How to Set Up Voicemail on VoIP Phones?


set up voicemail on VoIP phones

If you are here, it’s because you possibly got enrolled in a new VoIP solutions system and need help setting it up, specifically setting up the voicemail. If this is the case, don’t worry, we got you covered!

First, we recommend that you consult any specific phone’s settings with your VoIP provider and consider checking the tutorials they may have on their website or user manual if provided. This is because specific instructions may vary based on your voicemail service and service provider.

If you encounter any difficulties or require more detailed guidance, we recommend consulting the user manual or contacting your service provider’s customer support for assistance tailored to your situation.

Here at Wingman Solutions, we can help you get set up on several VoIP providers, whether it’s Zoom, Google Workspace, Microsoft 365, or 8×8.

Below, we detail the steps to set up voicemail in 8×8 phones for desktop devices.

set up voicemail in voip phones

Source: Instructions for 8×8 Work for Desktop

How Do I Set up an Away Message for My Voicemail?

If you are going on a business trip soon or simply on vacation, it is good practice to prepare a personal voicemail greeting and away message to let people know that you are away and when they can expect to receive a response from you.

If this is the case, the following instructions on how to set up an away message for 8×8 systems may help you.

set up away message for voip

Source: 8×8

How to Leave a Professional Voicemail? 

A professional voice mail is a key component of effective communication, whether it is for personal or business purposes. It can make a positive impression on the person you are calling, and increase the chances of getting a callback.

However, leaving a good voice mail is not as simple as it sounds. There are some important guidelines to follow to ensure that your message is clear, concise, and courteous. In this article, we will share with you seven steps to prepare a professional voice mail that will help you achieve your communication goals.

Introduce Yourself

To ensure effective voicemail communication, start by introducing yourself and your full name and company name. Don’t assume the person you are calling will recognize your voice, so try not to start the message by saying: “Hey it’s me”.

Also, make sure to mention your name and the name of the business you are calling from. Additionally, ensure you know how to pronounce the person you are calling. If you need help with this, it may be easier to ask someone or Google the pronunciation of the name.

Speak Slowly

To ensure effective voicemail communication, speak slowly and clearly, especially when addressing specific data like your name, contact number, or email address. Avoid rewinding your voicemail multiple times, as it may not be understood by the recipient. Remember that people write slower than they talk, and a ten-time listen may result in a non-returning call.

Speak Clearly

Think about how you speak on a meeting or Zoom call – you slow down and clearly enunciate your words. Do the same when you leave a new voicemail.

Bad phone connections occur all the time. Try to avoid any obstacles that may hinder the person you’re calling from getting access to all of the information they need to call you back.

Mention Your Availability

To receive a callback, indicate your availability and follow up on your promise. If you are the caller, inform them when to expect your call. Always follow up on missed calls and try again following what you said on the voicemail.

Keep it Short and Sweet

Treat the voicemail like it’s a short, sweet, and to-the-point Oscars reward speech. Focus on the call’s main reason and reduce insubstantial information in voicemails. Your message should reflect the request for a detailed discussion, ensuring a brief and concise message.

Make Sure Your Details are Clear

To ensure professional business communication, include your name and contact details at least twice in your voicemail. Use pauses in your speech to catch up on telephone numbers, like “1-2-3-pause-4-5-6-pause-7-8-pause-9-10.” Spell out email addresses and names, especially for customers with long, complicated names. Use common words like “D-for-Dog” for easier remembering.

End the Voicemail Professionally

End your call politely by saying a phrase like “I look forward to hearing from you” or “Can’t wait to talk with you,” and don’t feel the need to summarize your message, as they can replay it.

What Does it Mean if You Get Someone’s Voicemail? 

First and foremost, if you hear the sentence [your call has been transferred to an automated voice message system], you should be aware that the person you are attempting to dial is inaccessible, either mistakenly or purposely.

Unintentional call forwarding can occur when a cell phone is turned off, using airplane mode, missing calls, a phone number is canceled, and so on.

It signifies that the person you’re calling is unable to answer your call for the reasons stated above. In any of these circumstances, you can leave a voice message for the person to listen to later.

Intentional or conscious forwarding occurs when a person intentionally forwards an incoming call to an automatic voicemail message system. For example, the person you’re calling is on vacation and does not want to be disturbed. Setting up call forwarding is a way to set up a no-disturb mode for themselves.

So that person will transmit his incoming phone calls to a voice message system, and he will be able to listen to them whenever he wants.

How Can We Tell if a Call is Going to Voicemail? 

Typically, there are a few clues that can help you decide if a call will go straight to voicemail:

Ringing Tones: If the phone rings numerous times without being answered, the call may be going straight to voicemail. The number of rings before voicemail varies according to the user’s preferences and carrier.

Voicemail Greeting: If the call goes straight to a voicemail greeting screen without getting a phone ring, the recipient may have programmed their phone to send calls directly to voicemail.

A brief busy signal or a message claiming the user is not accessible may indicate that the call is being sent to voicemail.

On some phones, the caller may see visual cues such as a message indicating “Call Diverted” or “Voicemail” during the call.

Customized Voicemail Greetings: Some users have voicemail greetings that play immediately when a call goes to voicemail.

Keep in mind that the behavior may also be determined by the person you are calling’s phone, carrier, and phone settings. If you’re unsure whether a call will go to voicemail, you may always confirm by messaging or contacting the recipient via another method.

How Many People Still Use Voicemail?

According to a recent study by SellCell, 80% of all calls to smartphones and mobile phones go to voicemail. Of this 80%, only 20% of callers will leave a voicemail.

Smartphone and mobile device owners take longer to respond to voicemail than any other type of transmission, with the majority of voicemails being unplayed for three days.

The recommended length of a voicemail is between eight and thirteen seconds, which leaves little time to send your message to the correct recipient!

Summing Up

The world of voicemail can seem overwhelming, particularly when you set it up for the first time. But fear not! With a bit of training and these simple tricks, you can be a pro at voicemail in no time.

Remember, one of the keys to successful voicemail is clarity, conciseness, and professionalism. By following the steps described in this article, you will be able to set up your voicemail system to be able to receive voice messages and have your outgoing voice messages leave a lasting good impression.

Do you have additional questions? Please don’t hesitate to get in touch with the experts at Wingman Solutions. We will be happy to help you with setting up a VoIP system, creating professional voicemail greetings, and solving any problems you may have.

Contact us today! Give us a call at 289-804-7000, we’ll be happy to help!

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