How to Manage voicemail messages in Zoom App

overview

If you have Zoom Phone enabled in your account, you can play, delete, and save voicemail messages left by the caller. Voicemail messages can last up to 5 minutes and are stored for 12 months. You can also change the setting to disable voice mail during or after business hours .

Note: Voicemail syncs playback status between the Zoom desktop client and mobile app. If you have voice mail, a notification icon (red circle icon) will be added. For example, when you play a new voicemail message on your desktop client, the mobile app notification icon is also removed.

In addition, to share the inbox of voice mail with other users of the same organization you can. The shared voice email inbox can be viewed on the Zoom desktop client, mobile app, web portal, or landline. We recommend using the Zoom desktop client, mobile app, or web portal to clearly identify the recipient of the message.

Prerequisites

  • Zoom desktop client for Windows, macOS , Linux 5.5.0 and above
  • Zoom mobile app for iOS or Android
  • Zoom Phone license activated in your account
  • Administrator-enabled voicemail and voicemail transcription policy settings

Note : Administrators can restrict the download and deletion of voice mail.

Windows / Mac

Follow the steps below to play, download, or delete voicemail messages.

  1. Sign in to the Zoom desktop client.
  2. Click the Phone icon.
  3. Click the Voice Mail tab. Voicemail messages are displayed in chronological order, starting with the latest message.

    Voicemail messages can be identified in the following ways:

    • If the number has a caller ID name , or if it belongs to an extension or synced contact, the name will appear above the number.
    • Voicemail that is not playing will have a blue dot.
    • When you access your shared voicemail inbox, you’ll see your Zoom Phone username, call queue name, or auto-receipt name under your caller ID name.
  4. Hover over the voicemail entry and click the play icon to play the voicemail message.
  5. If you want to call a number that remains in your voicemail, click the phone symbol.
  6. Hover over the voicemail entry, then click […] and select the following options:
    • Copy Number : Copies the caller’s phone number to the system clipboard.
    • Create Google Contact / Create Outlook Contact ( displayed only if you have contact integration enabled): Use the call history entry to create a new Google or Outlook contact. The new contact will appear on the Contacts tab. If you need to edit the contact details further, go to the contact in Google or Outlook.
    • Add to Google Contacts / Add to Outlook Contacts ( displayed only if you have contact integration enabled): Allows you to add phone numbers associated with existing synced contacts. If you need to edit the contact details further, go to the contact in Google or Outlook.
    • Zoom Invite as Contact : Send an invitation with the email address of the call participant. Participants will receive an email with a unique link to add you to their Zoom contacts. If the person has a Zoom account , use this feature instead of contact integration .
    • View profile (only displayed if the number belongs to an extension or synced contact): Shows the details of the associated number.
    • Block numbers: Add phone numbers to the blocked list .
    • Download : Download voicemail messages in mp3 format.
    • Delete : Deletes the selected voice mail message.
    • Delete All Voicemails : Deletes all voicemail messages in your account.

Linux

Follow the steps below to play, download, or delete voicemail messages.

  1. Sign in to the Zoom desktop client.
  2. Click the Phone icon.
  3. Click the Voice Mail tab. Voicemail messages are displayed in chronological order, starting with the latest message.
    Voicemail messages can be identified in the following ways:

    • If the number has a caller ID name , or if it belongs to an extension or synced contact, the name will appear above the number.
    • Voicemail that is not playing will have a blue dot.
    • When you access your shared voicemail inbox, you’ll see your Zoom Phone username, call queue name, or auto-receipt name under your caller ID name.
  4. Hover over the voicemail entry and click the play icon to play the voicemail message.
  5. If you want to call a number that remains in your voicemail, click the phone symbol.
  6. Hover over the voicemail entry, then click […] and select the following options:
    • Create Google Contact / Create Outlook Contact ( displayed only if you have contact integration enabled): Use the call history entry to create a new Google or Outlook contact. The new contact will appear on the Contacts tab. If you need to edit the contact details further, go to the contact in Google or Outlook.
    • Add to Google Contacts / Add to Outlook Contacts ( displayed only if you have contact integration enabled): Allows you to add phone numbers associated with existing synced contacts. If you need to edit the contact details further, go to the contact in Google or Outlook.
    • Zoom Invite as Contact : Send an invitation with the email address of the call participant. Participants will receive an email with a unique link to add you to their Zoom contacts. If the person has a Zoom account , use this feature instead of contact integration .
    • Copy Number : Copies the caller’s phone number to the system clipboard.
    • View profile (only displayed if the number belongs to an extension or synced contact): Shows the details of the associated number.
    • Block numbers: Add phone numbers to the blocked list .
    • Download : Download voicemail messages in mp3 format.
    • Delete : Deletes the selected voice mail message.
    • Delete All Voicemails : Deletes all voicemail messages in your account.

