RingOffice Cloud Phone System Voicemail Guide

Every RingOffice Small Business Cloud Phone System includes a feature-rich, enterprise-grade Unified Messaging service. This guide outlines how to use and manage voicemail features from your VoIP phone and the RingOffice customer portal.

Accessing Voicemail from Your VoIP Phone

• Dial *98 to access your Voicemail Inbox.
• Most phones support assigning this shortcut to the “Messages” key.
• Follow voice prompts to listen to and manage your messages.

Managing Voicemail Greetings from Your VoIP Phone

1. Dial *98 or press the “Messages” key.
2. Press 3 for Personal Options.
3. Press 3 again to manage greetings.
4. You can configure the following:
   • Extended Absence
   • Personal
   • Name
   • Standard (generic system default greeting)

Voicemail Password

• No password is required when dialing *98 from your own phone.
• If calling from an external number or if a password is set, you must enter it.
• To change your voicemail password:
  1. Dial *98
  2. Press 3 for Personal Options
  3. Press 2 for Administrative Options
  4. Press 1 to change your password

Voicemail System Menu Access

From an Internal Extension

• Dial *97 from any extension.
• Enter the desired mailbox number (extension number) + #
• Enter the voicemail password

From an External Line

• This is an optional feature. If enabled, dial into your system.
• Enter the designated Voicemail System Extension (ask your Solution Consultant).
• Enter your full SIP account number (6–9 digits) + password.

Voicemail Notification / Retrieval Methods

Each extension can be configured with one of the following voicemail notification types (“Actions”), available under External Email Settings in the RingOffice Customer Portal:

1. None

• Voicemail stored only in the phone’s inbox.
• Message Waiting Indicator (MWI) light will activate (if supported).
• You must delete messages manually to avoid mailbox overflow.

2. Forward

• Voicemail is emailed as an audio attachment.
• Messages are not stored in the Voicemail Inbox.
• Prevents mailbox from filling up.

3. Copy

• Voicemail is both emailed and stored in the Voicemail Inbox.
• MWI light will indicate new messages.
• Messages must be deleted manually from the phone inbox.

4. Notify

• Only an email notification is sent (no audio attachment).
• MWI light will activate.
• Messages must be deleted manually from the Voicemail Inbox.

Default Setup:

• If no email is provided: “None”
• If email is provided: “Forward”

Changing Voicemail Notification Method

Via RingOffice Customer Portal

1. Log in and open your extension account.
2. Go to Service Features > Incoming Calls > Manage UM.
3. In the Unified Messaging (UM) window, go to UM Preferences > External Email.
4. Set your email address(es) and desired voicemail action.
5. Save your changes.

Via End User Self-Care Portal

1. Go to the IP Centrex tab.
2. Click Voicemail from the menu on the left.
3. Click External Email.
4. Set your email address(es) and preferred method.
5. Save your changes.

Notes

• Some IP phones may have built-in feature codes that conflict with *98 or *97. Disable the conflicting codes in the phone settings to use these shortcuts properly.

Portal Screenshot References

• Account Self-Care Portal > IP Centrex > Voicemail > External Email