How to Use Voicemail in Webex Calling (Desktop App, Desk Phone, and Mobile App)

Intended Audience: Faculty and Staff

Summary

This article explains how to access, set up, and manage voicemail in Webex Calling using the Webex desktop app, mobile (cell phone) app, and desk phones. Topics include greetings, passwords, message playback, forwarding, and shortcuts.

Problem

Faculty and staff who were familiar with the legacy VoIP voicemail system may find Webex voicemail confusing because it works differently across the desktop app, mobile app, and desk phones. Users often struggle with basic tasks such as setting a password, recording greetings, or forwarding messages. Others may not realize that voicemail is unified across devices, or that shortcuts like skipping greetings, canceling actions, or adjusting playback speed are still available. This can lead to missed messages, outdated greetings, or frustration when trying to manage voicemail efficiently.

Solution

Webex Calling provides a single, cloud-based voicemail system that works across your desktop app, mobile app, and desk phone. This means you can listen, delete, or save messages from any device, and changes will sync automatically. You can secure your mailbox with a password, personalize it with recorded greetings, and manage how calls are forwarded to voicemail. Webex also offers helpful features like skipping greetings, adjusting playback speed, replying to internal messages, and forwarding or copying messages to other PVAMU mailboxes, making voicemail more flexible and accessible than the old system.

Steps

Accessing Voicemail

  • Webex Desktop App: Open Webex → select Voicemail tab.

  • Webex Mobile App: Open Webex on your cell phone → tap the Voicemail tab (envelope icon).

  • Desk Phone: Press the Voicemail button → enter your voicemail password.

Managing Your Voicemail Settings

  • Pin: A numeric code required for security. You’ll use your voicemail PIN each time you access messages to confirm your identity. Change it in voicemail settings or by following the system prompts. Make sure your PIN meets the required length and security rules.

  • Greetings: Record Personal, Extended Absence, or On-the-Phone greetings.

  • Record Your Name: Record for caller ID and internal message sending.

Managing Messages

  • Play a Message: Tap in the app or press 1.

  • Delete a Message: Swipe/delete in the app or press 7.

  • Save a Message: Tap save or press 9.

  • Reply: For internal PVAMU voicemail only.

  • Forward/Copy a Message: Share voicemail with or without an introductory message.

Cancel an Action

Press * to cancel an action. This can be used to:

  • Erase and re-record a message.

  • Re-enter a destination number if you make a mistake.

  • Back up to the previous menu.

  • Exit the voicemail system from the main menu.

Forwarding Your Phone to Voicemail

  • Desktop App: Go to Settings → Calling → Call Forwarding → choose Forward all calls to voicemail.

  • Desk Phone: Use the Forward All button → confirm voicemail number.

This ensures callers reach your voicemail immediately during extended absences, without waiting for unanswered rings.

Tips & Playback Shortcuts

  • Skip a Greeting: Press # when leaving a voicemail.

  • Skip to Next Message: Press # while listening.

  • Rewind 10 Seconds: Press 1.

  • Restart a Message: Press 11.

  • Fast Forward: Press 33.

  • Play Slower: Press 4 (repeat until desired speed).

  • Play Faster: Press 6 (repeat until desired speed).

  • Increase Volume: Press 9 (repeat until desired level).

  • Delete Sync: If you delete a voicemail in the Webex app, it will also delete from your desk phone — no need to check both.

Quick Reference Shortcuts (Desk Phone):

  • 1 = Play message

  • 7 = Delete message

  • 9 = Save message

  • # = Skip greeting or skip to next message

  • * = Cancel/exit action

  • 5 = Message info (time, date, caller ID, message length)

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