How to Set Up Voicemail on VOIP Phone? Need, Use and Benefits

Senior Writer: Paras Kela

Reading Time: 7 Minutes

Published : December 21, 2023

Not attending your important phone calls or having silent phone lines lowers customer satisfaction and damages brand image. As we do not want that, the wiser option is to cater to your calls even when you’re away by learning how to set up voicemail on VoIP phone systems.  

In fact, 85% of leads are dissatisfied with their experience with businesses over the phone. Setting up voicemails can significantly change that. 

That’s why we have curated this guide on voicemail VoIP phone systems with steps to access voicemail on VoIP, reasons why you need it, and the benefits it offers. Let’s get started!

Expert Advice

"Elevate your customer service by harnessing the power of VoIP phone voicemail and creating a documented trail of communications for future reference that you can access from anywhere. Remember to reinforce strong and reliable brand identity by showing commitment to customer care by allowing callers to leave voicemails during peak hours or day offs."

What is Voicemail VoIP? 

Voicemail VoIP is a VoIP phone system’s core feature designed to log voicemail messages digitally that you receive from your callers or customers. You just need to enable this feature to give callers the option of leaving their queries as voicemail messages in audio form every time you’re unavailable to answer a call.

Remember that it’s a separate service to which all your answered calls are forwarded, received, and recorded. This gives you the freedom to access your voicemail messages on your desired device from anywhere by just logging into your VoIP account. 

How do I Access Voicemail on VoIP? 

Accessing a voice message on VoIP is possible in three different ways. All of them are digital (over an internet connection) and require no extra effort or hardware (telephone system). Let’s discuss them one by one –

1. Through VoIP application 

To access voicemail on a VoIP application, you must follow these steps –

Step 1: Sign up on your chosen provider’s VoIP application. 

Step 2: Head to the features section. 

Step 3: Enable the voicemail messages option. 

Step 4: Set a 4 – digit password for your voicemail access box. 

Step 5: Hit apply to complete the voicemail access process.

2. Through VoIP phone

To access VoIP voicemail service on a VoIP phone, follow this step-by-step process –

Step 1: Check if your VoIP phone screen shows an envelop icon. If so, you have some new unread voicemails. 

Step 2: To listen to them, hit on the voicemail message option on your VoIP phone. 

Step 3: Choose a voicemail from the list of unread voicemails and press the enter key to listen to the message. 

Step 4: When you’re done, tap the end option in the voicemail menu to go back to the home screen. 

3. Through Web-based VoIP phone system 

To access VoIP voicemail service on a web-based VoIP phone system, follow this step-by-step process –

Step 1: Sign in to your web or desktop virtual phone system app.

Step 2: Go to the dashboard or settings to select the voicemail option to open the newly received voicemail list. 

Step 3: From the list of new voicemail notifications, select the one you’d like to hear, mark it as heard, or make a call. 

If you own a VoIP-enabled softphone and want to access your voicemail, simply dial 98 on your dialpad.

How to Set Up Voicemail for Your VoIP Phone?

DialerHQ is a VoIP voicemail service provider that works well in multiple regions like Asia, Africa, South America, and Europe. This VoIP network provider has an extremely intuitive interface and allows you to scale your communication infrastructure when needed.

Let’s learn about the steps to set up voicemail on your DialerHQ VoIP phone –

Step 1: Go to the dashboard and head to the numbers section.

Step 2: Click on the gear icon displayed against the numbers. 

Step 3: Select the voicemail box option.

Step 4: Next, select the text or music you want your callers to hear or match with your business services.

Step 5: Enter or set the voicemail greeting message you want to play when callers are directed to the voicemail. If you want to set music, simply hit change file > MP3 or wav file format > upload the tune. 

Step 6: Your voicemail is now set up and ready to use!

Why you Need to Use Voicemail Feature in a Virtual Number?

The voicemail feature in a virtual number is a game changer for your business communication and contributes positively to your business. Here are 8 reasons why you need it –

1. Professional brand image 

The voicemail feature in a virtual number ensures that all your callers are catered to with a tailored message when you’re unavailable to take up a call. This lowers customer frustration and improves their experience, consequently contributing to a positive brand image. After all, 86% of customers prefer a brand with an authentic brand image.

2. 24/7 accessibility 

Voicemail helps your customers leave a message whenever needed, saving you from loss of business opportunities due to unavailability. This way, you can be accessible to your customers even after your business hours or on your day off.

3. Missed call recovery

Voicemails act as a record of not only the calls you missed but also the purpose behind each one of them. Accessing your voicemails, you can easily make contextual follow-ups for better deal closure or query resolution. 

