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How to Setup and Configure Voicemail Greetings in RingCentral Service

Setting up and configuring voicemail greetings in RingCentral is easy and allows you to create a professional experience for callers trying to reach you or your business. Follow this step-by-step guide to setup voicemail and customize greetings in your RingCentral account.

Benefits of Custom Voicemail Greetings

  • Professionalism – A custom greeting introduces your business professionally and sets expectations for callers on when they can expect a callback.
  • Flexibility – You can set different greetings for business hours, after hours, holidays, etc.
  • Useful Information – Custom greetings allow you to communicate business hours, alternate contacts, website information, and more.

Logging into Your RingCentral Account

The first step is to log into your RingCentral online account:

  1. Go to service.ringcentral.com
  2. Enter your username and password
  3. Click Sign In

This will bring you to your RingCentral dashboard.

Access Voicemail Settings

To customize your voicemail greetings:

  1. Click on the profile icon in the top right corner
  2. Select Settings from the drop down menu
  3. Click on Messages in the left sidebar
  4. Click on Voicemail under Messages

This will open your voicemail settings where you can view and customize greetings.

Set a Default Greeting

Under the Set Greeting dropdown menu, you have two options:

  • Keep Default – Use the standard RingCentral greeting
  • Customize – Record a custom greeting

If you want to use a custom greeting, select Customize.

Record a Custom Greeting

There are three ways to record a custom voicemail greeting in RingCentral:

1. Record by Phone

  1. Select Phone under Voicemail Greeting
  2. Enter a phone number you can use to record the greeting under Call Me At
  3. Click Call Now. RingCentral will call the number you entered
  4. Follow the voice prompts to record your custom greeting

2. Upload an Audio File

If you already have an audio file recorded, you can upload it directly:

  1. Select File under Voicemail Greeting
  2. Click Browse and locate the audio file on your computer
  3. Select the file and click Open
  4. Click Done to save changes

Accepted file formats include .MP3 and .WAV files.

3. Record Using Computer Mic

You can also use your computer’s microphone to record a custom greeting:

  1. Select Mic under Voicemail Greeting
  2. Allow access to your computer’s mic when prompted
  3. Click the mic icon to start recording
  4. Click the square icon to stop recording
  5. Click Save when finished

Set Greeting Options

Under Greeting Options, you can set additional preferences:

  • Play Caller ID – Include caller’s phone number in greeting
  • Play Extension – Include your extension number

You can enable or disable these options.

Save Your Greeting

Once your custom greeting is recorded, scroll to the bottom of the page and click Save to save changes.

Set User Hours

RingCentral allows you to set different greetings and call handling rules for business hours vs after hours.

To configure this:

  1. Click on User Hours in the left sidebar
  2. Click Add Hours
  3. Enter your business hours and select days of the week
  4. Click Save

You can now set different call handling and greetings for during and after business hours.

Additional Customization Options

RingCentral offers additional ways to customize your voicemail experience:

  • Professionally Recorded Greetings – Hire professional voice actors to record your greetings
  • Visual Voicemail – View and manage voicemails through the mobile app
  • Voicemail to Email – Receive voicemail messages and transcripts in your email
  • Voicemail Groups – Share a voicemail inbox between multiple users

Best Practices

Follow these tips for setting up effective voicemail greetings:

  • Keep greetings under 30 seconds
  • Speak slowly and clearly
  • Include key details like business name, hours, and callback timeframe
  • Periodically update greetings for holidays, events, etc.
  • Set user hours to handle calls differently during business hours vs after hours

Conclusion

Customizing your RingCentral voicemail greetings is easy and allows you to craft a professional experience for inbound callers. Take advantage of user hours, professionally recorded greetings, voicemail groups, and other features to create greetings that represent your business. Follow best practices to ensure your greetings are effective and set proper expectations for callbacks.

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