Everyone nowadays has voicemail to store and organize any missed calls. With smartphones and social media, we are constantly expected to be reachable and on the clock, but that is just not always the case – nor should it be. You should make sure that you have a system in place to handle important missed calls.
Have Voicemail Services Enabled on Your Phone
Users can call their System Administrator to have voicemail services set-up on your phone.
System Administrators can choose the client from a list of IP software users and enable voicemail services by ensuring that the “Voicemail On” option is selected. This may be activated from the voicemail tab in the software, or equivalent organizational branch.
Your Voicemail Systems Greeting
If you have not changed the preset options, your phone system should have a default greeting for your voice mailbox. It is standard and not personalized in any way. This is fine and many users choose to rely on the standard greeting. Others, however, especially business owners, would like a more personalized touch. You can set your greeting to record your name, business name, hours of operation, and so on.
To personalize a voicemail message, locate the “Message” button/option. Search the available options until you find the “Greeting” option and select it. The software should then prompt you to record your own personalized voicemail greeting.
Receiving a New Message
How do you know whether or not you have a new message? Typically, a red light on your desk phone will blink to indicate a new message has been left. This will obviously depend on the type of phone in use. Email and on-screen notifications can also be utilized to alert users to a waiting voice message.
If you have opted to be alerted to new messages by email, you can also choose to receive the files as a .wav file that can be accessed on any computer – or just a text alert directing you to your phone to access the audio component of the message. If you listen to the voicemail as a .wav file on your computer, you must still return to your phone and delete the message from your voicemail box to prevent them from building up and cluttering your mailbox. This is especially important if you have a limit as to how many messages your mailbox can store.
Accessing Your Voicemail
Upon receiving whatever alert you have chosen to notify you of a new message, you can then check your waiting message when ready. Hold the “Message” button to access the mailbox from a landline and you will be directed to listen to the waiting voicemail. Then, replay, save, or delete the message after you have heard it. Follow the automated prompts given to you in order to do so.
Manage Your Messages
Many systems allow you to control your voicemail on your computer, too. Using your designated phone systems software, look for and select the “Messages” tab. You can see new, old, and saved messages here. You can listen to messages from this menu, as well. Use this tab to turn your voicemail on or off from the “Settings” menu. You can also checkout features like Ringback, which means that the server will call you to alert you to any new messages.
Algo Communication Products Ltd. can help with any voicemail questions you may have, including our handy set of User Guides for various systems and software we offer. Don’t have a business phone system yet? Check out our FAQ to get started.
Contact us here for further information.