Configure phone and voicemail settings

To customize your call experience in the 8x8 Virtual Office desktop app, you can edit your settings for recording calls and receiving voicemails.

As an X Series or Virtual Office Editions user

If your organization is an X Series or Virtual Office Editions customer, you can access your settings under the Settings tab. A few additional settings are available via your user profile page.

To set up call recording:

  1. Go to Settings > Account settings to open your account settings in a browser page.
  2. Under Call recording settings, you can:
    • Record all calls by default. If disabled, you have the ability to record calls on demand.
    • Play announcements, to the other party on the call or to yourself, when call recording starts and stops.

    Note: Recording notification requirements vary from location to location. Before configuring call recording options, please familiarize yourself with laws and requirements in the areas in which you anticipate recording calls.

To set up voicemail:

  1. Go to Settings > Account settings to open your account settings in a browser page.
  2. Under Voicemail settings, you can set:
    • Your email address to receive voicemail notifications.
    • Whether or not you receive an email notification.
    • Your voicemail password (password length is limited to six digits).
    • Whether callers who reach your voicemail can choose to be redirected to another number you specify.

To set up your voicemail greeting:

  1. Go to Settings > Account settings to open your account settings in a browser page.
  2. Under Voicemail settings, you can change your default voicemail greeting, and your voicemail greetings for external callers and for colleagues in your organization. This way, you have greater flexibility in setting your voicemail greeting:
    • Default greeting: "You have reached the voicemail of Sasha Solovey."
    • External greeting: "Hi, you have reached Sasha Solovey at AcmeJets. I am unavailable right now; please leave a message."
    • Internal greeting: "Hi, you've reached Sasha in Engineering. I'm unavailable right now; please leave me a voicemail or a chat message so I can get back to you."
  3. Click Change next to any voicemail type to view your list of recorded voicemail greetings.
  4. Record a new voicemail greeting, or select an existing greeting.
  5. When you are finished, save your changes.

As a Virtual Office Classic user

If your organization is a Virtual Office Classic customer, you can access some of your older settings under Account settings in the Settings tab. In addition to setting up call recording and voicemail settings, you can select the music that plays for a caller that you put on hold.

To set up call recording:

  1. Go to Settings > Account settings to open your account settings.
  2. In the Call Recording section of the My Services tab, you can choose to:
    • Record all calls by default, or record calls on demand.
    • Play announcements, to the other party on the call or yourself, when call recording starts and stops.

    Note: Recording notification requirements vary from location to location. Before configuring call recording options, please familiarize yourself with laws and requirements in the areas in which you anticipate recording calls.

To set up hold music:

  1. Go to Settings > Account settings to open your account settings.
  2. In the Music On Hold section of the My Services tab, you can choose from your enabled audio files to play to a caller when you put them on hold.
  3. To review the selected audio file, click Listen.

To set up voicemail:

  1. Go to Settings > Account settings to open your account settings.
  2. In the Voicemail Settings section of the My Services tab, you can select:
    • Your email address to receive voicemail notifications.
    • The information you want included in emailed voicemail notifications, such as:
      • A link to a web page where you can access your voicemails, and an attachment containing the voicemail.
      • Only an attachment containing the voicemail.
      • Only a link to a web page where you can access your voicemails.
      • Only a written notification that the voicemail was received.
      • No email notification.
    • Your voicemail password (password length is controlled by your administrator).
    • Your time zone.

To set up your voicemail greeting:

  1. Access the voicemail system:
    • From your own extension: Dial <555>, and enter your voicemail password followed by the # key.
    • From another extension in your system: Dial <500>, enter your extension number, then enter your voicemail password followed by the # key.
  2. Press the * key to enter the main menu.

    Note: If you have no saved voicemail messages, you instead enter the main menu automatically, and do not need to press the * key.

  3. From the main menu, do any of the following and follow the subsequent audio prompts:
    • Dial 2 to change your greeting. Options include using just your first and last name, setting distinct internal (on-network) and external (off-network) greetings, and changing greetings to be used during certain times or occasions.
    • Dial 3 to change user preferences. Options include the ability to change voicemail password, call waiting preferences, busy handling, ring no answer handling, Internet outage routing, and email notification preferences.
    • Dial 4 to establish or change call forwarding rules. Options include the ability to listen to your current rules, set or change your rules, or cancel call forwarding rules.
    • Dial 5 to set a specific greeting for business hours, after business hours, lunch time, meeting, weekend, and vacation.
    • Dial 6 to enable or disable “announcement only” mode (such as your vacation greeting).
    • Dial 9 to exit voicemail.