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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 and are stored for 12 months. You can also change your settings to disable voicemail during your business or closed hours.

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, 5.2.1 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 icon.
  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 and click the more icon  for these options:
    • Block Caller: Add the phone number to your blocked list.
    • 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.
    • View Profile (only visible if the number belongs to your internal or synced contacts): View details of the associated number.
    • Copy Number: Copy the caller's phone number to your system's clipboard.
    • Download: Save the voicemail message (.mp3).
    • Delete: Delete the selected voicemail message.
    • Delete All Voicemails: Delete all voicemail messages in your account.

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

  1. Sign in to the Zoom desktop client.
  2. Click the Phone icon.
  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 and click the more icon  for these options:
    • Block Caller: Add the phone number to your blocked list.
    • 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.
    • Copy Number: Copy the caller's phone number to your system's clipboard.
    • Download: Save the voicemail message (.mp3).
    • 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 icon.
  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 icon : Call the number associated with the voicemail message.
    • Share icon : Share or save the voicemail message file (MP3). You may see different share options depending on the apps installed on your phone.
    • Play icon : Play the selected voicemail message. Tap Speaker to use your speakerphone for playback.
    • Trash icon : Delete the selected voicemail.
  5. Tap the more icon  for these options:
    • Call Back: Call the number associated with the voicemail message.
    • Copy Number: Copy the caller's phone number to your system's clipboard.
    • Block Caller: Add the phone number to your blocked list.
    • Select Item: Selects the voicemail entry and displays checkboxes beside each entry, allowing you to select and delete several entries.
    • Delete Item: Delete the selected voicemail message.

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 more icon (...) 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.