How do I change the settings on a shared voicemail?

Update the settings on a shared voicemail as needed.

Important: We're in the process of migrating all accounts to the new GoTo Admin. Choose your current admin experience for the applicable steps on this topic.

GoTo Admin

If you're an admin who signs in at https://admin.goto.com, these steps are for you.

Change shared voicemail settings

Before you begin: You must be assigned the Admin or Super admin role to perform this task.

Sign in to GoTo Admin.
From Phone system > Shared voicemail, select the shared voicemail that needs changes made.
From the Overview tab, change the following:
- Details: Select Edit details to make changes to name or the extension number associated.
  Note: Some extension numbers are reserved. To learn which extension numbers are reserved for other functions, refer to Which extensions are reserved?
- Associated resources: View what part of the admin console references this shared voicemail. Navigate to that resource directly to make changes.
From the Settings tab, change the following:
- General: Choose your general settings such as omission preferences, time zone, and the escape to operator feature.
- Notifications: Choose your notification preferences such as the destination email(s), enabling voicemail email notifications to one or more email addresses, attaching the voicemail messages to emails, voicemail transcription (English and Spanish only), and deletion settings.
- Message retrieval: Choose your retrieval preferences such as saying the caller or saying the timestamp.
- Voicemail greetings: Upload or record your preferred voicemail greeting.
- Advanced: Choose your password or clear all voicemails permanently.

Results:

Tip: While on any tab in a shared voicemail profile, you can select

in the top-right to make changes to the overview page or delete the voicemail. Use the breadcrumb on the top-left to go back to the main list or use the arrows to navigate each shared voicemail's detail page.

PBX Administration (classic)

If you're an admin who signs in at https://my.jive.com/pbx, these steps are for you.

Change shared voicemail settings

Below is a list of all the shared voicemail settings and their descriptions.

General

**Extension**
Setting	Description
Extension Number	A unique three to six-digit number that makes the shared voicemail dialable.
Name	The name used to identify the shared voicemail in the admin portal.
Omit from Directory — Optional	Removes the shared voicemail from all internal directories.
Omit from Auto Attendant Extension Dialing — Optional	Removes the shared voicemail from auto attendant extension dialing.

**Options**
Setting	Description
Intercept Incoming Faxes — Optional	Allows the shared voicemail to accept incoming calls and faxes. To receive faxes, you must route a phone number to the shared voicemail. Note available in Brazil and Mexico. Note: You can only send faxes to a single email address. If you need to deliver your faxes to a group, use an email alias (e.g., sales@guthrie.com) or create an auto-forward rule in your email client.

**Associated Extensions**
Description
Lists all extensions that are using the shared voicemail as an alternate mailbox.

Voicemail

**General Options**
Setting	Description
Time Zone	Designates the time zone for the shared voicemail.
Message Review — Optional	Gives callers the option to press `#` to listen to their message and optionally re-record it. Note: There is no prompt for callers to press `#` after recording their voicemail. Make sure to include these instructions in the voicemail greeting.
Escape to Operator — Optional	Allows callers to press `0` to be transferred, rather than leaving a message.

**Notification Options**
Setting	Description
Email Notifications — Optional	Sends an email notification when a voicemail is received.
Attach Voicemail Message — Optional	Includes an audio file of the voicemail with the email notification.
Delete Message After Sending — Optional	Deletes the voicemail from the system after sending the email notification. Note: Deletion is permanent (we cannot retrieve deleted messages) and will prevent voicemail management from a phone and GoTo Connect.
Voicemail Attachment Format	Defines the audio file format attached to the email notification. .wav49: Smallest file size, won’t play directly from browser (default). .wav: Largest file size, more compatible with mobile devices. .mp3: Smaller file size.
Email Address	The recipient's email address. Note: You can only send notifications to a single email address. To deliver notifications to a group, use an email alias (e.g., sales@guthrie.com) or create an auto-forward rule in your email client. Tip: Use a specially formatted email address provided by your cell phone carrier to send notifications via text message (SMS). Check with your carrier for more details.

**Privacy Options**
Description
Permanently deletes all voicemails for the shared voicemail.

**Message Retrieval Options**
Setting	Description
Say Message Timestamp — Optional	System says the time the voicemail was received before playing the message.
Say Caller ID — Optional	System says the caller’s phone number before playing the message.
Say Message Duration — Optional	System says the duration of the message if it is longer than the specified threshold.

**Outgoing Message Options**
Voicemail Greeting	Description
Busy Message — Optional	Alternate greeting for use in a dial plan.
Unavailable Message — Optional	Default and most common greeting used for a voicemail box.
Temporary Message — Optional	When recorded, this message overrides any other voicemail greetings. To remove a temporary message, it must be deleted.
Supported file types for upload: .wav .ulaw .g722 .mp3 Note: Uploaded files should not exceed 150 MB.

Voicemail Access

Note: These settings are different if the system permissions are set to use ACLs for voicemail (very uncommon).

Tip: Select Change Password to reset a shared voicemail's password.