How do I set up or update my direct voicemail box? How do I empty my Voicemail Box?
How do I set up or update my direct voicemail box?
To set up voicemail boxes in bulk or set up department voicemail boxes, you must be an admin. The steps for bulk voicemail edits and department voicemail box edits can be found here:
All users can set up or update their personal voicemail box from their own web app following the steps below.
- Log in to your RingByName account at login.ringbyname.com
- Once logged in, click on the words 'Hi ' at the top right of the screen. A drop down menu should appear.
- Select the option 'Voicemail & User Settings'
- You can enable or disable your voicemail box with the 'Enable Voicemail' checkbox.
- If enabled, you can adjust the voicemail greeting using 'Use automatic greeting, Say this, or Use this file'
- 'Say This' will announce whatever you have in place in the language selected.
- Use this file allows you to use any mp3 file you upload using the 'add new file'.
- Below the voicemail options are additional settings including 'enable callback request' and 'receive email notifications of SMS' for getting email copies of inbound SMS messages.
- 'Enable Callback Request' announces a message if a call is missed to the caller asking them if they'd like a callback. If they opt for one, you'll receive an email of the request with their callback number.
- Enable Call Popup allows you to control whether or not you get call popup messages for inbound calls. If you use WebPhone, please be sure this setting remains enabled!
- Finally you can also select the language of all the fields for your Ringbyname Webapp with the Language Settings.
- Be sure to select 'Save' on the bottom right to save your changes!
Besides the 'Say This' and mp3/wav audio upload options, you can also use the standard voicemail box method of updating your direct voicemail greeting. By dialing *97 from your deskphone or softphone you'll be prompted to dial your mailbox number (this is your extension number), then your voicemail pin (the default is 1234). After hearing any message announcements, you can dial 5 when prompted for 'changing options', then press 1 when prompted to change your greeting. The voicemail system will let you live record your voicemail greeting when prompted.
How do I empty my voicemail box?
All voicemail boxes have a 1000 voicemail message limit. While we are preparing auto-wiping of older messages, currently your system administrators are the only ones able to completely wipe a voicemail box that isn't being cleared periodically. Admin users can follow the steps below to clear a voicemail box at the user or department level.
- Log in to your RingByName account at login.ringbyname.com
- Once logged in, click on the words 'Hi ' at the top right of the screen. A drop down menu should appear.
- Select the option 'Go To System Administration'
- Select 'RingByName Setup' at the top.
- Select 'Departments' on the left hand side.
- Select the department whose voicemail you want to edit.
- On the far, lower right, you'll see all the fields you can edit including the "Voicemail options".
- Select the 'Delete All Voicemails' option in orange and confirm you want to clear this voicemail box.
- Once logged in, click on the words 'Hi ' at the top right of the screen. A drop down menu should appear.
- Select the option 'Go To System Administration'
- Select 'RingByName Setup' at the top.
- Select 'Departments' on the left hand side.
- Select the department whose voicemail you want to edit.
- On the far, lower right, you'll see all the fields you can edit including the "Voicemail options".
- Select the 'Delete All Voicemails' option in orange and confirm you want to clear this voicemail box.
You can repeat these steps in the Users section for any user voicemail boxes you need cleared. If your team is using email addresses to login, they'll have email copies of every voicemail message. Don't worry about losing voicemails when using this delete option.