Setting Up Your Voicemail Greeting
To set up your voicemail greeting in Teams:
- Click the ellipsis next to your picture in the upper-right corner of Teams and choose Settings from the dropdown.
- Choose the Calls tab on the left of the flyout window.
- Under the Voicemail heading, click the button titled Configure voicemail.
- From here, click the button titled Record a greeting.
- This button will launch a call with the voicemail system where you can use the dial pad to navigate the automated menu and record your voicemail message.
- Press 1 to listen to your voicemails and 2 to set up a new voicemail greeting. To repeat the menu, press 0 and to exit the voicemail dialogue press the * key.
Note: If you do not want to record your own greeting, try the text-to-speech option.
Not Sure Your Voicemail is Working?
One question lots of new Teams users have is they’re not sure if their voicemail is working because they haven’t gotten a voicemail in a long time—even after recording their voicemail message.
This is usually solved by making sure your settings include sending calls to your voicemail. You can see in the screenshot below that under the Call Answering Rules heading, I have Team set to “Do Nothing” after 20 seconds of ringing. This is the default setting and will prevent any callers from landing at your voice mailbox.
To make sure your calls get to voicemail, change Do Nothing to Voicemail, and you can even choose how long you want calls to ring for before being sent there.
How do you delete your recorded greeting?
Hi Dan, if you record a new greeting, your old one will be overridden automatically. If you click the “Configure Voicemail” button in the settings, you can also set up a custom automated greeting to override the last greeting you recorded. Let me know if this helps!
Hi Stephanie, this is not working for me. I originally recorded a voice mail and now wish to switch to an automated greeting (i do not like my voice!) but my recoreding is overiding the text to speech option and i can not see how to delete my recording. Any idea?
Hi Lucy, my best suggestion here is to ask your IT admin to go in from the back end and reset your voicemail message.
we have had to use the text t voicemail feature but when it records the text to speech the speech is so fast the caller is having to listen to the message 2-3 times which is obviously unacceptable. Where can we slow down the speech?
I went to general settings, speech but that doesnt work!!
Thank you in advance.
Hi Nicky, the speed of the message is set by default, but you can trick the AI into reading the message slower. For example, adding a period after each word or phrase will tell the AI to pause as if between sentences. The only drawback is this doesn’t always sound natural, so play around with different configurations here to find what works best.
Once I have written it – how do I listen to my own Text to speech greeting message to check it sounds ok – there is no “test/ listen back” button – that would be useful, otherwise I have to rely on other people telling me what my greeting sounds like – which is not very professional.
Hi Darren, the simple fix for this is to call yourself. Use your cell to dial your work number and then reject the call in Teams so you can hear your voicemail message. Sometimes the best solutions are the simplest ones! Thanks for reading!
Is there a way within Teams to forward a voicemail message to another user?
Or are we only able to do that via the Outlook transcription?
Hi Michael, thanks for stopping by! This needs to be accomplished via Outlook.
I found that every couple of days or so my voicemail greeting “disappears” I checked with other co-workes and they seemed to experience the same issue.
Any reason why this may be happening? Any way to “troubleshoot”
Hi Hector, this is not a known issue with Microsoft Teams. Can you check with your IT admin to make sure they haven’t set up a voicemail policy for users at your organization that’s overriding what you’re recording? Additionally, may be a problem with your Cloud Messaging account instead of something that can be troubleshooted on the end-user side.
I am unable to listen to my teams voicemail messages.
I see the voicemail notification but i am unable to play it
Hi Chris, without more information, I can’t diagnose your issue. The Voicemail notification should appear in your activity feed. Have you clicked over to the calls tab and selected the voicemail pane? If you’re there and can’t play messages, there may be a problem with the configuration of your cloud messaging account.
With the lack of information provided I can only share my experience. We had a rule in exchange online that was allowing only incoming emails from our spam provider with an extra exception for Calendaring. We also needed to include Voicemail here as these were being blocked by this rule.
I would really like to listen to the text to voice greeting I set up for my voice mail. But much like many of the other functions in Teams, I can’t. It seems like the developer behind Teams put 99% of their effort into the appearance and 1% into the functionality. Delete a chat? Delete a call? Listen to the text to voice greeting? All are impossible.
Hi Sam. You can listen to your voicemail message by calling your Teams line from your cell phone and not picking up on your computer. You can delete a chat by hovering over a message and clicking the ellipsis icon, then delete. Let us know if you need help learning more about how to use the platform! It can be tough to get used to a new system. That’s why we offer in-depth Teams and Office 365 training. Let us know if we can be of further assistance.
