How to set up voicemail in RingCentral

If you run a business and are looking to optimize your customer service and improve user satisfaction, setting up voicemail is essential. With RingCentral, you can do exactly that, whether using your desktop or your phone, whichever is your preferred way of operating.

Follow this step-by-step guide to ensure your voicemail is set up to one that you know will keep your customers happy.

Set up your voicemail in RingCentral on desktop and web

If you’re used to working on your computer, you’ll probably find it easier to set up your voicemail on that device as well. This is possible through the web or the desktop application on your computer. That is how:

1. Go to the RingCentral app on your desktop or sign in to your account on your web version. For faster and easier access, you can also use the “Single Sign-On” option.
   
2. Once you’re logged in, you’ll find “Settings” at the bottom left.
   
3. Go to “Phone” in the list of options on the left.
   
4. Scroll down until you reach “Voicemail.”
   
5. There will be an “Edit” button on the right. Your greetings will be active every day and at all hours, but to change it, go to “Edit schedule” and configure your preferences.
   
6. To check your current voicemail greeting, tap the play button and listen.
   
7. If you’re happy with RingCentral’s default voicemail, you can leave it that way, enter your PIN at the bottom, and tap “Save.”
   

How to set up voicemail in RingCentralHow to set up voicemail in RingCentral

If RingCentral’s default voicemail isn’t to your liking and you want to customize your greeting to fit your company’s image, don’t worry. You can achieve this in several ways.

However, before you begin, you will first need to change the “Default” setting from the drop-down menu to “Custom” in your voicemail settings. There will be three options: add your own voicemail via a phone call, using your microphone, or by importing an audio file.

Through a phone call

To set up your personalized RingCentral voicemail via phone call:

1. Tap the “Phone” button in the current settings.
2. Enter the number you want RingCentral to call you in “Call me at,” unless you want it to use the phone number you’ve already provided for other reasons.
3. Click “Call Now.”
4. Follow the instructions provided during the call.
5. Go back to your screen and tap “Done.”
6. Click “Save” to confirm your new RingCentral voicemail.

Using the computer microphone

To create voicemail by recording audio with your microphone:

1. Switch to “Computer Microphone.”
2. If you are prompted to give access to your microphone, click “Allow” when you see the pop-up window.
3. Tap the red circle to start recording and immediately speak into your computer’s microphone.
4. Click the blue button to end the recording once you’ve said everything you want your future clients to hear. The blue button will allow you to listen to your recording and see if you are happy with your new voicemail. If you are not satisfied, you can record it again by pressing the red circle again and repeating the recording process.
5. Load the finished recording by tapping the up arrow.
6. Tap “Done.”
7. Press “Save” to finish and confirm your choices.

Import an audio file

If you already have a custom audio recording on your device and want to use it as your new RingCentral voicemail, add it by following these steps:

1. Click on the last option under the “Custom” option i.e. “Import”.
2. Tap the “Browse” button, which will take you to the files on your computer.
3. You will only be able to upload a file in .MP3 or .WAV format, so prepare one in advance that complies with this rule.
4. Tap “Open” to load the desired audio file.
5. Press “Done.”
6. Tap “Save” to finish.

Nothing lasts forever, so change your voicemail as many times as you want. Additionally, if you change your mind and want to go back to using RingCentral’s default voicemail, you can do so by clicking “Reset to Defaults” and “Save.”

Set up voicemail in RingCentral in the mobile app

With its convenient mobile app available for iOS and Android, RingCentral makes setting up your voicemail easy. Here are the steps:

1. Go to the RingCentral app on your mobile device.
   
2. Access your profile at the top left.
   
3. Go to “Phone.”
   
4. Find “Voicemail.”
   
5. If you don’t want your voicemail to play 24/7, you can set a different schedule by going to “Set Schedule” and configuring your work hours.
   
6. Your current voicemail will be the default one set by RingCentral (you can listen to it by pressing the play button). To change it and add your own, change from “Default” to “Custom.”
   
7. You’ll see the “Record new greeting” option. You will only see this option while setting up your voicemail through your phone.
8. To start recording, tap the red circle. To end recording, press the red button again.
9. Once you are happy with the recording, press “Save.”
   

Set up voicemail in RingCentral via the admin portal

As an administrator of a RingCentral account, you can set up voicemail through the administration portal by following these steps:

1. Log in to your account on the RingCentral website to Administration portal.
2. Access “My Extension” from the “Admin Portal” drop-down menu.
3. Tap the “Settings” tab on the top line of menus.
4. Open the “Call forwarding and voicemail” p.
5. Navigate to the “Working Hours” tab.
6. Select “Send to voicemail” in the “Missed calls” p.
7. Listen to your current voiceover version by pressing the play button. If you want to change it to a custom one, click “Edit”.
8. Change “Default” to “Custom.”
9. Record it and hit “Save” once you’re happy with the voiceover.

Frequent questions

What is my RingCentral Voicemail PIN?

Your RingCentral voicemail PIN is the password you use to access your voicemails and verify your account. You can find it in the voicemail ps of your desktop and mobile app.

What do I do if I receive voice messages but no calls?

The first thing you should check if you are receiving voicemail but not calls is if your RingCentral is updated to its latest version and if your Internet connection is stable. Then log in and out and have someone call you. If this doesn’t resolve the issue, check to see if only one device is connected to the account and that “Do Not Disturb” isn’t accidentally turned on.

Can I change my voicemail PIN in RingCentral?

Yes, you can change your PIN for voice messages in RingCentral or the PIN of other employees if you are the account administrator. You’ll find the PIN change settings in the voicemail ps of your mobile and desktop accounts.

Improved customer service with the right voicemail

Voice messages help you work in peace without missing any important calls or losing potential clients. This will keep you and your clients stress-free and calm. What’s more, if you create an attractive greeting, you will let your users know that you care about them.

Tell us in the comments below if this article helped you set up your first voicemail in RingCentral and how it improved your workflow and customer service.