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Accessing and managing your voicemail

Last updated on January 30, 2023
 
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. In the left navigation bar, click Phone.
  2. In the left panel, click All voicemail.
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: 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: See a transcript of the voicemail. This option is available only if it has been turned on in the Admin Portal.
  • Message/Text: 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: 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: Call the sender.
  • Delete: To delete a voicemail, hover over it and click the Delete 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: Create a new contact or add to an existing contact. 
  • More: Click the three-dot icon for more options.
    • Mark as read/unread: Mark the voicemail as read or unread.
    • Download: Download the voicemail as an MP3 file. 
    • Block/Unblock number: Block or unblock the number.

Deleting voicemail messages in bulk

  1. Click the Edit icon at the top right.
Click Edit
  1. Check the boxes next to the voicemails that you want to delete.
  2. Click the Delete icon 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. In the bottom menu bar, tap Phone.
  2. In the top bar, tap Voicemail.
Click Phone then Voicemail

Managing your voicemail

You can turn on Voicemail-to-text if you’d like transcripts to be displayed automatically in the center of your screen when 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 appear automatically.
  • Play: Listen to the voicemail. Use the slider to fast-forward or rewind.
  • Message/Text: 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: Call the sender
  • Delete: Delete the voicemail. In the popup window, tap Delete to confirm.
  • Share: Share the voicemail as an MP3 file.
  • Mark read or unread: Mark the voicemail as read or unread.

Marking a voicemail as read or unread

  1. In the bottom menu bar, tap Phone.
  2. In the top bar, tap Voicemail.
  3. To mark a conversation as read or unread:
    1. Android users: Tap and hold the text, then tap Mark as unread
    2. iOS users: Swipe right on the conversation you’d like to update, then tap Read or Unread.
      Note: Swipe left to mark read/unread is also available for managing text messages and fax messages.
Tap Mark as unread
Tap Unread

Forwarding a voicemail to email

You can forward a voicemail message to email without opening the voicemail. 
  1. In the bottom menu bar, tap Phone.
  2. In the top bar, tap Voicemail.
  3. To forward a voicemail:
    1. Android users: Long press a voicemail entry, then tap Share.
    2. iOS users: Swipe left on a voicemail entry, then tap More > Share.
      Note: Swipe left to share is also available for managing text messages and fax messages.
Tap Share
Tap More
  1. Wait for the file to be downloaded, then share the voicemail as an MP3 file to your email:
    1. Android users: Tap Gmail.
    2. iOS users: Tap Mail.

Calling back the voicemail sender

You can call back the voicemail message sender without opening the voicemail.
  1. In the bottom menu bar, tap Phone.
  2. In the top bar, tap Voicemail.
  3. To call back a voicemail sender:
    1. Android users: Long press a voicemail entry, then tap Call.
    2. iOS users: Swipe left on a voicemail entry, then tap Call.
      Note: Swipe left to call a contact is also available for managing text messages and fax messages.
Tap Call
Tap Call

Deleting a voicemail

To delete an individual voicemail:
  1. In the bottom menu bar, tap Phone.
  2. In the top bar, tap Voicemail.
  3. To delete a voicemail:
    1. Android users: Tap and hold the text message then tap Delete.
    2. iOS users: Swipe left on the conversation you’d like to delete, then tap Delete.
      Note: Swipe left to delete is also available for managing text messages and fax messages.
Tap Delete
Tap Delete
To delete more than one voicemail:
  1. Tap Phone in the bottom menu bar.
  2. To delete more than one voicemail:
    1. Android users: Tap and hold the text message, then tap Select. Select additional conversations individually or tap Select all, then tap Delete at the bottom right.
    2. iOS users: Tap Select after you swipe left. Select additional conversations individually or tap Select all, then tap Delete at the bottom right.

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 sign (#).
  4. Listen to the prompt for instructions, or press 1 to listen to your voicemails.
Note: If you prefer to check your voicemail using an IP phone, read 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
  1
  Repeat the voicemail.
  2
  Save the voicemail.
  3
  Erase the voicemail.
  4
  Return the call.
  5
  Forward the voicemail to another extension.
  6
  Skip the voicemail.
  * (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 other users' 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 at 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 contact.
  • View as text: View a transcript of the voicemail.
  • More: Click the three-dot icon for more options.
    • Download: Download the voicemail as an MP3 file.
    • Forward: Forward the voicemail by 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: Mark the voicemail as read.
  • Mark Unread: Mark the voicemail as unread.
  • Delete: Delete the voicemail. In the popup window, click Yes to confirm.
  • Block: Block the number.
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