Voicemail in Microsoft Teams

Overview

Learn how to set up your voicemail in Microsoft Teams and check your voicemail messages.

Table of Contents

• Setting up voicemail
  • For the desktop or web application
  • For the mobile application
• Checking your voicemail messages
  • For the desktop or web application
  • For the mobile application
• Voicemail for delegates

Setting up voicemail

Please go to the appropriate section below for your use case.

For the desktop or web application

Select Settings from the menu (three dots) button

Select Calls, then scroll to the Manage voicemail section.

Now, you have some choices:

1. You can record a voicemail greeting. This will trigger a call to your voicemail where you can record a message. Follow the prompts on your call to finish.
2. You can enter a text greeting. This text greeting will be read by the system for anyone who leaves you a message. This can be used in lieu of a recorded greeting.
3. You can change the language of your greeting. English (United States) is the default setting.
4. Also, since Teams is connected to your Outlook email account, you can have a separate text-to-speech message in place for when your status is set to Out of Office.

Managing out-of-office voicemail

Select Calls, then scroll to the Manage out-of-office voicemail section.

You will likely need to change a couple of settings to ensure that your out-of-office voicemail is configured properly to sync between Teams and your Outlook calendar.

• Uncheck the All the time checkbox.
  • By unchecking it, you can customize the other settings.
• Check the When Outlook automatic replies are on checkbox.
  • This will sync your Outlook automatic replies with your Teams status and presence.
• Check the When I have an out-of-office event on my calendar checkbox.
  • This will ensure that when an out-of-office event is on your calendar, that it will sync with your Teams status and presence.

For the mobile application

Select Settings, then Calling

Scroll to the Voicemail section and select Change voicemail greeting to record a voicemail greeting. This will commence a phone call to record a greeting.

Checking your voicemail messages

Once voicemail is configured, voicemail messages will show in the Calls view with audio playback and transcript. It will also appear in your email as a message.

From the desktop or web application

Go to the Calls screen then select the Voicemail tab in the middle panel.

When you select the message, methods to contact the caller will appear alongside audio playback and the transcript will appear in the right-hand panel. If the audio was clear enough, the transcript will appear in the message screen. The message will also indicate how it was recorded along with a date and time.

From the mobile application

Go to the Calls screen then select the Voicemail icon in the upper-right corner.

Select the message you want to listen to in order to play it. If the audio was clear enough, the transcript will appear in the message screen and in the notification of a new message.

Voicemail for delegates

Whenever a voicemail message is left within Microsoft Teams, the owner of the phone number will receive a notification in Teams and a message in their email inbox. In order to delegates to review the voicemail messages of their managers, their manager will need to forward those voicemails to them.

In Outlook, there are a couple of options.

1. A forwarding rule can be setup so that all email is forwarded to your delegate's email address. Consult the Forwarding Your Email article for more information.
2. An inbox rule can be implemented to forward the voicemail email notifications to the delegates:  Consult the UOmail: Using Outlook on the web article for more information.
   1. Note: Setting up an inbox rule in Outlook on the web will carry over to your desktop applications (for Windows and macOS)
   2. Also Note: For the inbox rule:
      1. Choose to set it up with the Subject line of the email with the term Voice Mail 
      2. Select Forward To and enter the delegate's email address
      3. Select Save

Once configured, voicemail notifications will appear in the delegate's inbox.

Need Help?

For additional assistance, please submit a request ticket to the Microsoft Teams Support service page or select the Request Help button on this page.