Setting up a message-only extension in the Admin Portal ======================================================= A message-only extension routes all incoming calls directly to voicemail. Admins with [Phone System permissions](https://support.ringcentral.com/article-v2/10638-user-roles-permissions-predefined-roles.html?brand=RC_US&product=RingEX&language=en_US "") can create these extensions in the Admin Portal. Voicemails for message-only extensions are [accessed separately](#checking-message-only-extension "") from your regular voicemail inbox. Adding a message-only extension ------------------------------- * Sign in to the [Admin Portal](http://service.ringcentral.com ""). * Click the **Phone System** tab. * In the left panel, click **Groups** (a), then **Message-Only Extensions** (b). * Click **New Message-Only Extension** . ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/1-add-message-only-extension.png) * Select a Site (for [multi-site accounts](https://support.ringcentral.com/article-v2/9894.html?brand=RingCentral&product=RingEX&language=en_US "")), enter an **Extension Name** , **Extension Number** , and an **Email** address that will be associated with the extension. * Click **Save** . ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/2-add-message-only-extension.png) Activating a message-only extension ----------------------------------- Before the extension can be used, it needs to be activated. An email will be sent to the address entered during setup so a password and PIN can be created to access the voicemail box. Click the confirmation link provided in the email and follow the on-screen instructions. Resending the email to activate a message-only extension -------------------------------------------------------- If you're not ready to complete the activation, you can resend the setup email at a later time. * Sign in to the [Admin Portal](http://service.ringcentral.com ""). * Click the **Phone System** tab. * In the left panel, click **Groups** (a), then **Message-Only Extensions** (b). * Select the extension you want to activate. * Click the **Message-Only Extension Details** dropdown and verify that the email address is correct. * Click **Send Invite** . ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/1-resend-activation-email.png) Checking the status of your message-only extension -------------------------------------------------- Once you've created a message-only extension, you can check its current status in the **Status** column. These statuses indicate if an extension is active, inactive, or pending activation. ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/ka12H000000SoxeQAC_en_US_4_2.png) * **Enabled**: Indicated by a green checkmark, this means that the extension is activated and in use. * **Disabled**: Indicated by a red x mark, this means that the extension was deactivated and is no longer accessible. * **Not activated**: Indicated by a gray right-pointing arrow, this means that the extension is not yet activated. The user has not yet set up a password and PIN. Adding a Direct Number to your message-only extension ----------------------------------------------------- * Sign in to the [Admin Portal](http://service.ringcentral.com ""). * Click the**Phone System**tab. * In the left panel, click **Groups** (a), then**Message-Only Extensions** (b). * Select the extension you want to add a direct number to. * Click the**Direct Numbers** dropdown. * Click **Add Direct Number** . ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/1-add-direct-number.png) * Select a **Location** : * *Domestic* - US/Canada * *Country* * *Self-service countries*: Allows you to select an international or toll-free number. * *Agent-supported countries* : Requires verification of a physical address. [Contact support](https://support.ringcentral.com/contact-support.html "") for assistance. * Select a **Number Type** : * *Local Number* : Select the **State** and **Area Code** . Select one or more numbers and click**Add Numbers**. * *Toll-Free Number* : Select a toll-free prefix. Select one or more numbers and click **Add Numbers**. Note that there's a $30 one-time setup fee for each number if you select 800 as your toll-free prefix. * *[Vanity](https://support.ringcentral.com/article-v2/5-10-Adding-Phone-Numbers.html?brand=RingCentral&product=RingEX&language=en_US&pills-nav=vanity_number "")* : Enter a number that helps customers remember your business phone number. Click **Search** to check availability. Enter the captcha, select a number, and then click**Add Numbers**. Note that there's a one-time setup fee for each vanity number you select. * Click **Next**. * Review the charges (if any) and click the acknowledge box, then click **Next**. Managing message-only extension settings ---------------------------------------- Once the message-only extension has been activated, you can manage its settings. The following can be updated: * **Message-Only Extension Details**: Edit the extension number, name, company name, contact phone, email address, security settings (password, PIN, and security question and answer), and regional settings (time zone, time format, home country code, and greetings language). You can also disable and delete the extension in this section. * **Direct Numbers** : Add, modify, and delete local, toll-free, and vanity numbers. * **Voicemail \& Notifications** : * **General**: Set up or update the extension's voicemail greeting * **Settings**: Add other users who can access and manage the voicemail inbox, turn on or off voicemail messages to be transcribed into text, and update notification settings. Checking your message-only extension voicemail ---------------------------------------------- Message-only extension voicemail is only accessible through the Admin Portal using the password that was set up through the activation email. * Sign in to the [Admin Portal](http://service.ringcentral.com ""). * Enter your company's main phone number and the message-only extension (required), or the direct phone number that was assigned to the extension. * Click the **Messages** tab. ![](https://assets.ringcentral.com/content/dam/xml-assets/sf-migration/en_US/RC_US/RingCentral_MVP/4491/images/1-checking-voicemail.png) * In the **Inbox** , you can play the voicemail or view as text (a), and by clicking the three-dot **More** icon (b), you can select to download an audio file of the message or forward it to another user.