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.

Table of Contents:

Missed call and voicemail notifications

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).

Listen to your voicemail in Outlook

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.

Outlook Voicemail Example

Listen to your voicemail in Skype for Business for Windows

When you have new voicemail, the Phone tab in the Skype for Business main window displays the number of your messages.
SfB Phone Tab Example

Click on the arrow to play a voicemail.
SfB Play Voicemail Example

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.
SfB Voicemail Message Options Example

Listen to your voicemail in Skype for Business for Mac

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.

Skype for Business Mac left side tabs

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.

Skype for Business Mac voicemail screen

Listen to your voicemail in Microsoft Teams

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. 

Teams Voicemail Example

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.

Change your voicemail greeting using Skype for Business for Windows

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:
  1. Click on the Phone tab.
    SfB Phone Tab Example
  2. Click the voicemail icon below the dial pad, and then click Change Greetings.
    SfB Voicemail Icon Example
  3. Skype for Business calls your voicemail and guides you to record a personal greeting.
  4. When asked to press a number, pause on the phone/mic icon and click a number under the DIAL PAD tab.
  5. Follow the prompts to record your greeting.
Note:  You will also see an option labeled "Set Up Voice Mail."  In the current version of Skype for Business (as of 2/29/2020), this option does not take you to the correct location to change your settings.  Please follow the directions in the sections below labeled "Change your voicemail greeting and settings using Microsoft Teams" or "Change your voicemail settings using the Cloud Voicemail Portal" to modify your voicemail settings.

Change your voicemail greeting using Skype for Business for Mac

To change your voicemail greeting using Skype for Business for Mac, follow these steps:
  1. Open Skype for Business
  2. On the menu bar at the top of your screen, select Skype for Business
  3. Click on "Preferences..." on the Skype for Business menu
  4. Click on the Calls button on the Skype for Business Preferences window
    Skype for Business Mac Calls Preferences button
  5. Then click on the "Change Voicemail Greeting" button.  Your computer will call the voicemail system.  Follow the audio prompts to update your greetings.
    SfB Mac Change Voicemail Greetting button

Change your voicemail greeting and settings using Microsoft Teams

You can use Microsoft Teams to change your voicemail greeting and settings such as basic call answer rules and out off office greeting options: 
  1. Click on your profile picture (or initials) at the top of the application and choose Settings from the drop-down menu.
    Teams Options Menu
  2. Once you are in the Teams Settings screen, click on Calls.
    Note:  The "Call answering rules" section of this screen will not have any effect on Skype for Business calls.  It only applies to Microsoft Teams calling, which we currently (as of 2/29/2020) do not use.
    Teams Calls Settings
  3. Click on the Configure Voicemail button to get to the screen when you can modify your voicemail greetings and settings.
    Teams Voicemail Settings
  4. On the voicemail settings screen click the "Record a greeting" button to change your voicemail greeting.  Your computer will call the voicemail system.  Follow the audio prompts to update your greetings.
  5. The voicemail settings you can modify are:
  • 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. 

Change your voicemail settings using the Cloud Voicemail Portal

Voicemail settings can be managed using the Microsoft Cloud Voicemail web portal.

From any standard web browser, go to https://go.illinois.edu/vmsettings or https://aka.ms/vmsettings.

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.

Cloud Voicemail Portal Example




Keywords:skype for business, voicemail, cloud voicemail, voice mail, lync, messages   Doc ID:98120
Owner:Lync M.Group:University of Illinois Technology Services
Created:2020-02-19 18:42 CDTUpdated:2020-03-02 09:57 CDT
Sites:University of Illinois Technology Services
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