How to change your voicemail in RingCentral

Any caller or customer who accesses your extension’s voicemail box will receive a voicemail greeting. Fortunately, RingCentral voicemail settings are not set in stone. You can always customize them to fit your specific needs. You’ve come to the right place if you want to learn how to edit your voicemail.

In this article, you’ll discover how to change your RingCentral voicemail greeting, PIN, and even email. Continue reading to learn more about RingCentral voicemail editing options.

RingCentral How to Change Your Voicemail Greeting

Here’s how to change your voicemail greeting using the web portal on a PC:

1. Log in to your RingCentral Account using your credentials. Alternatively, you can opt for the “Single Sign-On” option for added ease.
   
2. Once your dashboard loads, click the Settings icon in the bottom left corner of the window.
   
3. Choose “Phone” from the middle menu.
   
4. Scroll down to “Voicemail” and click “Edit.”
   
5. If you would like to adjust the schedule of your greeting, click the link that says “Edit schedule.” By default, the greeting runs 24/7.
   
6. Click “Edit” if you don’t want the default RingCentral greeting.
   
7. You can record your voicemail through a phone or a microphone built into the headset. You can also upload an existing recording from your local machine as another option.
8. Once you have your greeting ready, press the “Done” button.
9. In voicemail mode, click “Save.”

Before uploading an audio file, make sure it is an MP3 or WAV file. Otherwise it will not be accepted.

If you are running the desktop app, simply follow the steps above as they are quite similar.

RingCentral How to Change the Voicemail Greeting on a Mobile Phone

RingCentral has a mobile app that is available for both Android and iOS. This makes it convenient for you to customize your account settings regardless of which device you are running. Here’s how to change your voicemail greeting using the app:

1. Launch your RingCentral mobile app.
   
2. Tap your user avatar in the top left corner of the screen.
3. Go to “Phone” and then “Voicemail.”
4. By default, voice messages work 24/7. If you want to change this schedule, tap “Set schedule.”
5. In the “SET VOICEMAIL GREETING (WORK HOURS)” drop-down menu, tap “Default” if you want to use RingCentral’s default greeting. Otherwise, press “Custom.”
6. Select “Record New Greeting.”
7. Use the red button to record your greeting.
8. Once you’re done, tap “Save” in the top right corner of the screen.

RingCentral How to Change Your Voicemail Greeting in the Admin Portal

If you are the administrator of your organization, follow these steps to change the voicemail greeting:

1. Log in to your administration portal.
2. Click the “Management Portal” drop-down menu and select “My Extension.”
   
3. Go to “Settings”.
   
4. Open the “Call Forwarding and Voicemail” drop-down menu.
   
5. Go to the “Working hours” tab.
   
6. Under “Missed calls,” choose “Send to voicemail.”
   
7. Click “Edit” to change to a custom recording.
   
8. Select “Custom” and add the new greeting. Alternatively, if you want to get rid of a custom greeting, choose “default”.
   
9. Click “Save” to update the changes.

RingCentral How to Change Voicemail PIN

A PIN (also called a Personal Identification Number) adds an extra layer of security to your account. It shows that you really are who you say you are and allows you to access your voice messages. RingCentral gives you a PIN similar to everyone else’s when you sign up for a new account. For that reason, it is essential to change your PIN as soon as you create an account.

Of course, you may also have other reasons for setting up a new PIN. Regardless of the reasons, here’s how to do it if you’re on your computer:

1. Log in to your RingCentral Dashboard.
   
2. Click the gear icon in the lower left corner of the window.
   
3. Select “Phone” from the menu that appears on the left of the screen.
   
4. Scroll down to “Voicemail” and click the “Edit” button.
   
5. At the bottom of the window, enter a secure, easy-to-remember PIN.
   
6. Confirm the PIN and click the “Save” button to update the changes.
   

The new PIN you just created will be used to access your voice messages.

Note: The steps above also apply to desktop users. They are quite similar in terms of labels and interface. Additionally, any changes you make to your desktop app will be reflected across all other platforms, including the mobile and web app.

RingCentral How to Change Voicemail PIN on Mobile

If you’re using your mobile phone to run your RingCentral account, here’s how to change your voicemail PIN:

1. Launch your RingCentral mobile app.
   
2. Tap your user avatar in the top left corner of the screen.
3. Go to “Phone” and then “Voicemail.”
4. Scroll to the bottom of the screen and under “Voicemail PIN,” tap “Change PIN.”
5. At the bottom of the new screen, enter your PIN paying attention to the PIN criteria. This is the PIN you will use to open your voice messages.
6. Confirm the PIN and tap “Save.”

How to change someone else’s PIN on RingCentral

If you have an organization or business team, you may want to change the PIN of another user in the organization. But first you will need to have administrator privileges to complete this operation. Once you have the necessary permissions, here’s how to do it:

1. Log in to your RingCentral management portal.
2. Navigate to “Users” and tap “Users with extensions.”
3. Select the user whose PIN you want to change.
4. Click “User Details” and then go to “Security.”
5. Under “Password,” click “Change Password.”
6. Depending on your sign-in method, you may be asked to enter your password. Do so and click “Next” to continue.
7. Open the PIN tab and enter the new PIN. Confirm the PIN to continue.
8. Press the “Save” button to update the PIN.

RingCentral Change Voicemail Email

Here’s how to change your voicemail email in RingCentral:

1. Go to your RingCentral dashboard.
2. Go to “Settings” and then “Notifications.”
3. Choose “Advanced Settings” from the drop-down menu on the left of the screen.
4. Check “Voicemail messages” under “By email.” In the same row, click “Customize notifications.”
5. Under “Additional Settings,” check the option that says “Include attachments with email.”
6. In the email box, enter your voicemail email. If you want to receive the same voicemail notification on multiple email accounts, you can enter all required emails in that same box, separated by a comma.
7. Select “Done.”
8. Click the “Save” button to save your changes.

Additional FAQs

Can you change your voicemail greeting without having cell phone service?

No. You must be connected to cellular service to change your voicemail.

Why am I receiving voicemails in my email, but they don’t appear in my RingCentral dashboard?

If your voice messages are not reflected in your app, but you can still receive them via email as attachments, try signing out and signing back into the app. If this doesn’t work, uninstall and reinstall the app. If the issue persists, feel free to contact RingCentral customer support to have the issue looked into.

What happens when I forget my RingCentral voicemail PIN?

If you forget your voicemail PIN, sign in to the account and change the PIN as described in the previous section.

Add a touch of personalization to your voice messages

Changing your voicemail allows you to add a touch of personalization to the way you handle missed calls. They are essential in business, providing a thoughtful way to tell your clients and colleagues that you are away and will see them shortly.

Have you tried using RingCentral to route your voicemails before? How was the experience? Let us know in the comments section below.