Zoom voicemail message management. 

Active zoom phone on your account to delete, save and play the voicemail messages that the callers have left. Those voicemail messages have a maximum length of 5 minutes. For disabling the voicemail during closed hours or business hours choose to customize your voicemail greeting or change your settings. For the voicemails, presently there’s no limit for storage. 

Remember, in between the zoom mobile app and desktop client, you can also sync between the voicemails. It comprises the notification circle which appears like a red circle icon. For instance, when you play the fresh voicemail message in the desktop client, it can also remove the mobile app notification icon.

Within the same organization, you can also think of zoom sharing your voicemail inbox. The zoom mobile app, desktop client, desk phone, or web portal also displays the shared voicemail inboxes. You were suggested using the mobile app, zoom desktop client, or web portal in the above case so that you can better search the messages for whom it was left. 

Preconditions. 

• Zoom desktop client for Mac OS, Windows, or Linux with version 5.5.0 or above. 
• Use the zoom moniker application for Android or iOS. 
• One must have activated the zoom account of the zoom phone license. 
• The admin must be enabled by the policy settings for the voicemail transcription and voicemail. 

Remember, your admin can however limit your ability to delete or download the voicemails. 

For macOS, Windows, or Linux. 

 

For playing, downloading, or deleting the voicemail messages you can follow the below steps –

Step 1. Zoom sign in to the desktop client (Windows, Mac OS, or Linux). 

Step 2. Tap on the phone icon tab. 

Step 3. Tap on the voicemail section where the voicemail messages will be shown in a reverse chronological manner with the current messages at the top. 

For identification of the voicemail messages choose the following-

• Those voicemail messages which haven’t yet been played are marked with a blue. 
• When you have access to the shared voicemail inbox, you can find the name of the phone user, auto-receptionist, or call queue below the caller ID. 
• When the number has a caller ID name or it is being possessed by synced or internal contacts, then you will find a name above the number. 

Step 4. Run through the voicemail entries and then tap on the play icon for playing the voicemail message. 

Step 5. Tap on the phone icon when you think of calling the number that left the voicemail. 

Step 6. Run through the voicemail entry from these options – 

• For additional options, run over the profile picture when the number belongs to external, internal, or synced contacts. 

• From the synced contacts, you can find a general contact card with the phone numbers present in the contact and the names of the third-party services. 
• In the case of external and internal zoom contacts, you can find the user contact card along with extra options like meet or chat. 

 

• For calling the selected number, you can tap on the phone icon. 
• In case the call gets recorded then, you can tap on the play icon for playing the associated meeting. 
• Select the eclipses from the below options – 

 

• Send a Text Message. This is only visible when the SMS is enabled. Choose to send an SMS message to a selected person number. 

• Meet without video/ meet with video/ chat. This feature is only visible when the number belongs to external or internal zoom contact. Initiate a quick meeting, one on one with the contact. 

• Copy number. You have to copy the linked phone number to your system’s clipboard. 

• Add to Outlook contact/ add to Google contacts. It is only visible when you have enabled the contact integration. You have to add the linked phone number with an existing synced contact. You have to access the contact in Outlook or Google when you further need to edit the contact details. 

• Create Outlook Contact / create Google Contact. Visible only while enabling contact integration. You have to create a new outlook or Google contact by using the call history entries. The fresh contacts come in the contacts tab. You have to access the contact in outlook or google where you require further editing contact details.   

• Inviting as Zoom contact. Invitation sending for specifying the email id of the call participant. Add the linked phone number with existing synced contacts. You can access the contact in outlook or google when you require further editing contact details. 

• Block Caller. To your blocked list, you have to add the phone number. 

• View Profile. It is only visible when the number is being owned by your synced, external or internal contacts. It helps in viewing the contact card of the linked caller. 

• Open file location. For opening the file location of the mp3 voicemail file. 

• Open file. You have to open the voicemail by using the computer’s default media player. 

• Delete. You have to delete the chosen voicemail messages. 

• Delete all voicemails. It helps you in deleting the voicemail message of your zoom account. 

• Save as. It helps in saving the voicemail of the mp3 file. 

For iOS or Android. 

 

To download, play, or delete the voicemail messages. 

 

Step 1. Zoom sign in to the zoom application ( iOS or Android). 

Step 2. Tap on the phone icon tab. 

Step 3. Tap on the voicemail section where the voicemail messages will be shown in a reverse chronological manner with the current messages at the top. 

For identification of the voicemail messages choose the following-

• Those voicemail messages which haven’t yet been played are marked with a blue. 
• When you have access to the shared voicemail inbox, you can find the name of the phone user, auto-receptionist, or call queue below the caller ID. 
• When the number has a caller ID name or it is being possessed by synced or internal contacts, then you will find a name above the number. 

