Voicemail
Have your business voicemail messages at your fingertips with virtual voicemail built into RingCentral RingEX. Access and manage voice messages anytime, anywhere and even view accurate transcriptions when listening to audio just isn’t possible.
Voicemail systems aren’t a new innovation for businesses. It’s always been important to allow customers and contacts to leave messages if and when they can’t reach you. Today, though, virtual voicemail systems like that built right into RingCentral RingEX make things so much more effective for companies and customers alike.
Rather than simply a number for voicemail, RingEX gives you dedicated voicemail inboxes, the ability to fully personalize voicemail greetings, and additional features like text previews, and voicemail-to-email functionality. Even if you miss a crucial call, you’re well set up to ensure the pertinent details reach the right people to act on them.
A voicemail app built right into your communications platform
RingCentral RingEX is an AI-powered platform for efficient and productive business communications. It gives companies like yours everything they need to collaborate internally and make meaningful connections with customers and contacts. That includes a whole host of advanced business voicemail features:
Fully personalized professional voicemail
Personalize all the settings of your voicemail to suit your business needs.
Access your voice messages anytime, even if you're on a call, using another device, or they’re forwarded to another number. Receive message notifications to your RingCentral app or email, and as soon as callers leave messages, instantly view or hear them, no matter where you are at the time.
Visual business voicemail service
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 services display all of your voicemail messages on a screen in a single list.
With the RingEX visual business voicemail service, 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.
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.
Customized voicemail greetings
A custom voicemail greeting is a powerful business tool, setting the right tone for receiving your caller.
With RingCentral, choose from various greeting options to create the exact experience you want. Use the default RingCentral greetings, record custom ones, or use professionally recorded greetings.
A greeting can do much more than identify you. Inform callers with helpful information like directions to your office, details about an upcoming event, or answers to FAQs. 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 transcription to convert voicemail to text
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 voicemail preview, RingCentral can automatically transcribe voicemail to text and show it on screen, along with the audio file. When you get a message, read it instead of listening to it, and then you respond or delete the message on the same screen.
Voicemail to email
You’re in your email all the time, so imagine the convenience of getting your voicemail messages sent there, too.
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’re also using voicemail preview, read the message in the email body for ultimate ease and time-savings.
Benefits of virtual voicemail with RingEX
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:
Improved customer service
Integrate voicemail with your auto-attendant and assign a voicemail number to collect all voice messages for calls that can't be routed or answered. With a voicemail system in place, customers never feel they can’t reach you. Thus, you can avoid losing business due to missed connections.
Scalability
Virtual voicemail allows you to scale without worrying about new hardware and phone lines. Voicemail is automatically in your RingEX account. All users assigned a digital line will automatically be able to use the feature as soon as they’re onboarded. Since they can access voicemail from anywhere and on any device, there’s no need to install new hardware or infrastructure when they’re in a different office or location.
Flexibility
Your business and employees will always be reachable, thanks to virtual voicemail. It’s especially convenient for jobs requiring employees to be away from their business phones, such as when they’re traveling or in meetings. It also works for calls that you’re not sure of. With RingEX voicemail, you can let it go straight to voicemail then pick up if it's something you need to answer—revealed in the visual voicemail screen or by a voicemail preview.
Ease of use
Access your visual voicemail through your online account, 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. Choose which voicemails to attend to first, without listening to all other voice messages. Through your RingCentral app, 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.
Privacy
Visual voicemail through RingEX provides 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 your RingCentral app.
How to set up voicemail in RingEX
With RingCentral RingEX, you have infinitely more options to set up voicemail and manage your messages. Each phone extension and department can have a free voicemail inbox, allowing them to decide how to manage voice messages to best suit their circumstances.
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.
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. For even more advanced functionality, AI receptionists can work alongside virtual voicemail systems, providing intelligent call screening and personalized interactions before messages are recorded.
Like all RingEX features and functions, voicemail setup is designed to be simple and intuitive. Here’s how to set up a voicemail system, check messages, and more in RingEX:
How to set up and change voicemail greetings
With RingEX it’s quick and easy to set up voicemail greetings, and you have plenty of options for doing so.
You can set up your voicemail greeting via the admin portal and both the desktop and mobile app. Whichever device you choose, simply navigate to the voicemail greetings menu and choose from default or custom greetings.
If you go for a custom greeting, you can either record it then and there or import a pre-recorded audio file. To change a voicemail greeting at a later date, it’s exactly the same process.
How to check voicemail
You’ve also got loads of options to check voicemail messages and manage them in RingEX. It’s just as easy whether you’re on desktop, mobile, or even via a deskphone or email:
- 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.
- 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.
- Email: If you have voicemail to email enabled, you can get email notifications and even have the message attached to the email.
How to delete voicemail
Learning how to delete a voicemail is incredibly easy, too.
Simply head to your virtual voicemail tab, where you’ll see your list of voicemail messages. Alongside each one, you’ll find a recognizable delete icon. Click or tap it to delete the chosen message. Or, check the boxes next to multiple messages and choose to delete them in bulk.