Setting Up Voicemail on Zoom Phone

Overview

This guide provides step-by-step instructions to set up and customize your voicemail greeting on Zoom Phone, ensuring callers receive a personalized message when you're unavailable.

Procedure

Quick Guide

  1. Access Zoom Phone Settings:
  2. Configure Voicemail Greeting:
    • Click the Settings tab.
    • In the Call Handling section, find Greeting & Leave voicemail instruction and click Edit.
    • Click Add Audio and choose one of the following options:
      • Text to Speech: Enter your message, select language and voice style, then click Add.
      • Record by Computer: Use your computer's microphone to record a custom message.
      • Upload: Upload a pre-recorded audio file in .mp3 or .wav format (less than 10MB).
    • After adding the audio, select it from your audio library and click Save.

Detailed Steps

1. Access Zoom Phone Settings

  • Sign In: Go to the GVSU Zoom web portal and enter your credentials.
  • Navigate to Phone Settings:
    • In the left-hand navigation menu, click Phone.
    • Click the Settings tab to access your phone settings.

A screenshot of the Phone settings menu on the Zoom web portal. Phone is selected in the left sidebar and a box outlines the Settings menu in the header of the webpage.

2. Configure Voicemail Greeting

  • Edit Voicemail Greeting:
    • In the Call Handling section, locate Greeting & Leave voicemail instruction.
    • Click Edit to modify your existing voicemail greeting settings.

A screenshot of the Call Handling section on the Zoom Web portal. A large arrow points to Call Handling at the top of the page. At the bottom of the page, another large arrow points out the Edit selection, under the "Greeting and Leave Voicemail instructions" section.

  • Add Audio:
    • Click Add Audio to open the options for adding a voicemail greeting.
    • Choose one of the following methods:
    1. Text to Speech:
      • Enter a name for the audio file.
      • Select the desired language and voice style.
      • Type your voicemail message.
      • Click Play to preview the message.
      • Once satisfied, click Add.
        In this screenshot, the "Add Audio" menu is shown with Text to Speech selected. An example message is written for reference: "Hello, you've reached Jane Smith at Grand Valley State University. I am currently out of the office. Please leave a message and I will return your call as soon as I can. Thank you!"
    2. Upload:
      • Enter an asset name for the audio file.
      • Select the category and language.
      • Click Upload and select the pre-recorded .mp3 or .wav file (less than 10MB) from your computer.
      • Once the upload is complete, the asset will appear in your audio library.
        In this screenshot, the "Add Audio" menu is shown with Upload selected.
    3. Record by Computer:
      • Enter an asset name for the recording.
      • Select the category and language.
      • Click Record to start recording your message using your computer's microphone.
      • Click the stop button to end the recording.
      • Click Play to review the recording.
      • If needed, click Rerecord Again to redo the message.
      • Once satisfied, click Add.
        In this screenshot, the "Add Audio" menu is shown with Record by Computer selected.
  • Select and Save the Greeting:
    • After adding the audio, it will appear in your audio library.
    • Select the desired audio file.
    • Click Save to apply the new voicemail greeting.
 

Additional Notes

  • Voicemail Notifications: You will receive email notifications for new voicemails.
  • PIN Code: If accessing your voicemail from a desk phone or third-party service, you'll need the PIN code set during your initial Zoom Phone setup.
  • Audio File Management: You can edit, delete, or download audio files from the asset library by clicking the three dots icon next to the file name.

 

 
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