4. Tailored greetings 

80% of customers are likelier to buy from a business that offers personalized experiences. That’s one core reason why you need voicemails. Voicemails allow you to greet your callers based on scenarios or promotions that enhance their experience and make them feel cared for. 

5. Remote team support 

Voicemails are pivotal to communicating with your remote employees because, on holidays or unavailable days, they can leave a voicemail for you to access at your convenience. 

You May Also Read : Business Communication: A Comprehensive Guide

6. Critical information record

Voicemails are a useful reference for analysis and informed decision-making as your customers and clients use them to share important information or ask defining queries. 

7. Customer engagement

Incorporating marketing, special offers, and promotions-driven greetings in your voicemails is a great way to hook your customers. It is a great way to keep your callers updated on the latest updates or offers. 

8. Voicemail transcription

Virtual numbers offer a voicemail feature with a transcription option that helps you convert your voice messages to text. This way, you can instantly review and reply to your previously missed messages without draining time listening to the entire voicemail. 

Use of Voicemail Service in VoIP to Make Business Operations Smooth

Utilizing voicemail service in VoIP ensures seamless business operations by facilitating quick information sharing in times of unavailability. Let’s understand the what’s and how’s of this –

1. Voicemail caters to your inbound calls in peak call center hours when you’re unable to take them all, enhancing efficient call handling. 
2. New-age voicemail systems often centralize phone call data to facilitate unified access to messages and better collaboration. 
3. This feature allows you to set up rules to route and store your voicemails in different departments or agents’ records for better organization and prioritization. 
4. Voicemails allow callers to share time-sensitive information, reducing interruptions in critical business operations. 
5. The voicemail service offers in-depth insights into call patterns and customer queries to inform your decisions and smoothen business operations. 
6. Voicemails offer a record of missed conversations to help agents prioritize and manage messages well without the need to toggle between multiple windows, significantly improving their productivity. 
7. This feature comes with some sub-category services like team collaboration that allows your team to share or discuss a high-priority message within the VoIP application, enhancing teamwork.
8. Facilitate quick response from your end by allowing you to capture and address them efficiently, improving customer satisfaction.
9. You can easily set up voicemail policies based on your business operations so your voicemails are stored and messages are retained accordingly. This ensures smooth operations. 

How does Voicemail Service in VoIP Work?

Voicemails are powerful tools that facilitate smooth information sharing. Here’s how they work. 

When the VoIP call goes unanswered, the system enables the digital voicemail feature. This feature then provides callers with pre-recorded guidance on sending a voicemail. 

As the customer speaks, the voicemail captures and converts the audio messages into digital files for seamless information storage. It can easily log the audio files in the phone system or send the transcription to your email. 

In addition, voicemails come with a web and dedicated phone-based application, allowing you to manage them via PC or mobile. Doing so adds to the connectedness with customers and keeps your business communication intact. 

Benefits of Voicemail Service in VoIP

Voicemail service in VoIP allows you to provide customers a way of clearing their doubts and agents a way of managing all queries efficiently. Here are the 7 core benefits of voicemails –

1. Enables you to record and stay updated on customer queries even when your team is unavailable, eliminating the need to maintain a backup team of agents and reducing costs. (Explore VoIP call recording in depth)
2. Voicemails allow customers to promptly communicate their queries and receive follow-up calls without being put on hold. This reduces customer frustration due to long wait times. 
3. Allows your staff to screen inbound calls before picking them up to better categorize and prioritize urgent and non-urgent calls. 
4. This service is over the cloud, which allows you to access your information on your device even during power cuts. 
5. With VoIP voicemails, you can always access it anywhere, at any time. This reduces interruptions in operations when you’re out of office premises. 
6. Stay updated on missed customer queries by simply utilizing voicemail to text transcription and read them even on the go.

Lets you maintain a professional and customer – centric brand image by setting a scenario-based voicemail greetings.

Wrapping Up 

That was your answer to how to set up voicemail on VoIP phone. Voicemail reduces customer frustration due to long wait times, builds a professional brand image, tailors greetings, and is more accessible. 

You can then access it on your VoIP phone, application, or web in easy steps, as explained above. This helps you remain updated on customer queries even on the go, efficiently manage calls during peak hours, centralize calling data, and more. 

To enjoy voicemail’s numerous benefits, you must choose a reliable VoIP service provider like DialerHQ. We help you set it up in minutes and allow you to leverage its advanced features to make your communication seamless even when you’re unavailable. Start your free trial today!

Paras Kela

Paras Kela is an accomplished IT professional with 7+ years of industry experience, including 4+ years as a dedicated content writer. His expertise lies in crafting informative blogs on VoIP and cloud telephony, among other technical subjects. Outside his professional pursuits, he cherishes quality time with loved ones, indulges in watching documentaries, and finds solace in gardening.

Updated : March 28, 2024

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