Record and Update Your Voicemail Greeting

Record and Update Your Voicemail Greeting

Overview

A clear voicemail greeting tells callers who they reached, when you will respond, and what to do if they need something urgent. This guide walks you through recording a fresh greeting on your work phone.

Before You Begin

  • Your voicemail PIN (ask your administrator if you have not set one).
  • A quiet room with no background noise.
  • Your message planned out. Keep it under twenty seconds.

Steps

  1. From your desk phone, press the Voicemail or Messages button. From outside the office, dial your voicemail access number from the welcome packet.

  2. Enter your voicemail PIN when prompted.

  3. Listen for the main menu. Find the option for personal options, greetings, or mailbox setup. The exact wording varies by phone system.

  4. Choose Record a new greeting or Standard greeting.

  5. Wait for the beep. Speak clearly at a normal pace. A good template:

    "Hi, you have reached [your name] at [your company]. I am away from my desk right now. Please leave your name, number, and a brief message, and I will return your call within one business day. For urgent matters, please contact [coworker or main line]."

  6. Press the key indicated to stop recording.

  7. Play the greeting back. If you are happy with it, save. If not, re-record.

  8. Hang up. Call your own number from another phone to confirm callers hear the new greeting.

Troubleshooting

  • If you do not know your PIN: ask your administrator to reset it. Most systems will not let you record without one.
  • If the recording sounds muffled: hold the handset closer to your mouth, or switch from speakerphone to handset.
  • If you hear silence instead of your greeting: you may have saved an empty recording. Record again and wait for the full beep before speaking.
  • If you go on vacation: record a temporary extended-absence greeting. Most systems keep your standard greeting underneath, so it returns when you switch back.

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Need More Help?

Submit a ticket at support.bostonmit.com or email support@bostonmit.com.