How to Set up Voicemail | Iphone | Android | Call Tracking (2023)

As millions of workers connect remotely, the telephone is replacing office chats and customer visits. That’s why you need to know how to set up voicemail.

People place phone calls because they need help and want quick answers. So, of course, it frustrates them when they are put on hold or, worse, no one even answers the phone. If you’re like me, you call the next business in your search engine results.

Speaking with an actual person is the best-case scenario. But sometimes we miss phone calls. As a backup, voicemail is used to give people a chance to be heard. If structured properly, voicemail can be a positive thing and build trust with callers.

A voicemail system gives customers the option to leave a message when the line is busy or representatives are unreachable. It shows that the business values customer’s and their time. One of the most important things with voicemail is to tell the caller how quickly you’ll get back or provide another way to reach you.

When you serve the customer better, they always return on your investment. – Kara Parlin Click To Tweet

What Is Voicemail?

Voicemail is a computerized system that allows callers to leave a message. It is an audio note a caller leaves when the person they call cannot answer the phone.

Nearly all mobile carriers, business phone systems, and telecom providers offer voicemail. Typically voicemail is a standard feature and should not cost any extra money.

The voicemail feature functions similarly to the old answering machine. Voicemail picks up unanswered calls and provides time to leave a message. The significant difference today is that instead of saving the voice note on your answering machine, your telco provider keeps it on their servers.

One enormous benefit is that voice messages are available immediately from anywhere. Often VoIP providers integrate with the Internet, enabling users to retrieve incoming messages on computers, tablets, and mobile phones.

How Does the Voicemail System Work?

Voicemail has three components. The first is the capability to play a greeting. The second is the ability for callers to leave an audio message. And the third part is hearing the recorded message.

Without getting too technical, voicemail systems route, record, and retrieve.

Most systems send unanswered calls to a digital storehouse where a greeting is triggered and played. Callers can record their own audio messages. The voicemail depository saves the message and retrieves it for listening to later.

Some providers send alerts when a person leaves a voicemail. More of this benefit later.

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Routing Phone Calls

After five to six rings, many phone systems send callers to voicemail. The call routes or redirects to the voicemail system.

If someone doesn’t know how to set up voicemail or hasn’t taken the time to do it, a default greeting will usually play. We do not recommend this passive approach. Record your own personal voicemail greeting!

Later in this article, we will cover the easy steps and psychology for great greetings.

Convirza lets users specify the exact number of rings before phone calls route to voicemail. You can also set up numbers to go straight to voicemail or ring one person and then everyone in the department. Our advanced telephony features andcall routing have tons of flexibility.

Recording messages: Your greeting and the voicemail

When someone dials a <phone number, but the line is busy or keeps ringing, a voicemail greeting plays. Usually, the owner of the phone number records the greeting.

The greeting can provide instructions to the caller to leave a voice note, or give other directions. The message may have other available options for the caller. More on this later.

For example,
Hi, you’ve reached John from Convirza. Please let me know how I can get right back to you. Thanks!

Knowing how to record messages is the other half of a voicemail system. In the olden days, like in the 1970s, when answering machines were first introduced, a tape recorded and stored messages. Occasionally, the tape would get full, and the owner had to delete messages to open more recording space.

Today messages left on voicemails are recorded digitally and stored on massive servers.

Retrieving Voicemails

Voicemail alerts are built into almost every system. iPhones let you immediately with a pop up notification on your home screen. The phone app shows all the missed calls and voicemail messages. You can listen (retrieve), share messages, delete, and even call back the person from this screen.

The Convirza Platform works similarly but has many more capabilities. You can listen to, tag, download, share, and analyze voicemails.

How to Set up Voicemail?

Setting up voicemail varies by device but is usually straightforward. We will cover how to set up voicemail on smartphones, including Androids and iPhones. Also, we’ll explain setting up voicemail for tracking numbers.