Step 4. Select the voicemail entry and then click on any of the options –

• Share button. Save or share the voicemail mp3 message file. You can find various share options based on the phone installed apps. 
• Phone button. You have to call the number linked with the voicemail message. 
• Trash button. You can delete the chosen voicemail. 
• Play button. It will help you in playing the desired voicemail message. Click on the speaker to use the speakerphone for playback. 

Step 5. For accessing the options, you have to tap on the eclipse button. 

• Call Duration. Shows the call duration of the call in seconds or minutes. (MM:SS) 

• Meet without video/ meet with video/ chat. This feature is only visible when the number belongs to external or internal zoom contact. Initiate a quick meeting, one on one with the contact. 

• Call back. You can make calls on linked numbers with the entries on call history. You can also click on the phone numbers in the history for calling it. 

• Copy number. You have to copy the linked phone number to your system’s clipboard. 

• Send a Text Message. (This is only visible when you have enabled the SMS). You can also choose to send an SMS message for the number. 

• Create Phone Contact. You can create a new contact from your phone’s existing default contact app using the linked phone number. In this option, you won’t find external, internal, or synced contacts. 

• View Profile. You have to view the contact card if the linked phone number is possessed for external, internal, or synced contact. 

• For the synced contacts you will find the general contact card with third-party service names and every phone number added to that contact. 
• For external or internal zoom contacts you can find the contact card of the users and additional features for meet or chat. 

 

• Add to existing phone contact. You can use the default phone contact app for creating new phone contacts using a linked phone number. In this option, you won’t find external, internal, or synced contacts. 

• Inviting a zoom contact. By mentioning your email address,  you can send an invite to the call participant. This feature can be used as an alternative to contacts integration when your contact has a zoom account. 

• Delete item. You can delete the call history entry. When there’s a call recording you can also delete them.  

• Block caller. The phone number has to be added to the blocked list. 

 

Deleting the various voicemail message. 

 

For deleting a set of voicemail messages, look for the steps- 

Step 1. Zoom sign in to the desktop client ( iOS or Android). 

Step 2. Tap on the phone icon tab. 

Step 3. Tap on the voicemail section where the voicemail messages will be shown in a reverse chronological manner with the current messages at the top. 

Step 4. Click on the eclipse option (…) And then choose the selected item. Near your voicemail messages, you will find the appearing checkboxes. 

Step 5. Just select the checkboxes for selecting all the messages you want to delete. 

Step 6. And finally, choose the trash icon and delete all those voicemails. 

For the web. 

 

Step 1. Zoom sign in to the web portal. 

Step 2. Select on the phone icon. 

Step 3. Choose the voicemail tab. 

Step 4. By using the following options, you can identify the voicemail messages. 

1. When the number consists of caller ID name or it is possessed for the synced or internal contacts, then you will find the name above the number. 
2. When you have access to the shared voicemail inbox, go for “to”  the column which will identify the left for messages. 
3. Voicemail entries will be marked by the blue dot which hasn’t been played yet. 

Step 5. Use search options for searching a  particular phone number or a contact and then tap on the drop-down menu at the top of the filter by unread or read messages. 

Step 6. For viewing or managing voicemails, tap the following options- 

• Download. You can save the mp3 voicemail message file. 

• Delete. It will help you in deleting the chosen voice mail messages. You can also delete various entries all at once by clicking the checkbox near the status column and then tap on the delete at the top of the table. 

• Play icon.  You can play the voicemail and then show a transcript of the voicemail when the zoom phone can transcribe it. 

For Desk Phone. 

 

For checking the voicemail message you can use the desk phone especially when the admin has provisioned a desk phone for you. The below steps apply to all the desk phones. You can similarly look for the specific instructions for the yealink T4/T5 series phones and Polycom VVX series. 

Remember, you can access the shared voicemail inbox and then play them by using the desk phones. But at the same time, you can’t identify if the message is for a shared inbox. You can use the mobile app, desktop client, or web portal for message identification. 

 

Step 1. Call by dialing *86 on your desk phone by accessing the voicemail center. Advice. This key code would work for the mobile app or desktop client. 

Step 2. If notified, then dial the voicemail pin following #. 

Step 3. You can press from the keys- 

 

• Key 1 for playing the voicemail messages sorted by new unplayed messages. 

• Key 2. You can record the voicemail message. Then the greeting can be added to the zoom phone audio library.  

 

Remember, At your discretion, you can record a voicemail greeting in the Zoom web portal. 

Step 4. For managing the voicemails you can follow the audio prompts. 

 

All credit- zoom.us

https://support.zoom.us/hc/en-us/articles/360021400211-Managing-voicemail-messages