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Managing voicemail messages Follow

Overview

If you have Zoom Phone activated on your account, you can play, delete, and save voicemail messages left by your callers. Voicemail messages can be up to 5 minutes in length. You can also change your settings to disable voicemail during your business or closed hours; and customize your voicemail greeting. There is currently no storage limit for voicemails.

Note: Voicemails are synced between the Zoom desktop client and mobile app. This includes the notification icon (red circle icon). For example, if you play a new voicemail message in the desktop client, it will also remove the notification icon on the mobile app.

You can also share your voicemail inbox with other users in the same organization. Shared voicemail inboxes can be viewed on the Zoom desktop client, mobile app, web portal, or desk phone. We recommend using the Zoom desktop client, mobile app, or web portal so you can better identify who the messages were left for.

Prerequisites

  • Zoom Desktop Client for Windows, macOS, or Linux, 5.5.0 or higher
  • Zoom Mobile App for iOS or Android
  • Zoom Phone license activated on your account
  • Policy settings for voicemail and voicemail transcription enabled by your admin

Note: Your admin can restrict your ability to download or delete your voicemails.

Follow these steps to play, download, or delete your voicemail messages.

  1. Sign in to the Zoom desktop client.
  2. Click the Phone tab .
  3. Click the Voicemail tab. Voicemail messages are displayed in reverse chronological order with most recent messages at the top.
    You can identify voicemail messages using the following:
    • If the number has a caller ID name or belongs to your internal or synced contacts, you'll see a name above the number.
    • Voicemail messages marked with a blue dot haven't been played yet.
    • If you have access to a shared voicemail inbox, you'll see the name of the phone user, call queue, or auto receptionist below the caller ID.
  4. Hover over a voicemail entry and click the play icon to play the voicemail message.
  5. Click the phone icon if you want to call the number that left the voicemail.
  6. Hover over a voicemail entry for these options:
    • Hover over the profile picture for additional options if the phone number belongs to an internal, external, or synced contact.
      • For internal and external Zoom contacts, you'll see the user's contact card and additional options to Chat or Meet.
      • For synced contacts, you'll see a general contact card with the name of the third-party service and all the phone numbers added to that contact.
    • Click the phone icon  to call the selected number.
    • If the call was recorded, click the play icon  to play the associated recording.
    • Click the ellipses for these options:
      • Meet with Video / Meet without Video / Chat (these options only visible if the phone number belongs to an internal or external Zoom contact): Start an instant meeting or 1-on-1 chat with the contact.
      • Send Text Message (only visible If you have SMS enabled): Send an SMS message to the number.
      • Copy Number: Copy the associated phone number to your system's clipboard.
      • Create Google Contact / Create Outlook Contact (only visible if you enabled contacts integration): Create a new Google or Outlook contact using the call history entry. The new contact will appear in the Contacts tab. Access the contact in Google or Outlook if you need to further edit contact details.
      • Add to Google Contact / Add to Outlook Contact (only visible if you enabled contacts integration): Add the associated phone number to an existing synced contact. Access the contact in Google or Outlook if you need to further edit contact details.
      • Invite as Zoom Contact: Send an invite by specifying the email address of the call participant. They will receive an email with a unique link to add you to their Zoom contacts. Use this feature as an alternative to contacts integration if your contact has a Zoom account.
      • View Profile (only visible if the number belongs to your internal, external, or synced contacts): View the contact card of the associated caller.
      • Block Caller: Add the phone number to your blocked list.
      • Open File: Open the voicemail using your computer's default media player.
      • Open File Location: Open the file location of the voicemail file (MP3).
      • Save as: Save the voicemail as an MP3 file.
      • Delete: Delete the selected voicemail message.
      • Delete All Voicemails: Delete all voicemail messages in your account.

