Setting Up a Custom Voicemail Greeting on a User Extension

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SummaryAs an Account Administrator, how do I customize the Voicemail Greeting of an extension? How can I customize my own Voicemail Greeting as a User?
Details
The Voicemail Greeting is what customers hear when they are forwarded to an extension's voicemail during User Hours or After Hours. The extension needs to be set to take messages for the voicemail to be active.

Click on the links below to know how to set up a custom Voicemail Greeting on a User Extension

    Accessing a User's Voicemail Greeting section as an Administrator 
    Accessing your own Voicemail Greeting section as a User 
    Setting up a custom Voicemail Greeting
 

Accessing a User's Voicemail Greeting section as an Administrator

Step 1:

Log in to your RingCentral account.

Step 2:

On the Admin Portal page, click Users > User list, then click the name of the user or extension whose voicemail greeting you want to modify.

User-added image

Step 3:

Click Messages & Notifications. then click Voicemail Greeting.

User-added image

NOTE: Messages & Notifications appear differently, depending on whether the User Hours is set to 24 hours or Specify Hours. User Hours and After Hours only appear when User Hours is set to 24 Hours.

Check Setting a User's Hours of Operation and Time Zone to learn how to set User Hours.

Messages & Notifications

Proceed to Setting Up a Custom Voicemail Greeting.
 

Accessing your own Voicemail Greeting section as a User

Step 1:

Log in to your RingCentral account.

Step 2:

Under Settings, go to Messages & Notifications then, click Voicemail Greeting.

User - Settings - Messages and Notifications - Voicemail Greeting

NOTE: Messages & Notifications appear differently, depending on whether the User Hours is set to 24 hours or Specify Hours. Check Setting a User's Hours of Operation and Time Zone to learn how to set User Hours.

Messages & Notifications

Proceed to Setting Up a Custom Voicemail Greeting.

Setting Up a Custom Voicemail Greeting

Step 1:

Select Custom.

voicemail greeting custom

There are three (3) options you can use to set up your own voicemail greeting. Select a method you prefer to use:

Record over the phone

Choose from the available numbers or enter the number where RingCentral can call you to record your custom voicemail greeting. Click Call Now.

voicemail greeting custom - record over the phone

NOTE: The system will try to reach the phone number you indicated. After which, you will be given instructions for recording your custom voicemail greeting. Click Save when you are finished recording.

Proceed to Step 2 or select Voicemail Greeting options.

Record Using Computer Microphone

This option lets you record your Connecting message using your computer's microphone. 
NOTE:  You may need to enable the microphone settings in your browser first to record your message.

Step 1:

Select Record Using Computer Microphone, and then click Record to begin recording your custom greeting using your computer's microphone.

voicemail greeting custom - record using computer microphone

Step 2:

Click Record once more to end your recording.

User-added image

Step 3: 

Click Upload.

User-added image

NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Cancel to cancel recording.

Step 4: 

Click Save.

User-added image

NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

Proceed to Step 2 or select Voicemail Greeting options.

Import


Step 1:

Click Import and then browse to the location where your pre-recorded greeting is saved, then select your preferred voicemail recording.

voicemail greeting custom - import

NOTE: Recommended audio file formats are CCITT u-Law (G711a), 8kHz, 8 bit, mono. The allowed .mp3 formats are PCM, 8kHz, 16 bit, mono. It is recommended to use either .wav or .mp3 audio file formats, otherwise it will not work correctly.

Step 2: 

Click Attach.

User-added image

Step 3: 

Click Save.

User-added image

NOTE: Click Play User-added image to listen to your recording or Record User-added image to re-record your prompt. Click Download User-added image to save a copy of your recording.

Proceed to Step 2 or select Voicemail Greeting options.

Step 2:

Back in Messages & Notifications, click Save.

User-added image

You have successfully set a custom voicemail greeting.

NOTE: You can select Default anytime you want to switch back to RingCentral's default voicemail greeting, then click Save.

voicemail greeting default



See Also:

Messages and Notifications Overview
Setting a User's Hours of Operation and Time Zone

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