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Business Voicemail Greeting Examples

Note

Cloud Voicemail takes the place of Exchange Unified Messaging (UM) in providing voice messaging functionality for Skype for Business 2019 voice users who have mailboxes on Exchange Server 2019 or Exchange Online, and for Skype for Business Online voice users. For more information please check Plan Cloud Voicemail service and Retiring Unified Messaging in Exchange Online.

Unified Messaging (UM) enables users to use voice mail features, including Outlook Voice Access and Call Answering Rules. UM combines voice messaging and email messaging into one mailbox that can be accessed from many different devices. Users can read or listen to their messages from their email Inbox or by using Outlook Voice Access from any telephone. You have control over how users place outgoing calls, and the experience callers have when they call in to your organization.

Today, messaging administrators in organizations frequently manage the voice mail and email systems for their organizations as separate systems. Voice mail and email messages are located in separate mailboxes that are hosted on separate servers. Users can access messages through the desktop for email and through the telephone for voice mail.

UM in Microsoft 365 or Office 365 makes it possible for online administrators to combine voice messaging and email messaging into one mailbox so their users can read or listen to their voice mail messages in their Inbox or by using Outlook Voice Access from any telephone. UM uses a user's mailbox to store both email and voice mail messages.

Unified Messaging features

The voice mail features found in UM offer benefits for both users and administrators in your organization and in Exchange Online.

Features for users

When you configure UM for your organization, users can access voice mail, email, personal Contacts and calendar information that's located in their mailbox from an email client, for example, Microsoft Outlook or Outlook on the web (formerly known as Outlook Web App), from a mobile phone with Microsoft Exchange ActiveSync set up, or from a telephone. Additionally, users can use the following features:

Access to their Exchange mailbox: Users can access a full set of voice mail features from internet-capable mobile phones, Outlook 2007 or later versions, and Outlook on the web. These features include many voice mail configuration options and the ability to play a voice message from either the reading pane, using an integrated Windows Media Player, or the message list, using computer speakers.
Play on Phone: The Play on Phone feature lets users play voice messages over a telephone. If the user works in an office cubicle, is using a public computer or a computer that isn't enabled for multimedia, or is listening to a voice message that's confidential, they might not want to or be able to listen to a voice message through computer speakers. They can play the voice message using any telephone, including a home, office, or mobile telephone.
Voice mail form: The voice mail form resembles the default email form. It gives users an interface for performing actions such as playing, stopping, or pausing voice messages, playing voice messages on a telephone, and adding and editing notes.
The voice mail form includes the embedded Windows Media Player and an Audio notes field. The embedded Windows Media Player and notes field are displayed either in the reading pane when users preview a voice message or in a separate window when they open the voice message. If users aren't enabled for UM, or if a supported email client hasn't been installed on the client computer, they view voice messages as email attachments, and the voice mail form isn't available.
User configuration: Users can configure several voice mail options for UM using Outlook on the web. For example, the user can record personal greetings, configure missed call and text message notifications and a voice mail Play on Phone number, and reset a voice mail access PIN.
Call answering: Call answering includes answering incoming calls on behalf of users, playing their personal greetings, recording messages, and then sending the voice mail to their Inbox as an email message.
Call Answering Rules: The Call Answering Rules feature lets users who are enabled for voice mail determine how their incoming call answering calls should be handled. The way call answering rules are applied to incoming calls is similar to the way Inbox rules are applied to incoming email messages. By default, no call answering rules are configured. If an incoming call is answered, the caller is prompted to leave a voice message for the person being called. By using call answering rules, a caller can:
- Leave a voice message for the user.
- Transfer to an alternate contact of the user.
- Transfer to the alternate contact's voice mail.
- Transfer to other phone numbers that the user has configured.
- Use the Find Me feature or locate the user through a transfer from an operator.
Voice Mail Preview: Unified Messaging uses Automatic Speech Recognition (ASR) on newly created voice mail messages. When users receive voice messages, the messages contain both a recording and text that's been created from the voice recording. Users see the voice message text displayed in an email message from within Outlook on the web or another supported email client.
Message Waiting Indicator: Message Waiting Indicator is a feature found in most legacy voice mail systems and can refer to any mechanism that indicates the existence of a new message. Enabling or disabling Message Waiting Indicator is done on the user's mailbox or on a UM mailbox policy.
Missed call and voice mail notifications using SMS: When users are part of a hybrid or Microsoft 365 or Office 365 deployment, and they configure their voice mail settings with their mobile phone number and configure call forwarding, they can receive notifications about missed calls and new voice messages on their mobile phones in a text message through the Short Messaging Service (SMS). However, to receive these types of notifications, the users must first configure text messaging and also enable notifications on their account.
Protected Voice Mail: Protected Voice Mail is a feature that enables users to send private mail. This voice mail is protected and users are restricted from forwarding, copying, or extracting the voice file from email. Protected Voice Mail increases the confidentiality of voice mail messages, and lets users limit the audience for voice messages.
Outlook Voice Access: There are two UM user interfaces available to users: the telephone user interface (TUI) and the voice user interface (VUI). These two interfaces together are called Outlook Voice Access. Outlook Voice Access users can use Outlook Voice Access when they access the voice mail system from an external or internal telephone. Users who dial in to the voice mail system can access their mailbox using Outlook Voice Access. However, when a user is searching the directory for your organization, they must use the key pad on their phone to search for a user. Using their voice to search the directory isn't available. Using a telephone, a UM-enabled user can:
- Access voice mail.
- Listen to, forward, or reply to email messages.
- Listen to calendar information.
- Access or dial contacts who are stored in the organization's directory or a single contact or contact group located in their personal Contacts.
- Accept or cancel meeting requests.
- Set a voice message to let callers know the called party is away.
- Set user security preferences and personal options.
- Search for users in the directory of the organization.
Group addressing using Outlook Voice Access: Users can send a single email message to a single user in their personal Contacts, to multiple recipients from the directory by adding each recipient individual

Pre Recorded Voicemail Greetings