Play, download, or delete voicemail messages

  1. Sign in to the Zoom app.
  2. Tap the Phone tab .
  3. Tap the Voicemail tab. Voicemail messages are displayed in reverse chronological order with most recent messages at the top.
    You can identify voicemail messages using the following:
    • If the number has a caller ID name or belongs to internal or phone contacts, you'll see a name above the number.
    • Voicemail messages marked with a blue dot haven't been played yet.
    • If you have access to a shared voicemail inbox, you'll see the name of the phone user, call queue, or auto receptionist below the caller ID.
  4. Tap the voicemail entry, then tap one of these options:
    • Phone button : Call the number associated with the voicemail message.
    • Share button : Share or save the voicemail message file (MP3). You may see different share options depending on the apps installed on your phone.
    • Play button : Play the selected voicemail message. Tap Speaker to use your speakerphone for playback.
    • Trash button : Delete the selected voicemail.
  5. Tap the ellipses button (...) for these options:
    • Call Duration: Displays the duration of the call in minutes and seconds (mm:ss).
    • Call Back: Calls the number associated with the call history entry. You can also tap the phone number in the call history to call it.
    • Meet with Video / Meet without Video / Chat (these options are only visible if the phone number belongs to an internal or external Zoom contact): Start an instant meeting or 1-on-1 chat with the contact.
    • Send Text Message (only visible If you have SMS enabled): Send an SMS message to the number.
    • Copy Number: Copy the associated phone number to your system's clipboard.
    • View Profile: View the contact card if the associated phone number belongs to an internal, external, or synced contact. 
      • For internal and external Zoom contacts, you'll see the user's contact card and additional options to chat or meet.
      • For synced contacts, you'll see a general contact card with the name of the third-party service and all the phone numbers added to that contact.
    • Create Phone Contact: Use your phone's default contacts app to create a new phone contact using the associated phone number. This option is not available for internal, external, or synced contacts.
    • Add to Existing Phone Contact: Use your phone's default contacts app to add the associated phone number to an existing phone contact. This option is not available for internal, external, or synced contacts.
    • Invite as Zoom Contact: Send an invite by specifying the email address of the call participant. They will receive an email with a unique link to add you to their Zoom contacts. Use this feature as an alternative to contacts integration if your contact has a Zoom account. This option is not available for internal or external contacts.
    • Block Caller: Add the phone number to your blocked list.
    • Delete Item: Delete the selected call history entry. If there's a call recording, it will be deleted as well.

Delete several voicemail messages

Follow these steps if you want to delete a set of voicemail messages.

  1. Sign in to the Zoom mobile app.
  2. Tap the Phone icon.
  3. Tap the Voicemail tab. Voicemail messages are displayed in reverse chronological order with most recent messages at the top.
  4. Tap the ellipses button (...) and tap Select Item. Checkboxes will appear beside each voicemail message.
  5. Tap the checkboxes to select the messages you want to delete.
  6. Tap the trash icon to delete selected voicemail messages.
  1. Sign in to the Zoom web portal.
  2. Click Phone.
  3. Click the Voicemail tab.
  4. You can identify voicemail messages using the following:
    • If the number has a caller ID name or belongs to your internal or synced contacts, you'll see a name above the number.
    • Voicemail entries marked by a blue dot haven't been played yet.
    • If you have access to a shared voicemail inbox, see the To column to identify who the message was left for.
  5. Use the search options at the top to search for a specific contact or phone number, or click the drop-down menu at the top to filter by read or unread messages.
  6. Click the following options to view and manage voicemails:
    • Play icon : Play the voicemail message and display a transcript of the voicemail message if Zoom Phone was able to transcribe it.
    • Download: Save the voicemail message (MP3 file).
    • Delete: Delete the selected voicemail message. To delete several entries at once, click the checkbox beside the status column and click Delete at the top of the table.

You can use a desk phone to check your voicemail messages if your admin has provisioned a desk phone for you.

The steps below apply to all desk phones. You can also view specific instructions for Polycom VVX series and Yealink T4/T5 series phones.

Note: If you have access to a shared voicemail inbox, you can play them using your desk phone, but you cannot identify if the message is from a shared inbox. Use the Zoom Desktop Client, Mobile App, or web portal so to identify these messages.

  1. Dial and call *86 on your desk phone access the voicemail center.
    Tip: This key code also works on the desktop client and mobile app.
  2. When prompted, dial your voicemail PIN followed by #.
  3. Press one of these keys:
    Key Description
    1 Play all voicemail messages starting with your new (unplayed) messages.
    2 Record a voicemail greeting. The greeting will be added to your Zoom Phone audio library.
    Note: You can also record a voicemail greeting in the Zoom web portal.
  4. Follow the audio prompts to manage your voicemails.