I sent a bad voice note on teams when it automatically recorded how do i remove it
Hi Justice, I’m not sure I understand your question with such few details? Are you saying you sent someone a voicemail that you want to delete or your recorded greeting is unsatisfactory? If you go into your voicemail settings and record a new greeting, it will replace the old one automatically.
does anybody know if it’s possible to upload a greeting as audio file? We have greetings produced by professional speakers and would like to use them with Teams voicemail.
Hi Jonas, this isn’t currently available, but it’s likely that you can find a workaround with PowerShell. Feel free to vote for this feature in Microsoft’s user voice forum!
I have recorded a personal voice mail to replace the automated standard one, my personal recorded message is though not being played. I have okayed the recording, I can personally listen to the recording in settings but when I make a test call I always get the standard message from Microsoft Teams.
Am I doing something wrong, are there certain requirements that haven’t been met (length of recording).
Hi Brian, unfortunately I may not be much help without more information. Can you confirm that you have no text in the Text-to-Speech Customized Greeting section? If not, then I’d start troubleshooting by putting some text in there and seeing if you get the default greeting still. You can also try recording a new greeting, and see if that does the trick. If not, then this may be a bug that needs to be looked at directly by your IT Admin. I’m sorry I can’t be more helpful!
Is there a way to check my text-to-speech greeting?
I entered a text-to-speech message. If click “Record a greeting” the menu allows me to listen to and record a new greeting, but when I click 1 to listen to the existing greeting it says i have not recorded a greeting. There is no option to listen to the text-to-speech message i set up?
Hi Claus, we usually recommend to check this the old-fashioned way and use your cell phone to dial your work line. If you reject the call in Teams, you’ll hear your greeting from your cell phone.
is there a reason that teams isn’t recognising the voicemail greeting I have set up? When I go into configure voicemail, I can listen to what i’ve recorded but calls aren’t going to voicemail when unanswered and like I say, it’s not recognising that i’ve recorded a voicemail. thanks
Hi MJ, you need to tell Teams when to send calls to voicemail. Go to Settings > Calls > Call Answering Rules. Here, under the “If Unanswered” setting, choose Voicemail.
certain members of organization have a voicemail icon displayed in the bottom right hand corner that when clicked allows access to their voicemail, currently only a few accounts have this and i can’t seem to enable this link to voicemail on other accounts (that have their own phone number)
currently accessing voicemail using the ‘record a greeting’ link in the configure voicemail settings
any advice would be appreciated
Hi Bruce, Thanks for reaching out! I’m not sure I have enough information to answer your question, though. What screen are your users in when they see this voicemail icon? This video is a little old, but currently users on the Calls tab should have a “Voicemail” tag in the center pane that they can use to filter their call history to just their voicemail messages. They should also receive voicemails as email messages to their inbox. Let me know if this helps or if you have further questions!
Is there a way for a caller to press a number/key to skip listening to my full outgoing voice message to jump to leave their message? For example, other phone systems allow the caller to press # to go directly to the ‘beep’ to leave a message without listening to my long outgoing message.
HI Tracy, callers can press the pound key to skip your greeting.
Does MS Teams support a “Greeting only mailbox”? Also a user can change the greetings on the whim and voicemail must be turned off. This is used for notifying employees employees of the weather conditions and other updates.
Hi Qader, in the voicemail settings, you can choose to “play your greeting and end the call,” which would stop anyone from leaving a voicemail. Then forward calls to voicemail on that account to stop it from ringing. You could also use the text-to-speech option inside the voicemail configuration options to very easily change the greeting for the type of information you’re describing. There would be a few different methods for licensing an account like this, which would depend on different functionality and budget required, so let us know if you need help!
Is there an option to NOT use the out of office voice mail when I’m out? The out of office greeting options appear to be only one of the following three:
1. All the time
2. When I have an Outlook auto reply
3. When I have an Out of office calendar event
If I have an out of office calendar event or am using Outlook auto replies but want callers to hear my normal voice mail greeting anyway, what do I do? I don’t want to delete my out of office greeting because I do use it occasionally (but no always).
Hi Suzy, yes you can un-select all of the boxes under the “Out of office greeting” settings to stop your out of office greeting from playing.
Is there a way to receive an email notification when a voicemail is left?
Hi Gemma, you’ll receive a voicemail alert email automatically when you get a voicemail in Teams.
Is the a way to turn off or disable receiving an automatic voicemail alert with attachment and transcript in outlook, when I get a voicemail in Teams
Hi Gabe there may be in the Office 365 admin center, but it’s unfortunately not a setting you can turn off for yourself in Teams. You can create a rule in Outlook to automatically send those messages to the trash, though!
We are trying to move to Teams phone for business services but we have to be able to check the voicemail of our coworkers when they call in sick. Is that possible? I cannot find the instructions for that online.
Hi Jamie, you can’t check other user’s voicemail messages with Teams, but you can get around this by using shared mailboxes, call forwarding settings, or Outlook rules.