How to Set up Voicemail on Android

Manufacturers set Android phones to record voicemails automatically. To listen to your voicemails, tap the Phone icon in the lower-left of your screen. If you can’t find the Phone icon go to your Apps and then Phone.
How to Set up Voicemail | Iphone | Android | Call Tracking (1)
Other ways to hear your voicemails include calling in your mailbox. Also, you can use Visual Voicemail on an Android or a computer.

Some carriers offer a voicemail number for people who want calls to go straight to their voicemail. The best way to get this dedicated number is to call your telephone service provider. Request a voicemail number and ask about the services, the charges, and additional details.

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On your Android phone, open Settings and select ‘Call’ or ‘Phone’. Choose the ‘Voicemail’ option. Then open ‘Voicemail settings’. Enter your voicemail number (received from your service provider). This is basically the process you follow for a dedicated voicemail number. It may differ based on the phone and based on the Android version.

How to Set up Voicemail on the iPhone

Just like Android, iPhone automatically has voicemail. And just like the Android, iPhone offers Visual Voicemail, which is a must. You will need to set up or activate your voicemail.

We will outline briefly the steps for setting up Visual Voicemail.

  • Click on the Phone app at the bottom of the home screen.
  • Look at the bottom of the phone window and click on the Voicemail icon, probably in the right-hand corner of the screen.
  • Select the prompt with ‘Set up now’ will appear in the middle of the screen.
  • Create a voicemail password or enter your existing password, if you have one.
  • Next is the greeting screen. Your options are ‘Default’ greeting or a ‘Custom’. No surprise that we recommend a custom greeting.
  • Click ‘Custom’ >> ‘Record’ >> ‘Play’ (make sure you like your greeting) >> ‘Done’.

How to Set up Voicemail | Iphone | Android | Call Tracking (2)

How to Set up Voicemail on Tracking Numbers

Once you sign up for Convirza, you can provision a phone number or port in your existing number. You can then configure a tracking number that will send your unanswered calls to voicemail.
At Convirza, you can set up voicemail in two different ways.

  1. Activating voicemail feature for the existing route type
  2. Sending the calls directly to voicemail

You can also record custom greeting messages for your voicemail. The interface is so simple that you can set it up without technical help, in no time.
How to Set up Voicemail | Iphone | Android | Call Tracking (3)

Ways of Creating a Voicemail

#1 Route Calls Directly to Voicemail

Sometimes you just want to collect the voice data instead of answering the call phones.

Example of good times to send calls to voicemail include:

  • Radio station gathering individual views of its audience.
  • Realtor capturing calls from property signs.
  • School hotline.
  • Utility company that needs to prioritize outages.
  • Calls after business hours.
  • Trucking or delivery company that wants to know how it’s drivers are doing.
  • Restaurant asking for feedback and suggestions.

Let us know how you use voicemail in the comments below.

Convirza tracking numbers can go directly to voicemail. Call management and routing are configured in the app.

Here is how to send calls straight to voicemail:

  1. Login to the Convirza Platform
  2. Click Campaign >> Tracking Number in the left-hand menu bar. Create a new campaign or choose an already existing campaign.
  3. Once in the campaign, click ‘Add Tracking Number’
    • If you wish to build a call flow with a single Tracking Number, choose the ‘Single Number’ option
    • If you want to create a call flow using a Tracking Number from a reserved numbers list, click the ‘Reserved Number’ option
    • If you wish to build a call flow with more than one Tracking Number, choose the ‘Number Pool’ option
  4. Set the tracking number ‘Active’ and enter the area code for the number you want to find. Choose the phone number from the ‘Tracking Number’ list.
  5. Choose your ‘Ad Source’.
  6. Select the ‘Send Directly to Voicemail’ option from ‘Route Calls by’ drop down.

