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How do I set up a user's email notifications and other voicemail options?

Set up voicemail boxes with custom greetings, email notifications, retrieval options, and more.

Important: Please excuse our mess while we improve your admin experience! We are in the process of migrating all accounts to the new GoTo Admin. The article below is meant for admins who use PBX Administration (classic) at If you're an admin who uses GoTo Admin at, please refer to: How do I change the settings on a direct extension?, How do I change the settings on a ring group?, or How do I change the settings on a shared voicemail?
Before you begin:
  1. Sign in to PBX Administration (classic) at
  2. Select Lines, Ring Groups, or Shared Voicemail Box in the left navigation menu and then select the specific line, ring group, or shared voicemail that requires email notifications.
  3. From Voicemail > Notification Options, enable Email Notifications.
  4. Optional: Enable Attach Voicemail Message. If enabled, choose the Voicemail Attachment Format:
    • .wav49: Smallest file size, won’t play directly from browser (default).
    • .wav: Largest file size, more compatible with mobile devices.
    • .mp3: Smaller file size.
  5. Optional: Enable Delete Message After Sending.
    Note: Deletion is permanent (we cannot retrieve deleted messages) and will prevent voicemail management from a phone, GoTo, and our mobile app.
  6. Choose the Email Address recipient.
    Note: You can only send notifications to a single email address. To deliver notifications to a group, use an email alias (e.g., 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.
  7. Select Save.

Optional voicemail settings

Setting Description
Alternate Mailbox Uses a shared mailbox for all voicemail messages and disables the line’s dedicated mailbox.
Time Zone Sets the time zone for the line.
Say Message Timestamp System says the time the voicemail was received before playing the message.
Say Caller ID System says the caller’s phone number before playing the message.
Say Message Duration If Longer Than ___ Minutes System says the duration of the message if it is longer than the specified threshold.
Message Review 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 Allows callers to press 0 to be transferred, rather than leaving a message.
[Change Voicemail Box Password...] Changes your password (default 0000). Password must be at least four digits.
Article last updated: 8 September, 2023