Android /  iOS

Play, download and delete voicemail messages

  1. Sign in to the Zoom mobile app.
  2. Tap the Phone icon.
  3. Tap the Voice Mail tab. Voicemail messages are displayed in chronological order, starting with the latest message.

    Voicemail messages can be identified in the following ways:

    • If the number has a caller ID name, or if it belongs to an extension or mobile phone contact, the name will appear above the number.
    • Voicemail that is not playing will have a blue dot.
    • When you access your shared voicemail inbox, you’ll see your Zoom Phone username, call queue name, or auto-receipt name under your caller ID name.
  4. Tap your voice email entry, then tap one of the following options:
    • Phone icon : Makes a call to the number associated with a voicemail message.
    • Share icon : Share or save voicemail messages in mp3 format. The sharing options you see will vary depending on the apps installed on your smartphone.
    • Play icon : Plays the selected voicemail message. To play on a speakerphone , tap Speaker .
    • Recycle Bin Icon : Deletes the selected voice mail.
  5. View more icons down the Tap, you will see the following options.
    • Connection time : Displays the talk time in minutes and seconds (mm: ss).
    • Folded : you make a phone call to the number associated with the voice mail message.
    • Copy Number : Copies the caller’s phone number to the system clipboard.
    • Create New Contact : Use your phone’s default contacts app to create a new phone contact with the relevant phone number.
    • Add to existing contacts : Use your phone’s default contacts app to add phone numbers related to your existing phone contacts.
    • Zoom Invite as Contact : Send an invitation with the email address of the call participant. Participants will receive an email with a unique link to add you to their Zoom contacts. If the person has a Zoom account , use this feature instead of contact integration .
    • Block numbers : Add phone numbers to the blocked list.
    • View profile (only displayed if the number belongs to an extension or synced contact): Shows the details of the associated number.
    • Delete item : You can delete the selected voice mail message.

Delete multiple voicemail messages

Follow the steps below to delete multiple voicemail messages.

  1. Sign in to the Zoom mobile app.
  2. Tap the Phone icon.
  3. Tap the Voice Mail tab. Voicemail messages are displayed in chronological order, starting with the latest message.
  4. Tap Edit . A checkbox appears next to each voicemail message.
  5. Tap the checkbox for the message you want to delete , then tap Delete to delete the selected voicemail message. Alternatively, tap Erase All to delete all voicemail messages.

web

  1. Sign in to the Zoom web portal.
  2. Click Phone .
  3. Click the Voice Mail tab.
  4. Voicemail messages can be identified in the following ways:
    • If the number has a caller ID name, or if it belongs to an extension or synced contact, the name will appear above the number.
    • Voicemail that is not playing will have a blue dot.
    • When you access your shared voicemail inbox, look at the end column to identify who the message is for.
  5. You can use the search options at the top to search for specific contacts and phone numbers, or click the drop-down menu at the top to filter for read or unread messages.
  6. Click the options below to view and manage your voice mail.
    • Play icon : Plays a voicemail message. If the Zoom Phone can be transcribed, it will display a transcript.
    • Download: Download voicemail messages as mp3 files.
    • Delete: Deletes the selected voice mail message. To delete multiple entries at once, click the checkbox next to the status column and click Delete at the top of the list .

Fixed telephone

If you are using a landline provisioned by your administrator, you can use your landline to see your voicemail messages.

The following steps apply to all landlines. For Polycom VVX series and Yealink T4 / T5 series phones, please see the dedicated instructions.

Note: If you have access to your shared voicemail inbox, you can play it on your landline, but you can’t tell if the message was received in your shared inbox. Use the Zoom desktop client, mobile app, or web portal to identify.

  1. Dial * 86 on your landline to make a call and access the Voice Mail Center.
  2. When prompted, dial the voicemail PIN followed by #.
  3. Press one of the following keys.
    Key explanation
    1 Plays all unplayed messages in order from the latest one.
    2 Record a voicemail greeting. The greeting message is added to the Zoom Phone audio library.

    Note: You can also record your voicemail greetings on the Zoom web portal.

  4. Follow the voice prompts to manage your voice mail.
See also  Basic operation of Zoom Phone (user)