How to Set up Voicemail | Iphone | Android | Call Tracking (4)

In the advanced tracking number settings, you can customize the voicemail greetings. You can either type in your greeting or upload an audio file with a pre-recorded message.
That’s it. Now the calls to this tracking number will go directly to Voicemail.

#2 Activating Voicemail Feature for the Existing Route Type

When you want to activate voicemail to any existing Tracking number, you just need to edit the tracking number and activate voicemail. You can configure the custom greetings with a text-to-speech message or upload your own audio file.

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Other call management or call routing options are to follow a schedule, percentage-based route, and IVR. Also, you can configure voicemail for an individual ring to number.

Learn more about getting calls to the right person by visiting the Convirza call routing webpage.

Best Practices for Voicemail

Voicemail Greetings

For many companies, it’s not workable to answer all incoming calls. Sometimes consumers call after business hours. Other times, you may be busy or have limited staff available.

Naturally, this is when voicemail saves the day.

Be careful, because having a lousy voicemail greeting can cause callers to hang up and dial your competition. Also, not getting the voicemail greeting right has other downsides — like poor customer perceptions.

Here is some basic advice that you can follow to create exceptional voicemail greetings.

  • Avoid cliches like ‘Your call is important to us.’ These sayings are outdated and don’t feel genuine anymore.
  • Ensure that your voicemail recording is friendly and personal.
  • Make sure you don’t sound like you are reading a script.
  • You can include relevant information, such as business hours and contact information.

Voicemail Greeting Examples

We compiled a few of the most common voicemail greeting messages. You are welcome to use them for your personal greeting.

Off-hours Greeting

“Hi, thanks for calling [business name]. Our business hours are [business hours] Monday to Friday. Please leave your name and number after the beep, and we will call you back. Also, visit our website at [] for 24/7 live chat.”

Busy & Away Greeting

“Hello! You’ve reached [company name]. We value every phone call, so please let us know your name and phone number. We will get right back to you. Have a great day!”

Keep it Short and Simple

A perfect voicemail greeting should only be between 20 to 30 seconds. Don’t make it much longer or much shorter. Just the right length to share your information without losing your customers’ attention.

People don’t listen to long voicemail greetings. So pushing past 30 seconds results in frustrated callers that will often hang up before leaving a message.

Another point to consider when keeping your greeting to less than 30 seconds is it will be easier on voicemail automation. Combining personalization, speed and consistency become much more comfortable when you are working with a shorter length of time.

Remember, 20 to 30 seconds is the winning spot. A voicemail in this time span sparks curiosity without obliging too much time.

Voicemail Follow Up

The only thing we have to say about responding to voicemails is…

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Always call back!
How to Set up Voicemail | Iphone | Android | Call Tracking (5)

Leaving a Voicemail

When you place a call and end up in voicemail, here’s some advice for leaving a message that works.

Don’t sound desperate

Avoid using phrases like:

  • Please call us right away when you receive this message.
  • We are really looking forward to hearing from you.
  • Call us back at your earliest convenience.

Phrases like these are pushy, competitive, and desperate.

Don’t tell your prospect what to do. It should feel like a mutually beneficial relationship, one in which every person wants to call the other back.

Leave voicemail messages like:

  • Call us back when you get this.
  • Talk to you soon.
  • Thank you for your time.
  • Have a great day.

Test Your Voicemails

For voicemail response rates, the tiniest details can make a tremendous difference. Strong response rates are affected by:

  • The length of your voicemail
  • The day and time you leave the voicemail
  • The number of times you say a user’s name.

There are many competing views and best practices. But the point is, you must know what works great for you and your users.

So we suggest testing various voicemail techniques to discover which one works best. The more versions you test, the more knowledge you’ll have while creating the perfect voicemail.

Key Take-Aways

Your voicemail can be one of your first impressions. When you set up your voicemail, keep it clear, professional, and up to date. When you give this small but important business detail some attention, it pays back.

You can boost productivity, increase your response rate, and ultimately make more sales.

