How to Configure Voicemail to Email
How do I get voicemails sent to my email?
Overview
Voicemail to email is a game-changer for busy professionals. Instead of dialing in to check voicemails, you receive them as audio attachments in your email inbox, along with transcriptions if your provider supports it.
This guide will show you how to set up this feature so you never miss important messages, even when you're away from your desk.
Step-by-Step Instructions
Access Voicemail Settings
Log in to your VoIP admin portal and navigate to voicemail settings. This is typically found under:
- Settings > Voicemail
- User Settings > Voicemail Options
- Phone Settings > Voicemail Management
Enable Email Delivery
Look for an option called "Send voicemail to email," "Email notifications," or "Voicemail delivery." Enable this option by checking the box or toggling the switch.
- •Some systems call this "Unified Messaging"
- •You may need admin permissions to enable this feature
Enter Your Email Address
Type in the email address where you want voicemails delivered. You can usually add multiple email addresses separated by commas.
Example: john@company.com, john@gmail.com
- •Use a business email that you check regularly
- •Consider setting up email filters to organize voicemails into a folder
Choose Attachment Format
Select how you want the voicemail attached:
- WAV format: Higher quality, larger file size
- MP3 format: Compressed, smaller file size (recommended)
- Both: Receive both formats
MP3 is recommended for most users as it's compatible with all devices and doesn't take up much space.
Enable Transcription (If Available)
If your provider offers voicemail transcription, enable it. This converts the voicemail audio to text and includes it in the email body.
Transcription accuracy varies (usually 80-95%) but is incredibly helpful for quickly scanning voicemails.
- •Transcription may cost extra with some providers
- •Always listen to important voicemails even if transcribed
Set Delivery Options
Configure additional options:
- Delete after email: Remove from voicemail system after emailing
- Keep original: Keep in both email and voicemail box
- Notification only: Just notify about new voicemail without attachment
Choose based on your storage preferences and workflow.
Test the Configuration
Call your number from another phone and leave yourself a test voicemail. Check your email within a few minutes to verify:
- Email arrives with the attachment
- Audio plays correctly
- Transcription is readable (if enabled)
- Sender shows your VoIP system correctly
Common Issues & Solutions
Voicemail emails going to spam
Add your VoIP provider's email domain to your email whitelist. Also check your spam folder and mark voicemail emails as "Not Spam." Ask your IT team to whitelist the sender domain at the server level.
Audio attachment won't play
Make sure you have an audio player installed. Try downloading the attachment and playing it with your computer's default media player. Some email clients (especially webmail) have issues with certain audio formats.
Emails delayed by several hours
This is often a provider-side issue with their email delivery system. Contact your VoIP provider's support. In the meantime, you can still access voicemails through the phone system directly.
Frequently Asked Questions
Is voicemail transcription accurate?
Transcription accuracy typically ranges from 80-95%, depending on audio quality, accents, and background noise. It's great for getting the gist of a message quickly, but always listen to important voicemails.
Can I still check voicemail the traditional way?
Yes! Voicemail to email doesn't disable traditional voicemail access. You can still dial your voicemail box or access it through your VoIP phone.
What happens if my email is down?
Voicemails are still saved in your VoIP system's voicemail box. Once your email is back online, the system will deliver pending voicemails (though some providers may have a retry limit).
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