Remember the days of just a simple beep and a blank tape? Business phone voicemails have come a long way, evolving from a basic answering service into a sophisticated communication tool. For those using platforms like Skype for Business (and its successor, Microsoft Teams), managing your voicemails is surprisingly intuitive and packed with features you might not even realize are there.
Checking Your Messages: Where to Look
It’s not just about dialing in anymore. Your voicemails can land in a few key places, making them accessible from wherever you work. You can find them within your Microsoft Teams apps or phones, your Skype for Business apps or phones, and even directly in your Outlook inbox. This multi-channel approach means you’re less likely to miss an important message.
When you have a new voicemail in Skype for Business, you'll notice a little indicator on the 'Phone' tab in the main window – it’ll show you how many messages are waiting. Clicking on that tab brings up a list of your messages, complete with caller information. Hovering over a message picture area reveals a play button, letting you listen right away.
Beyond Just Listening: Smart Options
But what if you want to do more than just listen? Once you've paused on a message, you'll see a 'More Options' button. This is where things get interesting. You can choose to call the contact back directly, initiate a video call, or view their contact card, which often includes their phone number, email, and office location. There's also an option to 'Open Item in Outlook,' which can provide more context about the call, or simply 'Delete Item' if it's no longer needed. Marking a message as read is also an option, helping you keep your inbox tidy.
Fine-Tuning Your Listening Experience
Ever found yourself wishing you could speed up a long message or rewind a bit to catch a detail? You can! Whether you're using the visual voicemail on your desktop client or dialing into your voicemail system, certain keys offer control. Pressing '1' rewinds, '2' pauses or resumes, and '3' fast-forwards. Want to adjust the playback speed? '4' slows it down, while '6' speeds it up. It’s like having your own personal playback controls.
The Magic of Transcription
One of the most significant advancements is voicemail transcription. Since April 2017, for most Phone System in Microsoft 365 users, voicemails are automatically transcribed and appear in the body of the email you receive. This is a game-changer, allowing you to quickly scan messages without even needing to listen to them. If this feature isn't enabled or you prefer it off, your administrator can usually adjust it for you.
Making Your Greeting Personal
We’ve all heard those generic system greetings. While a default greeting is in place (something like, "Please leave a message for [Your Name]. After the tone, please record your message."), recording your own personal greeting makes a huge difference. It adds a human touch and lets callers know they’ve reached the right person. To change yours, go to the 'Phone' tab, click the voicemail icon below the dial pad, and select 'Change Greetings.' The system will then guide you through recording your personal message. You can even have your name spoken using Text to Speech (TTS) if you prefer.
Customizing Your Voicemail Settings
Beyond greetings, there's a whole settings page dedicated to your voicemail. You can access this by going to https://aka.ms/vmsettings in a browser, or through the Skype for Business desktop app by selecting 'Set Up Voice Mail.' Even from a voicemail email, there's often a 'Set Up Voice Mail' hyperlink. On this settings page, you can:
- Change Call Answering Rules: Decide what happens when someone reaches your voicemail – do they get disconnected, hear your greeting, record a message, or get transferred?
- Change Prompt Language: Select the language for the prompts callers hear. A list of supported languages is available if you need it.
- Configure Out of Office Greeting: Set up a specific greeting that plays when your status is 'Out of Office,' whether it's always on, tied to your Outlook auto-reply, or linked to a calendar appointment.
Managing your business voicemail is no longer a chore; it's an opportunity to ensure clear, efficient, and personalized communication. Taking a few minutes to explore these features can significantly enhance how you and your callers interact with your phone system.