Follow these steps to make sure your voicemail is exceptional.

Learn how Convirza can help you set up voicemail and also get call analytics from voicemails. Schedule a 15-minute demo with James, here’s the link for his calendar.

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Also, comment below and tell us about both the great and the terrible voicemails you’ve heard. Let’s create a running list.


How do I setup my voicemail options? ›

Record a new greeting
  1. Open the Google Voice app .
  2. At the top left, tap Menu. Settings.
  3. In the Voicemail section, tap Voicemail greeting.
  4. Tap Record a greeting.
  5. Tap Record .
  6. Record your greeting and when you're done, tap Stop .
  7. Choose what you want to do with the recording: To listen to the recording, tap Play. .

How to set up visual voicemail on iPhone when it says Call voicemail? ›

Set Up Voicemail
  1. To set up your visual voicemail, from the home screen select the. Phone app.
  2. Select the Voicemail tab, then select Call Voicemail. ...
  3. Enter the voicemail password to enter voicemail for the first time, then select the End call icon.
  4. Your voicemail inbox will be displayed.
  5. Select Greeting.

How do I set up voicemail transcription on my iPhone? ›

How to Turn On Voicemail Transcription on iPhone
  1. Open the 'Phone' app.
  2. Tap 'Voicemail' on the toolbar at the bottom.
  3. Click on the voicemail you'd like to read. It may take a few minutes for the voicemail to transcribe.
  4. Read your voicemail.
Sep 9, 2022

What is voicemail setting? ›

Voicemail is set up on your phone automatically, and you can check your voicemail on your phone without any extra steps. However, to check your voicemail from another phone, you need to turn on voicemail access from any phone and set a PIN.

What is voicemail in call settings? ›

Voicemail is a voice or audio message recorded for you by the opposite caller to listen to it later; if you are currently busy with another call or don't answer a phone call.

Can someone tell when you listen to their voicemail? ›

I've been left a voice mail. Will the caller know I've listened to it ? No.

How can I track my mobile voice calls? ›


This app is the second best application we recommend trying as it helps you track more than one device and more than one thing. For example, you can track your spouse's phone and your employees. Also, you can use this app to track the live location of a person by simply tracking their phone.

How can I find out who left me a voicemail? ›

As long as the number is available (not blocked), you can press #5 on your keypad while listening to the voice message to hear the phone number. More information on this feature is available here.

Is visual voicemail the same as voicemail? ›

Visual voicemail is direct-access voicemail with a visual interface. Such an interface presents a list of messages for playback, as opposed to the sequential listening required using traditional voicemail, and may include a transcript of each message.

Does iPhone still have visual voicemail? ›

Basic Visual Voicemail is included on all standard monthly accounts and for iPhones on prepaid accounts. On iPhone, you will find all Voicemail on the bottom right in the Phone app. Android phones include a Visual Voicemail app which is not removable, even if you choose not to use the included basic service.

How do I get my voicemail switched to visual voicemail? ›

  1. From a Home screen navigate to Phone icon > Menu icon > Settings. If not available, swipe up to display all apps, then tap the Phone icon.
  2. Tap Voicemail. If unavailable, tap Call Settings > Voicemail.
  3. Tap the Visual Voicemail switch to turn on or off. If unavailable, tap Notifications.

Why did my iPhone stop transcribing voicemails? ›

Voicemail transcriptions could be blocked by profiles installed by third-party ad blocking apps on your device: Open Settings and tap on General. Scroll for VPN & Device Management. Remove any Profile that could block Voicemail transcriptions.

Why doesn't my voicemail transcription work? ›

It's not uncommon to find the error message “transcript not available” when you access your visual voicemail. This can be because the phone is a older model, needs an iOS update, or is experiencing glitches. You can troubleshoot your voicemail transcription problems by resetting your network settings.

