Configure your voicemail settings

Doug Kreitz
Jun 8
5 min read

This article is republished from the Cisco Webex Help Center to give Virtual Guardians customers quick access to the most relevant guidance. Original source linked below.

You can manage your voicemail settings, such as greetings, transcription, storage, and notification from User Hub.

Before you begin

Your administrator must have enabled the voicemail settings for you to access and configure them. If you don't find any voicemail settings, check with your administrator.
Calling option in User Hub: configure all voicemail settings from the User Hub by going to Settings > Calling > Voicemail. The Calling option appears only for users with a Webex Calling license. If you don't see the Calling option, you don't have a Webex Calling license.
Voicemail forwarding: when your administrator enables this setting, you can forward voice messages to another user's number or extension. When disabled, you can't forward voice messages, use an external mailbox, or send a copy to a specified email address.
Voicemail deletion: your administrator can set the message expiration period (1 to 180 days) and the deletion conditions. When configured, messages over 180 days old are archived automatically; contact your administrator for archived messages. If not configured, you delete messages manually.
Voicemail passcode or PIN: your administrator can set the minimum number of days (1 to 7) between passcode changes and the expiration period (15 to 180 days). If not configured, your passcode never expires. You can reset your passcode from the User Hub.

Enable voicemail

To receive voicemail and fax messages and configure settings such as sending calls to voicemail, notifications, and message storage, you need to turn on the voicemail toggle first.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to the Voicemail section and turn on the toggle.

What to do next: once the voicemail toggle is enabled, you can configure the other voicemail settings.

Send calls to voicemail with greetings

You can set when callers are sent to your voicemail. For example, you may want to send all calls to voicemail when you know you'll be out of the office and not taking phone calls.

You can set a voicemail greeting, the message your callers hear when they reach your voicemail. There are two types of greetings: Busy, played when you're on another call and don't have call waiting, and No Answer, played when you don't answer the call.

Incoming calls aren't directed to voicemail when you've enabled call waiting.
If you have call forwarding enabled, those call forward settings override the voicemail settings you configured.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Send calls to voicemail and choose your options.
Click Save.

Send all calls to voicemail: forwards every call to voicemail. If you select this, the other two options aren't available.
Send calls to voicemail when the line is busy: forwards calls while you're already on a call. Choose the default busy greeting, or select Custom message and either click Upload File to add a WAV file or click Record Message.
Send calls to voicemail when no one answers: forwards calls to voicemail after a chosen number of rings (set in the drop-down). Choose the default no-answer greeting, or a custom one by uploading or recording.

Audio files must be WAV, 8 kHz, 8-bit mono, CCITT mu-law, 2 MB maximum (about 960 KB for 90 seconds of playback). You can also record greetings by dialing the Voice Portal at star 6 2 from a Cisco IP phone or the Webex App. Recording a new greeting or uploading a new file overrides the previous one.

Store your voicemail and fax messages

You can choose where to store your voicemail and fax messages: in the User Hub, or sent to a specified email address as a .tiff file.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Message storage and select where you want to store your messages.
Click Save.

Use internal mailbox: access voicemail from your phone or from the User Hub. You can enable the phone's new-message indicator. Storage limits are 10 minutes per message and 100 minutes total.
Use external mailbox: enter an email address to receive all voicemails. With this option, voice messages aren't transcribed and can't be accessed from your phone, desktop app, or the user portal.

What to do next: if your location has voicemail transcription enabled, you must select Use internal mailbox and Email a copy of the voicemail message to receive transcriptions.

Enable voicemail notifications

You can receive voicemail notifications by email, text message, or both.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Notifications and toggle on Receive voicemail notifications.
Select Email and enter an address, Text message and enter a valid US or Canada phone number, or both. Email is selected by default.
To send the message itself to an email address, go to Additional settings, toggle on Email a copy of the voicemail message, and enter the address.
Click Save.

Webex Calling supports text message notifications for US and Canada phone numbers only.
Webex for Government supports email notifications only.
When you select Text message, review the text message terms and privacy information shown in User Hub before saving.

Set up voicemail transcription

With voicemail transcription, you receive an email with the transcription in the body and a WAV file as the voicemail attachment. Transcriptions also appear in the Webex App.

Before you begin: the supported languages are English, French, German, Italian, Japanese, and Spanish, and your administrator must enable voicemail transcription for your location.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Message storage and select Use internal mailbox.
Go to Additional settings, toggle on Email a copy of the voicemail message, and enter the address to send transcriptions to.
Click Save.

Below is an example of an email notification for a voicemail transcription.

Why voicemail transcription may not be available

The system doesn't produce a transcript if the overall quality or accuracy would be poor, which can happen with:

Noisy background
Poor audibility
Unsupported language words in the audio (transcription is available only for the supported languages)
Heavy accent

Limitations with voicemail transcription

When you forward or reply to a voicemail from the voice portal, the voicemail isn't transcribed.
When you compose a voicemail and send it to another user from the voice portal, the voicemail isn't transcribed.

Allow callers to transfer from your voicemail greeting

You can allow callers to press 0 and be transferred to another phone number of your choosing when they reach your voicemail greeting. If you enable this, record your greeting with appropriate guidance, for example: To reach my assistant, press 0.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Additional settings and toggle on Transfer on '0' to another phone number, then enter the phone number callers should be transferred to.
Click Save.

Set up to receive fax messages

Fax messaging allows you to receive direct inbound faxes from the voicemail service. Faxes are stored in a shared storage area along with voice messages, with a capacity of 100 minutes of voicemail or 1000 pages of fax messages, so allocate space and archive wisely.

Before you begin: the Fax messaging option appears only if your administrator has enabled the feature for you.

Sign in to User Hub, then click Settings > Calling > Voicemail.
Go to Fax messaging and turn on the toggle. If Fax messaging was enabled by your admin, the toggle is on by default, and your fax number and extension appear.
Click Save.

Source

Republished from the Cisco Webex Help Center. View the original at help.webex.com (last updated May 28, 2026; 188,343 views at time of ingestion).

Need help with your Webex Calling deployment? Contact Virtual Guardians for personalized support.