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Accessing and managing your voicemail

Last updated on September 15, 2022
If you miss a call to your RingCentral number, you can receive voicemails directly within the RingCentral mobile app or the RingCentral app on your desktop or web browser. You can access your voicemail in multiple places, and you can download or share a voicemail, view a transcript, and more.
 
Where do you want to access and manage your voicemail?
Desktop & web
Mobile
Over the phone
Admin Portal

Accessing your voicemail

To access your voicemail:
  1. Go to Phone in the left navigation bar.
  2. Click All voicemail in the left panel.
Go to Phone then Voicemail

Managing your voicemail

You have the following options to view and manage your voicemail:
view and manage your voicemail options
  • Filter voicemail: Use this field to filter your voicemails by name or number.
  • Play: Click the play button to listen to the voicemail. Use the slider to fast-forward or rewind.
  • Show transcript: Click to show a transcript of the voicemail. This option is available only if it has been turned on in the Admin Portal.
  • Message/Text: Click to reply to the sender using a direct message if they’re part of your organization. If the sender isn’t part of your organization, you’ll reply using a text message. 
  • Start video call: Click to start a video call with the sender if they’re part of your organization. Click the Video actions arrow for options to Start screen share or Schedule video meeting.
  • Phone: Click to call the sender.
  • Delete: To delete a voicemail, hover over it and click the trash icon at the far right. In the popup window, click Delete to confirm. Note: You may need to click the three-dot More icon to see this option. 
  • Add contact: Click to create a new contact or add to an existing contact. 
  • More: Click the three-dot icon for more options.
    • Mark as read/unread: Click to mark the voicemail as read or unread.
    • Download: Click to download the voicemail as an MP3 file. 
    • Block/Unblock number: Click to block or unblock the number.

Deleting voicemail messages in bulk

  1. Click the Edit (pencil) button at the top right.
Click Edit
  1. Check the boxes next to the voicemails that you want to delete.
  2. Click the Delete (trash can) button at the bottom of the screen.
Check boxes next to voicemails
  1. To confirm, click Delete in the popup window.

Accessing your voicemail

To access your voicemail:
  1. Tap Phone in the bottom menu bar of the RingCentral mobile app.
  2. Select the Voicemail tab at the top.
Click Phone then Voicemail

Managing your voicemail

You can turn on Voicemail-to-text if you’d like transcripts to show in the center of your screen automatically once you select a voicemail.
 
Select any voicemail to view the following options:
Voicemail functions
  • Transcript: Turn on Voicemail-to-text if you’d like transcripts to show automatically.
  • Play: Tap the play button to listen to the voicemail. Use the slider to fast-forward or rewind.
  • Message/Text: Tap the chat bubble icon to reply to the sender using a direct message if they’re part of your organization. If the sender isn’t part of your organization, you’ll reply using a text message. 
  • Call: Tap the phone icon to call the sender.
  • Delete: Tap the trash icon to delete the voicemail. In the popup window, tap Delete to confirm.
  • Share: Tap the share icon at the top right to share the voicemail as an MP3 file.
  • Mark read or unread: Tap the flag icon to mark the voicemail as read or unread.

Accessing your voicemail

To check your voicemail using a mobile or landline phone:
  1. Call your RingCentral main number and enter your extension.
    • If you have a direct number, you can call that number instead.
  2. Press the star key (*). 
  3. When prompted, enter your voicemail PIN followed by the pound key (#).
  4. Listen to the prompt for instructions, or press 1 to listen to your voicemails.
Note: If you prefer to check your voicemail using your IP phone, see RingCentral DTMF codes * and # commands for more information.

Phone key options for managing your voicemail

Use the following phone keys to manage your voicemail:
  KEY PRESS
  FUNCTION
  Press 1
  Repeat the voicemail.
  Press 2
  Save the voicemail.
  Press 3
  Erase the voicemail.
  Press 4
  Return the call.
  Press 5
  Forward the voicemail to another extension.
  Press 6
  Skip the voicemail.
  Press * (star key)
  Exit the voicemail.
You can listen to and download your voicemails in your Extension inbox in the Admin Portal.
 
Note: Admins can also check another user's voicemail.

Accessing your voicemail

To access your voicemail:
  1. Go to the Admin Portal and sign in. If you’re an admin, click Admin Portal > My Extension in the top right.
  2. Click Messages > Inbox
Go to Message then Inbox

Managing your voicemail

You have the following options to manage each voicemail:
Voicemail options
  • Play: Click the play button to listen to the voicemail. Use the slider to fast-forward or rewind.
  • Call: Click the phone number in the From column to call the sender.
  • Add contact: Click the sender’s name in the From column to add them as a new contact.
  • View as text: Click to view a transcript of the voicemail.
  • More: Click the three-dot icon for more options.
    • Download: Download the voicemail as an MP3 file.
    • Forward: Send the voicemail using email. You can enter email addresses or select names from your Contacts. 
Select the box to the left of one or more voicemails for these options:
  • Mark Read: Click to mark the voicemail as read.
  • Mark Unread: Click to mark the voicemail as unread.
  • Delete: Click to delete the voicemail. In the popup window, click Yes to confirm.
  • Block: Click to block the number.
Desktop & web

Managing your voicemails in the RingCentral app
desktop and web | RingCentral app

Introduction to the RingCentral app

RingCentral App for Desktop: Making Calls and Checking Voicemails

If you missed a call to your RingCentral number, you may receive voicemails directly within the RingCentral app.

Accessing voicemails

You can access all your voicemails by selecting the Phone menu option from the left-hand navigation bar and clicking on the All voicemail tab under the Voicemail section. Here, you can manage your voicemails, including listening to voicemails, deleting voicemails, and more. 
Accessing voicemails
In the All voicemail page, you can filter your received voicemails to easily check a voicemail from a certain contact. Just enter the contact name or phone number in the Filter voicemail field at top right to populate a list of options related to your search below.

Managing your voicemails

You can use the following options to manage your voicemails:
Voicemail options
  • Play: Click on the play button to start playing the voicemail. You can use the slider beside this button to fast forward or backward within the recording.
  • Show transcript: Click this button to read a transcript of the voicemail. This option is only available if it has been enabled in the RingCentral Admin Portal.
  • Message: Click this button to send a message to the sender. This option is available if the sender is in your RingCentral contacts.
  • Text: Click to send a text message to the sender. This option is available if the sender is not from your RingCentral contacts.
  • Start video call: If available, click to start a video meeting.
  • Call: Click to call the sender.
  • Delete: Click to delete the voicemail message from your list of received voicemails. Click Delete once more on the pop-up window to confirm.
  • Mark Read or Unread: Click to mark the voicemail message as read or unread.
  • Download: Click to download and save the voicemail message as a .mp3 file.
  • Block/Unblock: Click to either block or unblock the sender. This will not block all numbers associated with the sender, only that specific number.
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