admin has removed the ability to delete voicemails from your account if you are unable to delete voicemails. For further assistance, you may need to contact your system administrator.

Android | iOS

Play, download, or delete voicemail messages

    1. Open the Zoom app and sign in.

    2. You will find the Phone tab on the left side of the screen.

    3. You will find a tab called Voicemail on the left side of the screen. In reverse chronological order, voicemails are displayed at the top of the page with the most recent ones at the top.
      The following are some ways in which you can identify voicemail messages:

      • It is possible to see a name above a phone number if it has a caller ID name or if it belongs to internal or phone contacts.

      • A blue dot indicates that a voicemail message has not yet been played.

      • You will be able to see the name of the phone user via the call queue, or you will be able to call the auto receptionist if you have access to a shared voicemail inbox.

    4. In the voicemail entry, tap on one of the options listed below, then tap the voicemail entry again:

      • Phone button : You will be redirected to the voicemail message’s phone number when you press this button.

      • Share button : Once the voicemail message has been recorded, you can share it or save it (MP3). Depending on which apps you have installed on your phone, it may be possible that you will see different share options depending on what apps you see on your phone.

      • You can play the voicemail message that you have selected by clicking on the Play button. Using your speakerphone as a playback device is as simple as tapping Speaker.

      • Trash button : By pressing this button you will be able to delete the selected voicemail.

    5. For these options, you will need to tap the ellipses (…) button:

      • Call Duration: This feature displays the length of the call in minutes and seconds (mm:ss).

      • Call Back: After a call history entry is made, the number associated with that entry is called back. A phone number in the call history can also be tapped in order to contact it.

      • Meet with Video / Meet without Video / Chat (you will only be able to see these options if the phone number belongs to an internal or external Zoom contact): Request an instant meeting or a 1-on-1 chat with the person you are contacting.

      • Send Text Message (This option is only visible if you have SMS enabled on your device): The number will receive a text message from you.

      • Copy Number: Make a note of the phone number associated with the item and copy it to your clipboard.

      • View Profile: Click here if the associated phone number belongs to an internal, external, or synced contact and you want to view the associated contact card.

        • It will display the contact card for the user and additional options to chat or meet if you have an internal or external Zoom contact.

        • In case your contacts have been synced with a third-party service, you’ll see a general contact card with the name of the third-party service and all the phone numbers added to that contact.

      • Create Phone Contact: To create a new phone contact, you will need to use the default contacts app on your phone and use the associated phone number to create the contact. The option is not available for contacts that are internal, external, or synced with the system.

      • Add to Existing Phone Contact: The associated phone number can be added to an existing phone contact by using the default contact app of your phone. Contacts that are synced, internal, or external will not be able to use this feature.

      • Invite as Zoom Contact: You can send an invitation to the call participant if you specify their email address in the invitation. As a result, they will receive an email with a unique link so that they can add you as a contact in Zoom. In the event that your contact already has a Zoom account, you may be able to use this feature in lieu of integrating your contacts. Neither internal nor external contacts are able to use this option.

      • Block Caller: Simply add the phone number to the list of numbers you do not want to be contacted by.

      • Delete Item: This will delete the selected entry from the call history. The call recording will be deleted as well if there is a recording on the call.
        Note: It is possible that your account admin may have removed voicemails from your account if you are unable to delete voicemails. Your administrator will be able to provide you with further assistance if you need it.

    Delete several voicemail messages

    In order to delete all the voicemail messages in a set, you should follow these steps.

    1. Make sure you are logged in to the Zoom app on your mobile device.

    2. The Phone icon will appear once you have tapped it.

    3. Tap on the Voicemail tab at the top of the screen. A reverse chronological order is used for displaying voicemail messages, so that the most recent messages will be displayed at the top of the list.

    4. Tap Edit at the top of the screen to open the editing menu.

    5. The checkboxes on the right allow you to select the messages that you want to bulk delete or to delete all of them at once.

    6. Tap Delete(x) at the bottom of the screen when you get to the bottom of the screen

Web

  1. Zoom’s web portal can be accessed by logging in.

  2. Please click on the phone icon.

  3. The Voicemail tab can be found by clicking on it.

  4. There are several ways in which you can identify voicemail messages, including:

    • Above the number, you’ll see a name if the number has a caller ID name or if it belongs to your internal or synced contacts, depending on whether it has a caller ID name or not.

    • A blue dot indicates that a voicemail entry has not yet been played.

    • To determine who the message was sent to, check the To column of your shared voicemail inbox if you have access to it.

  5. If you wish to search for a specific contact or phone number, you can use the search options at the top, or the drop-down menu at the top will allow you to filter by whether the message has been read or unread.

  6. To view and manage your voicemails, you can click on the following options:

    • Play icon : This icon plays the voicemail message and, if Zoom Phone was able to transcribe it correctly, displays a transcript of the voicemail message on the screen.

    • Download: Right click on the voice mail message and save it (MP3 file).

    • Delete: You can delete the selected voicemail message by clicking on the Delete button. The top of the table has a checkbox beside the status column which can be clicked and Delete at the bottom can be selected to delete several entries at once.

      Note: If you are unable to delete your voicemails, it may be because your account admin has disabled this feature in your account. If you require further assistance, please contact your administrator.  

Desk Phone

As long as your administrator has provided you with a desk phone, you can use it to check your voicemail messages if you have been provided with one. It is important to understand that when you play your voicemail you will hear the phone number of the caller or extension, the date and time the message was left as well as the time it was left.

Note: If you wish to hear the time and date your voicemails are received, you will need to submit a request to our support team so that they can enable this feature in your account.

All desk phones can be operated by following the steps below. The instructions on this page are also applicable to the Polycom VVX series and the Yealink T4/T5 series of phones.

Note: If you have access to a shared voicemail inbox, you can play messages using your desk phone, but you will not be able to identify whether the message came from a shared voicemail inbox or not. As a way to identify these messages, you can use the Zoom Desktop Client, Mobile App, or Web Portal. 

  1. Dial and call *86 on your desk phone access the voicemail center.
    Tip: You can use this key code for the desktop client as well as the mobile app.

  2. Follow the prompts by dialing your voicemail PIN followed by the number.

  3. The following keys need to be pressed:
    In this key description, you will find the following:1Play all voicemail messages starting from the most recent ones (unplayed).2Record a voicemail greeting. In your Zoom Phone’s audio library, you will be able to find the greeting that you recorded.

    Note: The Zoom web portal also allows you to record a voicemail greeting in order to leave a message for your customers. 

  4. In order to manage your voicemail messages, you need to follow the audio prompts.

Related posts:

  1. Changing the account owner in zoom app
  2. Configuring McAfee Desktop Firewall in zoom app
  3. Resolution of recorded video in Zoom App
  4. Optimizing video quality with de-noise in zoom app
  5. Transferring meetings between devices in zoom app
  6. How to use the Smartsheet notifications chatbot in Zoom
  7. Partial refund policy for OnZoom
  8. Getting started with Zoom Contact Center (admins)
  9. Using the flow editor in zoom app
  10. Using the Zoom Rooms Controller app

Similar Posts