Set up voicemail access PIN and notification

As a phone system administrator, you can define voicemail greetings, and set up voicemail notification and voicemail password for each user. Whether it is an external voicemail greeting, internal voicemail greeting, or general voicemail greeting, you can manage them all from the user's profile:

  • External voicemail greeting: Greeting played for people outside the company. In the absence of a custom external voicemail greeting, the default audio greeting is played.
  • Internal voicemail greeting: Greeting played for people inside the company. In the absence of a custom internal voicemail greeting, the default audio greeting is played.
  • Voicemail name and last name: For general voicemail greeting, you have two options: either choose the default message that includes the user's extension number, or replace the user's extension number with the user's first name and last name in the default message: 
    • Option 1: General voicemail greeting by default contains the user's extension number, such as: "You have reached the voicemail of [1002]... "
    • Option 2: General voicemail greeting contains recorded first name and last name, such as "You have reached the voicemail of [Robin Shasta]..."

    Note: Voicemail name and last name greeting is also used for auto attendant's voicemail when accessed through the company directory.

Manage Audio Files Library

An audio file is a music or message used for voicemail greetings. All audio files are either uploaded or recorded by administrators and deposited in a central location. Audio files can be accessed via 8x8 Admin Console main menu. You can view the list of uploaded audio files, search, play, edit, delete, and download them from a central location.

Notes can be used to add context to your audio files. For example, if you provide your audio file in multiple languages, you can leave a note to indicate the language in which the file is recorded. For easier audio file location, you can sort the list by Name and Notes columns.

To manage audio file repository:

  1. Log in to 8x8 Admin Console.
  2. In the main menu, go to Home > Audio Files.
  3. Click +Create Audio Files then select one of the following options:

    • By uploading an audio file: Upload an existing or pre-recorded audio file from your file directory. Enter a name and a note for the audio file to find it easier in the future. A note can indicate the language of the audio file, for example. Browse and select an audio file from your computer directories, and save.
    • By calling a number to record: Record a new audio file just like when you leave a voice message. Provide a name and a note for this new audio file to find it easier in the future. A note can indicate the language of the audio file, for example. Enter your phone number/ extension and save. The system calls your extension or the number you entered and prompts you to record a new audio message.
  4. Click to play the audio file.
  5. Click to control the playing speed when listening to the music. You can select from 0.5x, 1x, or 2x.
  6. Click to download and save to another location.
  7. Click to edit or delete the audio file.

Audio files repository can also be accessed from Users edit page. While editing a user, go to Voicemail settings > Default audio file will be used and click Change. You can also access the audio files from Users > Music-on-hold, Auto Attendant > Call Handling Menus, Call Queues > IVR Message, Call Queues > Voicemail settings, and Ring Groups > Voicemail settings.