Change the way you manage your voicemails-take it online.
With a RingCentral cloud communications system, you can have more options for managing your voicemails. Each phone extension and department can have a free voicemail inbox, allowing you to decide how you manage voice messages.
You can access voicemail messages from every RingCentral-enabled device or app, including your desk phone, email, mobile device, desktop app, and RingCentral online account.
What is a Voicemail?
Get your voicemail messages your way.
A voicemail is a digitally recorded voice message usually left by callers when they cannot talk to the person they are calling.
Through a cloud communications business phone, a voicemail system can now store, alter, and forward spoken recorded messages available to users 24 hours from any mobile device.
What is a Virtual Voicemail?
With technology, voicemail messages are not only confined to a telephone recorder. When accessed via the internet, your voicemail turns virtual.
Access your voicemail messages in an inbox-like interface according to your preferred device- a mobile phone, a desktop, or even a tablet. You can set your voicemails to be delivered to your email so you can get back to them. Your email includes an audio attachment and a transcription so you can scan through the gist of the message without listening to the actual voicemail. You can also store your voicemail messages in the cloud. With this, you can playback each voicemail message and follow up.
Using the voicemail app feature, you can configure custom greetings and check message notifications from anywhere.
How does a voicemail work?
A voicemail is a digitally-recorded voice message. But how does a voicemail work? Traditionally, when you call a number, and the receiver isn't available to take your call, a voicemail system redirects your call to another voicemail number which records a short message that the intended receiver can hear upon playback.
Virtual voicemails work almost the same way, except it’s digital. When you dial someone unavailable, you can record a digital voice message stored in a digital mailbox that can be retrieved by the owner from anywhere as long as they have internet access.
Advanced Voicemail System
With an advanced voicemail system, you can customize your voicemail services and access messages anytime and on any device.
Message notifications are sent to your RingCentral app or email as soon as callers leave messages. You can instantly view and hear your messages no matter where you are.
You can personalize your voicemail greetings. Select a default RingCentral voicemail greeting, record a custom one, or use a professionally recorded greeting. All options are available with your RingCentral account.
Benefits of Virtual Voicemail
Why should you use virtual voicemail for your business? Whether you're from an enterprise or a mid to small business, virtual voicemail can help improve customer service and efficiency, save time and costs and even help your team get their job done from anywhere, anytime.
Virtual voicemail allows you to scale without worrying about new hardware and phone lines. Voicemail is automatically in your RingCentral MVP account. All users assigned a digital line will automatically be able to use the feature as soon as they are onboarded. And since they can access voicemail from anywhere, and on any device, there is no need to install new hardware or system when they are in a different office or location.
Your business and employees will always be reachable, thanks to voicemail.
It is convenient for jobs requiring employees to be away from their business phones, such as when they are traveling or can't answer their phones while attending meetings.
It also works for calls that you are not sure of. Through the RingCentral MVP voicemail feature, you can let it go straight to voicemail then pick up if it's something you need to answer.
Access your visual voicemail through your online account, the RingCentral for Desktop, or the RingCentral mobile app on your mobile device. Your voice messages are saved to an email-like inbox for easy access. This way, you can choose which voicemails to attend to first, without listening to all other voice messages.
Through your RingCentral app, you can respond promptly to new voicemails by electing to receive email notifications on your mobile device.You can also opt to return calls with one click within the app.
A visual voicemail has a secure voicemail inbox. Rest assured that your details, and your customers' contact information, are safe. When callers leave a voice message, their message is converted into an audio file and a corresponding transcription, then stored in our secure cloud storage. You can access them via email or via your RingCentral app.
RingCentral Voicemail Special Features
Customize your voicemail services.
What's unique with RingCentral is that you can personalize the settings of your voicemail. Access your voice messages anytime, even if you're on a call, using another device, or even if it's forwarded to another number. You can also receive message notifications to your RingCentral app or email, and as soon as callers leave messages, you can instantly view or hear them, no matter where you are at the moment.
You can choose a default one from RingCentral, a professionally recorded one, or even record your own. All these voicemail options are available in your own RingCentral account.
Go through voicemail messages based on your priorities.
