Microsoft Teams gives every user voicemail whether they are enabled for internal calling or full telephone function with a phone number.
When a voicemail is received, you will receive an e-mail with an MP3 attachment containing the recorded message. The e-mail body will be enriched with a speech to text transcription of the message and the subject will contain the calling number or name. You can also access the voicemail from the Teams App.
As a user you can control your voicemail features.
Listen To Your Voicemail in Microsoft Teams
To listen to your voicemails in Microsoft Teams use the Calling App. In the Call History select the quick filter “Voicemail” to view a list of all voicemails received.
You can see a text transcription preview of the message. If you would like to see the full transcription and play the recording click on the row and then click the play icon.
You can choose to call back or respond to the message via Chat using the contacts contact card options within the details blade.
Turn Off Voicemail For Microsoft Teams
Not everyone is a fan of voicemail. If you do not want to deal with voicemails, you can turn it off by going to Settings and the Calls tab.
Then click on “if calls unanswered” under the call answering rules and select “Do Nothing“
Record a Greeting
You can configure voicemail settings if you would like to use it. In the same area as the call answering rules, scroll down to the Voicemail section and click “Configure Voicemail“.
The standard greeting is programatic that will say “Your Name” is not available to take your call, please leave a message.
If you’d like to change this, go to the Configure Voicemail Settings and click on Record a Greeting.
A call will be made to the voicemail service. To record your greeting, press option 2 followed by option 1 and follow the prompts.
If you do not want to record your own voice, you can use Text to Speech instead. Scroll down to the Text to Speech Options and enter your greetings
Set the Greeting Language
You can also set the language the message bot will speak when using either the default greeting or a text to speech greeting. When selected the bot will attempt to speak the words verbatim with a local dialect and accent to the country selected. The default is English, American.
Out of Office Voicemail Greeting In Microsoft Teams
As you can see from the previous section it is possible to set a different greeting when you are off work. Once set, you can control when this greeting is played instead of your default welcome message.
The best option to choose is to set this when you have an out of office message configured in Outlook.
Voicemail Call Answering Rules
There are different call answering rules you can apply to voicemail to apply the treatment. The default is to play your greeting and let the person leave a message.
There are five call answering rules to choose from:
Let the Caller Record a Message
The default and standard treatment to play your greeting and allow them to leave a message.
Let the Caller Record a Message Or Be Transferred to Someone Else
When set, you must declare the people you want to give the option to transfer to. The caller will then have an option to either leave a message or be transferred to those people. The caller will be asked to press 0 to be transferred.
End the Call Without Playing Your Greeting
When set the voicemail service will terminate the call immediately (Voicemail OFF)
Play Your Greeting and End the Call
In a scenario where perhaps you are taking extended leave you might want to create a custom message informing callers that you are not around. You don’t want to come back to lots of voicemails, so you can just play the greeting message and then end the call.
Transfer the Call to Someone Else
This works like call forward and the caller will be immediately transferred to the person you select.