Skype for Business, Voicemail Messages, Greetings, and Settings
This document covers how to check your Skype for Business voicemail, change your greeting, and change voicemail options.
Voicemail messages left for you on your Skype for Business account are stores in your Exchange mailbox. You can listen to your voicemail messages from Skype for Business, Outlook, Microsoft Teams, or Skype for Business IP Phones.
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When you receive a voicemail, a notification will alert you in Skype for Business and Outlook. If the caller hangs-up before leaving a message, you will receive a Missed-Call Notification message with the caller information (if it was not blocked).
Voicemail messages will be delivered to your Exchange mailbox as an audio file along with a text transcript of the message. Using the Outlook desktop application or Outlook Web Access (https://outlook.office.com), you can listen to the audio file through you computer's audio device by double-clicking on it.
When you have new voicemail, the Phone tab in the Skype for Business main window displays the number of your messages.
Click on the arrow to play a voicemail.
Click on the 3 dots button for more options, including:
- Call the contact.
- Start a Video Call with the contact.
- See Contact Card opens the caller's contact card, which lists their phone number, email address, office location, and so on.
- Open Item in Outlook provides more information about the call.
- Delete Item deletes the voicemail from Skype for Business.
- Mark Item as Read.
When you have a new voicemail message, a red dot will appear on the Calls button on the left hand side of your Skype for Business client.
Click on the Calls button and then click on the Voicemail button at the top of the calls screen. To play a voicemail message, click on the message you want to listen to and then click on the Play button.
Because Cloud Voicemail is fully integrated into Office 365, you can listen to your voicemail messages using the Teams desktop, web, or mobile applications.
Click on the Calls application on the left side of the Teams screen and then click on Voicemail. In the voicemail window, click on the message you want to listen to and then click on the arrow button to play.
Click on the 3 dots to the right of the voicemail for message options including marking the message as unread and deleting the message. Because we do not use Teams as our telephone application, the options to call back, add to speed dial, and block do not function at this time.
If the you haven't changed your personal greeting, a default system greeting will be played for callers. For example: "[Your name] is currently unavailable. Please leave a message after the tone. When you finish recording hang-up or press the pound key for more options."
To change your voicemail greeting:
- Click on the Phone tab.
- Click the voicemail icon below the dial pad, and then click Change Greetings.
- Skype for Business calls your voicemail and guides you to record a personal greeting.
- When asked to press a number, pause on the phone/mic icon and click a number under the DIAL PAD tab.
- Follow the prompts to record your greeting.
To change your voicemail greeting using Skype for Business for Mac, follow these steps:
- Open Skype for Business
- On the menu bar at the top of your screen, select Skype for Business
- Click on "Preferences..." on the Skype for Business menu
- Click on the Calls button on the Skype for Business Preferences window
- Then click on the "Change Voicemail Greeting" button. Your computer will call the voicemail system. Follow the audio prompts to update your greetings.
Voicemail settings can be managed using the Microsoft Cloud Voicemail web portal.
On the Voicemail settings page, you can configure the following settings:
- Change your Call Answering Rules: You can change what options your callers have when they reach the voicemail service; get disconnected, hear your greeting, record a message, choose to be transferred to the number or user you select.
- Change your prompt language: This is the prompt language that is played to callers. For list of supported languages, see Languages for voicemail greetings and messages from Skype for Business.
- Configure your Out of Office greeting: This is the customized greeting message that is played to callers when your status is Out of Office. This option can be activated "Always," when you have an active "Auto Reply" in Outlook, or whenever you have an out-of-office calendar appointment.
Be sure to click the Save button at the top of the screen after making changes.