It's not always convenient to listen through every voicemail message in your inbox, especially if you're waiting for an important call. Visual voicemail displays all of your voicemail messages on a screen in a single list. You can see important details about the message, like caller ID or contact name, when it was left, and the duration of the message—without having to get on the phone and call voicemail first. You can quickly skim the list and decide which messages to listen to, no matter where they fall in the list. Open the voicemail to listen to or read the message. Afterward, return the call with auto-dial, save the message, delete the message, or select other responses from the same screen.
Take visual voicemail to the next level. See voice messages transcribed into text for easy access.
Sometimes it's more convenient and discreet to be able to read a message rather than listen to one. Set your account to use voicemail preview to stay productive in these situations. With a voicemail preview, your voice message is automatically transcribed to text and shown on the screen, along with the audio file. When you get a message, you can read it instead of listening to it. Then you can respond or delete the message on the same screen.
*Voicemail preview is available in RingCentral MVP Ultimate edition only.
Get messages conveniently through the email you’re already checking.
You’re in your email all the time, so imagine the convenience of getting your voicemail messages sent to your email. Set your account to have RingCentral notify you by email whenever you receive a voicemail. Then select the option that will include the message as an audio file attachment in the email. Open the attachment to listen to your message. If you are also using a voicemail preview, you can read the message in the email body instead.
Personalize your voicemail greetings to create the perfect greeting.
A custom voicemail greeting is a powerful business tool, setting the right tone for receiving your caller. RingCentral provides various greeting options to create the exact experience you want. You can use the default RingCentral greetings, record custom ones, or use professionally recorded greetings.
A greeting can do much more than identify you: It can be your chance to inform callers with helpful information like directions to your office, details about an upcoming event, or answers to FAQs. You can have a different custom greeting for different situations, such as one greeting for office hours, one for weekends, and one for holidays. RingCentral has partnered with Snap Recordings to offer reliable and professional voice recordings customized to your needs.
Voicemail Frequently Asked Questions (FAQs)
There is no additional fee for voicemail, as it's already included in your RingCentral account. However, some features are optional to select. Voicemail preview is available in RingCentral MVP Ultimate edition only.
With the RingCentral voicemail app, you can access your voicemail through various mobile devices. You can check voicemail via iOS or Android mobile phones, and on Mac or Windows laptops or desktop computers.
To check voicemail messages, you can access them via the RingCentral mobile app, your desk IP phone, your RingCentral online account,or email.
The following are basic instructions on how to check your voicemail.
- Desk phone: Press the voicemail button or softkey on your RingCentral phone. From other phones, dial your telephone number, press *, follow the prompts, and the Auto-Receptionist will announce the number of new voice messages. Afterward, follow the prompts for response options.
- RingCentral apps: Go to the Messages screen on either your RingCentral for Desktop or RingCentral mobile app to see a list of voicemail messages. Click or tap the message to open it. Afterward, select one of the response options shown on the same screen.
- RingCentral online account: Log in to your account and go to the Overview page. You’ll see a list of voicemails along with other call activity. Click the message to open it. Afterward, select one of the response options shown on the same screen.
- Email: If you have voicemail to email enabled, you can get email notifications and even have the message attached to the email.
Yes. You can forward any message stored in your RingCentral online account. When you forward the voice message, the file is automatically converted to MP3 format and added to an email as an attachment.
If you already receive voicemails via email, you can forward them as you would any other email—be sure to include the attachment.
You can keep your voicemail messages in your RingCentral account for 30 days with up to 200 combined fax and voicemail messages.
RingCentral only transcribes the first 60 seconds of a call. Calls lasting less than 5 seconds aren’t transcribed at all. (The average voicemail message is about 30 seconds long.) Voicemail preview is available in RingCentral MVP Ultimate edition only.
RingCentral uses state-of-the-art machine transcriptions to convert voicemail messages to text. The quality of the transcriptions varies depending on the clarity of the caller’s voice (enunciation, accents, speed, etc.) and background noise.
You can set your voicemail greetings from your RingCentral online account. You can start with the default greeting added by your company, you can create custom ones, or use professionally recorded greetings. You can store as many greetings as you like in your online account.
You can store a maximum of a combination of 200 voice and fax messages to each RingCentral account. Should you need more, you can opt to have them delivered to your email and then save the files as desired.