If your business phone service uses Webex Cloud Calling, your voicemail greeting can usually be changed from your desk phone, voicemail menu, or Webex calling settings, depending on your company’s setup.
Your voicemail greeting is what callers hear when you are unavailable, on another call, or away from your phone.
When Should You Update Your Voicemail Greeting?
You may need to change your voicemail greeting when:
- You are setting up voicemail for the first time
- Your job role or department changes
- Your schedule changes
- You will be out of the office
- Your company name or department name changes
- A former employee’s greeting is still active
- You want callers to hear updated instructions
Keeping your greeting current helps callers know they have reached the right person and what to do next.
Change Your Greeting from Your Desk Phone
The most common way to change your voicemail greeting is from your Cisco desk phone.
To change your greeting:
- Press the Messages button on your desk phone.
- Enter your voicemail PIN if prompted.
- Follow the voice prompts for mailbox options.
- Choose the option for greetings or personal greeting.
- Record your new greeting.
- Listen to the playback.
- Save the greeting before ending the call.
The exact prompts may vary depending on your phone setup, but the voicemail menu will guide you through the process.
Change Your Greeting Through Webex Settings
Depending on your company’s Webex Calling setup, you may also be able to manage voicemail settings through Webex User Hub or the Webex App.
Look for calling or voicemail settings, then check for greeting options. If greeting management is available, follow the prompts to record, upload, or update your voicemail greeting.
If you do not see voicemail greeting options, your company may require changes to be made through the voicemail phone menu or by an administrator.
What Should Your Greeting Say?
A clear voicemail greeting should include:
- Your name
- Your company or department
- That you are unavailable
- What information the caller should leave
- When they can expect a response, if appropriate
- An alternate contact, if needed
Example:
“Hello, you’ve reached Jane Smith at ABC Company. I’m unavailable right now. Please leave your name, phone number, and a brief message, and I’ll return your call as soon as possible.”
For department or shared voicemail boxes, include the department name and any important instructions.
Example:
“Thank you for calling the service department. Please leave your name, company, phone number, and a brief description of your issue. A member of our team will return your call as soon as possible.”
Temporary or Out-of-Office Greetings
If you will be away for a specific period of time, use a temporary greeting if your voicemail setup supports it.
A temporary greeting should include:
- The dates you are unavailable
- Whether you will be checking messages
- When callers can expect a response
- Who to contact for urgent needs
Example:
“Hello, you’ve reached Jane Smith. I am out of the office through Friday, May 10. Please leave a message and I will return your call when I return. For immediate assistance, please contact our main office.”
Just remember to update it when you return. Nothing says “I have spiritually left the building” like a voicemail greeting from six months ago.
What If You Forgot Your Voicemail PIN?
If you cannot access voicemail because you forgot your PIN, you may need to reset it before changing your greeting.
Depending on your setup, you may be able to reset your voicemail PIN through Webex User Hub. If you cannot reset it yourself, contact your internal phone system administrator or MCC for help.
When to Contact MCC
Contact MCC if:
- You cannot access your voicemail
- Your voicemail PIN does not work
- The Messages button does not connect to voicemail
- Your new greeting does not save
- Callers hear the wrong greeting
- A former employee’s greeting is still active
- You need help updating a shared voicemail box
- You are not sure whether your greeting should be changed by a user or administrator
What to Include in Your Request
When requesting help, include:
- Business name
- User’s name
- User’s extension or direct number
- Email address tied to the Webex account
- Whether the greeting is for an individual or shared mailbox
- Description of the issue
- Any error message or voice prompt you hear