How-to Setup Voicemail on Zoom Phone

Getting Started

Login to Zoom

If you have not already done so, sign into Zoom. For voicemail settings, we recommend using the Zoom Web Portal.

Computer Users - Login to Zoom Workplace

Refer to the "Signing in to Zoom on your computer" section of our Zoom Overview and Help article.

Mobile Users - Login to the Zoom Mobile App (iOS, Android, etc)

Refer to the "Sign into the Zoom mobile App" section of our Zoom Phone on Your Smartphone article. 

Zoom Web Portal

Use this link to sign into the Zoom Web Portal: colby.zoom.us/profile

Find Your Voicemail Pin Code

By default, everyone has a randomly generated PIN code supplied by Zoom. 

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.

3. Scroll down to the Desk Phone section.
4. To the right of PIN Code, click on Show or Edit.
    To change your PIN Code, type in a new code.
    To Save, click Save.
NOTE: Your Pin Code is unique. Never share your PIN Code with anyone.

Setting a Voicemail Greeting Using Zoom Web Portal

Using the Zoom Web Portal to set your Voicemail Greeting gives you more options than setting it in Zoom Workplace or the Zoom mobile app. You have a few more options, such as using text-to-speech for your voicemail and uploading audio files you've recorded for your voicemail.

Record your Voicemail Greeting

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.

3. Scroll down to the Call Handling section.
4. Under Greeting & Leave voicemail instruction, click on the Edit button.
5. From the dropdown menu, select Add Audio.

6. Click the Record by Computer tab.
7. You will need to set an Asset Name (e.g., Willow's Voicemail).
8. For the Category, select Voicemail greeting
9. For the Language, select English (United States).
    If you are recording your voicemail greeting in a different language, select that language instead.

10. Under the Record Audio section, click on the Record button to begin recording your voicemail.

11. To stop recording, click the Stop button.

12. To listen to the recording, click the Play button.
    To re-record your voicemail greeting, click the Record Again button.

13. Once satisfied with your recording, click the Add button to save your voicemail recording.

Use Text-To-Speech for a Voicemail Greeting

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.

3. Scroll down to the Call Handling section.
4. Under Greeting & Leave Voicemail Instruction, click on the Edit button.
5. From the dropdown menu, select Add Audio.

6. Click the Text to Speech tab.
7. You will need to set an Asset Name (e.g., Alex's Voicemail).
8. For the Category, select Voicemail greeting. (This may be set already)
9. In the Message to Play Box, type the desired message for your voicemail greeting (e.g., "Hi this is Alex. Please leave a message.").
    By default, the Language will be set to English (United States). 
    You are able to change the voice that the text-to-speech robot uses.
    Next to Voice, click on the dropdown arrow. Select the Voice you would like to use.

9. To preview your voicemail message, click the Play link in the lower left of the Message to Play section.
10. When you are satisfied with your recording, click the Add button to save your recording to the system.

Upload Audio for Voicemail

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.

3. Scroll down to the Call Handling section.
4. Under Greeting & Leave Voicemail instruction, click on the Edit button.
5. From the dropdown menu, select Add Audio.

6. Select the Upload tab.
7. You will need to set an Asset Name (e.g., Janice's Voicemail).
8. For the Category, select Voicemail greeting
9. For the Language, select English (United States).
    If you are uploading your voicemail greeting that uses a different language, select that language instead.
8. Click the Upload button to search for the .mp3 or .wav file you want to upload from your computer.
    Note: Each file must be less than 10 MB.

9. Click the Add button to save your audio to the system.

Assign a Previously Created Voicemail Greeting

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Settings tab.

3. Scroll down to the Call Handling section.
4. Under Greeting & Leave Voicemail instruction, click on the Edit button.
5. From the dropdown menu, select Choose from asset library.

6. Select the desired voicemail greeting from the list.
7. Click Save to apply the selected voicemail greeting.
    To Download a saved audio, click the 3 Dots on the right of the audio, and choose Download.
    To Edit a saved audio, click the 3 Dots on the right of the audio, and choose Edit.
    To Delete a saved audio, click the 3 Dots on the right of the audio, and choose Delete.

Setting a Voicemail Greeting Using Zoom Workplace

Setting your voicemail greeting in the Zoom Workplace is similar to setting it if you were using a desk phone or the Zoom mobile app.

1. You will need your Pin Code to log in to your voicemail. If you do not already have it, click here to go to steps to retrieve it.
Open the Zoom Workplace client.
2. Click on the Phone icon in your navigation bar. 
    You navigation bar may be displayed on the top or the left of your client.

3. In the dial pad, dial *86.

 

 

 

 

Viewing Voicemails

You are able to view your voicemails in each of the Zoom applications.

Viewing Voicemails on the Zoom Web Portal

1. Start in the Zoom Web Portal - colby.zoom.us/profile
2. In the left menu, click on Phone, then click on the Voicemail tab.
     All voicemails received will be displayed.

3. There are several ways to filter your voicemails:

  • Enter a From and To date
  • Search by Name, Ext. or Number
  • Click the Status (All) dropdown menu to filter by Status (All), Unread Read, or Follow Up.
  • Click the Type (All) dropdown menu to filter by Type (All), Normal, Spam, or Maybe Spam.

4. There are several options for what you can do with your voicemails:

  • To Play a voicemail, click on the Play button next to a voicemail in the voicemail column.
  • To Download a voicemail, click the Download button on the right of the voicemail. 
  • To Delete a voicemail, click the 3 Dots, then select Delete.
  • To Delete multiple voicemails, click the checkmark box on left of each voicemail, then press Delete at the top.
  • To Mark as Unread, click the 3 Dots, then select Mark as Unread.
  • To Mark as Follow Up, click the 3 Dots, then select Mark as Follow Up.

NOTE: If you do not see the 3 Dots, expand your web browser's window.

Why can't I transcribe voicemails? 

Viewing Voicemails in Zoom Workplace

1. If not already done so, sign into Zoom Workplace.  Refer to the "Signing in to Zoom on your computer" section of our Zoom Overview and Help article.
2. Click the Phone icon in your navigation bar. Your navigation bar could either be on the left or top of Zoom Workplace.
3. Click Voicemail tab in Phone.

4. There are several ways to filter your voicemails:

  • Enter a From and To date
  • Search by Name, Ext. or Number
  • Click the Status (All) dropdown menu to filter by Status (All), Unread Read, or Follow Up.
  • Click the Type (All) dropdown menu to filter by Type (All), Normal, Spam, or Maybe Spam.

5. Click the Play icon to listen to the selected message.
6. Click the 3 Dots icon to access more options such as Delete, Share, Download, and Mark as Read.

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