Voicemail is a voice message that a caller leaves when the person called is absent or is busy with another conversation. In this article, we’ll talk about what voicemail is, how to setup voicemail and how to use the voicemail on your mobile device.
What is a Voicemail System?
A voicemail system is a centralized system used in businesses for sending, storing and retrieving audio messages, just like an answering machine would do at home. Voicemail systems make a Phone System more flexible and powerful by allowing information and messages to pass between users even when one of them is not present.
How does a Voicemail work?
Each extension in a phone system is normally linked to a voice mailbox, so when the number is called and the line is not answered or is busy, the caller listens to a message previously recorded by the user. This message can give instructions to the caller to leave a voice message, or provide other available options. Options include paging the user or being transferred to another extension or a receptionist. Voicemail systems also provide notifications to users to inform them of new voicemails. Most modern voicemail systems provide multiple ways for users to check their voicemail including access through PCs, mobile phones, landlines or even through VoIP Apps running on smartphones.
Voicemail systems make phone systems more powerful and flexible by allowing conversations and information to pass between parties, even when both aren’t present. In a work setting, customers and business people rely upon voice mail, both for leaving and sending messages. Outgoing messages, for instance, are the messages people use to greet those who call their line. The outgoing message can tell a caller whose line they’ve reached, when that person might return and to leave a message. The caller, armed with this information, can leave a detailed message that’s most appropriate for his or her needs.
How to Setup Voicemail on Your Device
Setup voicemail account is easy, with intuitive software and auto-attendants ready to walk you through the process with commands and choices.
Here’s a typical example of the steps to follow when setting up and using voice mail accounts.
- Dial the phone number to access voice mail system.
- Follow the auto-attendant’s instructions to create a numeric pass code, usually 4 to 6 numbers.
- Follow the auto-attendant’s instructions to record an outgoing message, also known as a “greeting.”
- Follow the auto-attendant’s instructions to take advantage of other features, such as forwarding message, paging and auto fax pick up.
- Your voicemail is now ready to use.
Voicemail users can easily save, delete and archive messages, again using simple keypad entries. Voice mail systems often also incorporate caller ID features, such as the number from which the message originated, as well as the date and time of the call. In some cases, users can then choose to instantly reply to a message, especially if the person who left the message has a voice mail box on the same system as the recipient. Some voice mail systems also offer callers the option of paging the message recipient or delivering a message with an “urgent” protocol, both of which help the user receive important information faster.
For mobile device owners, using voice mail usually involves setting up a “mailbox” or account, entering certain keypad commands, recording outgoing messages (some systems allow the user to record both internal and external outgoing messages or greetings) and retrieving messages.
Users can retrieve messages at their usual work station or home, or remotely using a special phone number and pass code or through their computer. Such procedures vary by provider.
For incoming callers, using voicemail is as easy as dialing a phone number and speaking. After dialing, the party’s phone will ring or, if prearranged, the call will be sent straight into voice mail. Once there, the caller will be instructed how to leave a message by the person’s outgoing message.