How should I set up my Voicemail?
Every number/account can be set to its own configuration and this includes if it has a Voicemail attached to it or not.
We would always recommend setting your Voicemail to forward the message to a designated mail address so that you get your message as soon as it is left and wherever you are.
Some added advantages are that your mailbox can never go full as the message is send and the deleted from your mailbox and that you can also forward the actual message (the sound file) to a colleague so he/she hears the exact same message, intonation, etc
Alternatively you can set your Voicemail in the 'standard' fashion as well, so that you call in to the Voicemail area and listening and delete message from there.
How do I 'call' my Voicemail facilities?
For a device connected to our servers direct: 1233
From any external phone: 00442035001434
How to set up Voicemail forwarding to a designated mail address?
1) Log in to the Hosted IPPBX and click on the 'Cloud IPPBX' tab.
2) Now click on the little wrench symbol in front of the number you want to set/manage the Voicemail for.
3) Here you also click on the 'Cloud PBX' tab as this is the version for this specific number now
(you can see the number you are now managing in the upper left corner)
4) Expand the Voicemail option on the left and click on 'Voice Menu' and set a good but memorable Password.
This will not really be relevant for your use but we recommend setting it anyway to make sure everything is as secure as can be as the login facility will still be there for management, just not to listen to messages.
The other options are self-explanatory and you can decide to set them or now, this should not influence the workings of the voicemail itself.
5) Click the 'External mail' tab and set all 3 options. Our recommendations are:
a) Email: Enter the specific mail address that all the Voicemail messages for this number should be send to.
b) Action: Set this to 'Forward as attachment'.
This will work best with most mail programmes and should prevent a voicemail file being added in the mail itself which might make it more difficult to forward or archive, if needed.
c) Select the audio format of your choosing.
Nowadays we would suggest MP3 as this is usually supported and keeps the files relatively small.
6) Click on 'Greetings' and select the type of greeting and upload your pre-recorded greeting.
And you are done!
You can do (almost) all of these steps via a phone as well but we recommend using the web interface as it is easier and more convenient.
How to set up Voicemail so you have to call in to hear and manage them?
1) Log in to the Hosted IPPBX and click on the 'Cloud IPPBX' tab.
2) Now click on the little wrench symbol in front of the number you want to set/manage the Voicemail for.
3) Here you also click on the 'Cloud PBX' tab as this is the version for this specific number now
(you can see the number you are now managing in the upper left corner)
4) Expand the Voicemail option on the left and click on 'Voice Menu' and set a good but memorable Password.
This will be the pincode you will be asked for when trying to log in to your Voicemail from an external phone. Make this numbers only but at lest 6 or 8 (the more the better/more secure).
You can also set it to Always ask for password in which case it will also ask for this pin when you try to reach your voicemails from your own phone, so that is even more secure.
The other options are self-explanatory and you can decide to set them or now, this should not influence the workings of the voicemail itself.
5) Leave the 'External mail' settings empty
6) Click on 'Greetings' and select the type of greeting and upload your pre-recorded greeting.
And you are done!
You can do (almost) all of these steps via a phone as well but we recommend using the web interface as it is easier and more convenient.
How do I create the pre-recordeed Greeting?
1) Write down what the greeting would be and check this witha few people.
2) When the script is perfect, practice it until you say it without really thinking about it as this will make is sound so much better.
3) Record the message, cut away any silences before and after the actual message and save it in one of the supported formats.
For further information on how to record etc, see: IVR sound file properties
Last updated: 01/01/2024
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