in2pbx: Voicemail guide

Enable/Disable Voicemail

By default, the voicemail is enabled for extension users. You can disable the Voicemail function if the user doesn’t need it.

1. Go to Settings > PBX > Extensions, select the desired extension, and click .
2. To disable voicemail, uncheck Enable Voicemail.
3. To enable voicemail, check Enable Voicemail.
4. Click Save and Apply.

Enable/Disable ‘Voicemail to Email’

The Voicemail to Email function is disabled by default, if the extension user would like to receive voicemail via email, you can enable the function. The received voicemail will be sent to the extension user’s email address.

Note: To receive voicemail via email successfully, make sure the system email is working.

1. Go to Settings > PBX > Extensions, select the desired extension, and click .
2. To enable voicemail to email, check Send Voicemail to Email.
3. To disable voicemail to email, uncheck Send Voicemail to Email.
4. Click Save and Apply.

Edit ‘Voicemail to Email’ Template

The PBX has a default email template for Voicemail to Email. You can edit the template according to your needs.

1. Go to Settings > System > Email > Email Template, click  beside Voicemail to Email. The description of variables and the default email contents are displayed.
2. Edit the email subject and email contents. Note: The variable names are unchangeable.
3. Click Save and Apply.

Change Global Voicemail Greetings

You can change the global voicemail greetings for all the extension users.

Note: Extension users can also log in PBX web interface to change their own voicemail greetings.

1. Go to Settings > PBX > General > Voicemail.
2. In the Greeting Options, change the voicemail greetings.
   • Busy Prompt: Choose your custom prompt. The PBX will play the prompt when the extension user is busy.
   • Unavailable Prompt: Choose your custom prompt. The PBX will play the prompt when the extension user is unavailable.
   • Voicemail Prompt: By default, before a user leaves a message, the PBX will play “Please leave your message after the tone; when done, hang up or press the # key”. If you set the option to None, the user will hear the tone “Di” directly and start to record the message.
   • Busy Prompt: Choose your custom prompt. The PBX will play the prompt when the extension user is busy.
   • Unavailable Prompt: Choose your custom prompt. The PBX will play the prompt when the extension user is unavailable.
   • Voicemail Prompt: By default, before a user leaves a message, the PBX will play “Please leave your message after the tone; when done, hang up or press the # key”. If you set the option to None, the user will hear the tone “Di” directly and start to record the message.
3. Click Save and Apply.

Change Voicemail Settings

You can change the voicemail message settings, voicemail playback settings according to your needs.

1. Go to Settings > PBX > General > Voicemail.
2. In the Message Options section, change the message settings.
   • Max Messages per Folder: Each extension user has a Read voicemail folder and an Unread folder. You can set the maximum number of messages per folder.
   • Max Message Time: Set the maximum time of one message.
   • Min Message Time: Set the minimum time of one message.
   • Delete Voicemail: This function will work if you enable Send Voicemail to Email. If the voicemail is forwarded to the user’s email, PBX will delete voicemails from the user’s voicemail folder.
   • Ask Caller to Dial 5: By default, when the caller accesses a user’s voicemail, PBX starts to record the message automatically. If you want to prompt the caller first, you can enable this option. The caller needs to dial 5 first, and then start to record the message.
   • Operator Breakout from Voicemail: If enabled, the users can dial 0 to exit the voicemail destination of an IVR.
   • Max Messages per Folder: Each extension user has a Read voicemail folder and an Unread folder. You can set the maximum number of messages per folder.
   • Max Message Time: Set the maximum time of one message.
   • Min Message Time: Set the minimum time of one message.
   • Delete Voicemail: This function will work if you enable Send Voicemail to Email. If the voicemail is forwarded to the user’s email, PBX will delete voicemails from the user’s voicemail folder.
   • Ask Caller to Dial 5: By default, when the caller accesses a user’s voicemail, PBX starts to record the message automatically. If you want to prompt the caller first, you can enable this option. The caller needs to dial 5 first, and then start to record the message.
   • Operator Breakout from Voicemail: If enabled, the users can dial 0 to exit the voicemail destination of an IVR.
3. In the Playback Options section, change the playback settings.
   • Announce Message Caller ID: If enabled, the PBX will announce who left the message.
   • Announce Message Duration: If enabled, the PBX will announce the message duration.
   • Announce Message Arrival Time: If enabled, the PBX will announce when the message was received.
   • Allow Users to Review Messages: If enabled, the users can review their recorded messages, and then send the messages.
4. Click Save and Apply.

Check Voicemail Messages

Extension users have multiple ways to check their voicemail messages.

Check Voicemail on Linkus

Log in Linkus, go to Me > Voicemail to check your voicemail.

Check Voicemail on a Phone

• Dial feature code *2 on a phone – A user can dial *2 on their phone to check voicemail.
• Dial feature code *02 on a phone – A user can dial *02 on another user’s phone to enter the voicemail main menu, then enter his/her extension number and voicemail PIN to check voicemail.

Check Voicemail on Web Page

Extension users can log in to the PBX web page to check their own voicemails.

• User name: The extension user’s email address.
• Password: The extension’s User Password.

Check Voicemail via Email

If voicemail to email is enabled for an extension user, the user can check voicemails in his/her email box.

Check Voicemail via IVR

If you check the option Dial to Check Voicemail for an IVR; users can access the IVR to check their voicemails. This solution is for the users who are outside the office to check their voicemails.

Voicemail Menu

You can dial *2 on your phone to access the voicemail menu. Below is the detailed voicemail menu.