What does transcribing voicemail mean on iPhone? ›

The voicemail-to-text feature on Apple's iPhone takes voicemail and transcribes it, so you can easily read phone messages. iPhone voicemail transcription allows you to read a transcription of the voicemail sent to you.

How does voicemail system work? ›

Voicemail is a digitally recorded message. When you dial someone and they aren't there, you record into a digital mailbox a digitally stored voice message to be retrieved by the owner of the mailbox. While voicemail functionality has advanced in the digital age, all systems are similar.

What are features of voicemail? ›

Features Of Voicemail

Voicemail comes with features like a user interface to enable selecting, playing, and managing of messages. There are delivery features for the sender of the voicemail to either play or deliver the message. There are also notification features that notify voicemail recipients of waiting messages.

What's the difference between voicemail and answering machine? ›

Voicemail is essentially the same as the answering machine—a recording device that stores messages after a missed call. However, while answering machine messages are stored and accessed locally, voicemail messages are stored in a distant location, and can be accessed from anywhere.

What is SMS voicemail? ›

Voicemail to text (sometimes called “voicemail transcription”) takes the audio for your voicemails and transcribes it into text. So instead of having to listen to potentially long-winded messages, you can simply read them.

Can someone listen to my phone calls without me knowing? ›

Can someone listen to my phone calls without me knowing? The truth is, yes. Someone can listen to your phone calls, if they have the right tools and they know how to use them – which when all is said and done, isn't anywhere near as difficult as you might expect.

Can someone hear my conversations through my phone? ›

“It's this kind of mythical, horrific, but ultimately untrue, fear.” The short answer is: No, your phone isn't listening.

Can someone hack your phone voicemail? ›

Phone systems are no exception and they have one particular area that is notoriously vulnerable to hackers – your voicemail platform. Voicemail system hacking can lead to significant financial impact for a business; however, with some proactive measures, you can take steps to defend your voicemail system security.

Can you listen to someone's phone calls? ›

Can You Listen To Someone's Phone Calls? You can listen to someone's phone calls when they make a call. The best way to do it is to use a spy app like uMobix or FlexiSpy to help you listen to the phone during calls. Some can even help you with call recording, if you want to.

Is it possible to track voice calls? ›

Private numbers, blocked, and restricted calls can usually be traced. However, unknown, unavailable or out of area calls are not traceable because they don't contain the data needed for a successful trace.

What is the best call tracker? ›

Top Call Tracking Apps
  • CallRail. CallRail is an analytics platform designed for those who rely on quality calls and inbound leads to measure success.
  • CallTrackingMetrics. ...
  • Placetel. ...
  • Ruler Analytics. ...
  • Zadarma. ...
  • Myphoner. ...
  • Novocall. ...
  • VirtualPBX.

How do I listen to a voicemail I missed on my iPhone? ›

On your iPhone: Tap Voicemail, then follow the instructions. On another phone: Dial your own mobile number, press * or # (depending on your carrier) to bypass your greeting, then enter your voicemail password.

How do I know if I have received a voicemail? ›

When you get a voicemail, you can check your message from the notification on your phone. Swipe down from the top of the screen. Tap Voicemail .

How is it possible to get a voicemail without a missed call? ›

They're called ringless voicemail robocalls — calls that reach your message system through a backdoor without ever ringing your phone or even triggering a missed call. "Your phone won't ring, and you will suddenly just get a voicemail.

How can I get into someones voicemail without ringing? ›

To use Slydial, dial 267-SLYDIAL (267-759-3425). When prompted, enter the US mobile phone number for the person you are trying to call. Once the service connects you, leave your voicemail, and then just hang up.

How do people leave a voicemail without leaving a missed call? ›

Using Ringless Voicemail to Leave Messages Without Calling

You can call up a phone number with the specific intention of landing directly into the voicemail-box—no conversation required. The technology is known as “ringless voicemail.” Going straight to voicemail works in a few ways: Customizing your caller ID.


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