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How to set up Voicemail to Email

NextOS 3.0: How to set up Voicemail to Email


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When a user receives a new voicemail, they have the option of being notified via email that they have a new voicemail. They also have the option of having the voicemail message attached to the email as a .wav file (a common audio file format). These options can be activated by simply checking the Receives voicemail checkbox above the Email field in the User profile section. Or for more options, follow the steps below to set this up for a user.

  1. For Administrators, log in to the NextOS 3.0 Beta portal by visiting www.nextiva.com and clicking on the customer Login found at the top right.
  2. Log in to the NextOS 3.0 Beta portal with your login credentials.
  3. From the main dashboard, click Manage toward the bottom of the screen under the Users tile (Figure 1-1). Figure 1-1 Manage Users
  4. Hover your cursor over the user for whom you are setting up voicemail to email, and click the pencil icon to the right of their name (Figure 1-2). Figure 1-2 User Edit
  5. Click to expand the Notification and messaging section toward the bottom of the screen (Figure 1-3). Figure 1-3 Notification and Messaging
  6. Click the pencil icon to the right of the Voicemail (incl. Voicemail to email) option (Figure 1-4). Figure 1-4 Voicemail Edit
  7. Fill in the fields as indicated below (Figure 1-5):
    • All calls: this setting, if selected, will send all calls to voicemail
    • Busy calls: send calls to voicemail if the Do Not Disturb (DND) button is pressed on the phone
    • Unanswered calls: send calls to voicemail if the user does not answer their phone. The default number of rings is 3 before the voicemail picks up.
    • Figure 1-5 – Voicemail Options
    • Store message on phone and E-mail (Figure 1-6): store a copy of every voicemail on Nextiva’s servers, allowing the user to call in over the phone to check their voicemails. This is recommended.
    • Show phone indicator when I have a message: force a red light to blink on the phone when a voicemail has been left for the user. This is recommended.
    • Forward to E-mail only: send an email to the user with the voice message attached as a .wav file (a common audio file format), but will not store a copy of the message on Nextiva’s servers. Because of this, the user will not be able to call in over the phone and check their messages. This is not recommended.
    • Notify via email: this setting will send an email to the user notifying them of a new voicemail, but will not send the message itself. The user would then have to call in over the phone to check their messages.
    • Send carbon copy (Recommended): this setting will send an email to the user with the voicemail message attached as a .wav file (a common audio file format). A copy of the message will still be kept on Nextiva’s servers (if selected above), so the user can call in and check their messages over the phone. This is the recommended way to set up voicemail to email.
    • Transfer on “0” to this number: this setting allows a caller to press “0” and be transferred to another number when they hear the voicemail greeting. This is in place of leaving a message.
    Figure 1-6 Voicemail to Email Options
  8. Click the Advanced settings link toward the bottom of the form (Figure 1-7). Figure 1-7 Advanced Settings
  9. Select either the Group mail server (recommended) or Personal mail server radio button (Figure 1-8). Figure 1-8 Mail Server Options
  10. Click the green Save button toward the bottom of the form, A pop-up window will appear confirming that your voice management settings have been updated (Figure 1-9). Figure 1-9 Confirmation Page

NextOS 2.0: How to set up Voicemail to Email

Voicemail to Email will notify a user via email whenever a message comes in. The email will include the voicemail audio file. Please be sure to add our contact info to your email client so we don't go to your junk/spam folder.

How to set up Voicemail to Email in the Nextiva Portal:

  1. For administrators, log in to the NextOS Portal by going to www.nextiva.com and selecting Customer Login from the top right corner. Enter your login credentials and click Sign in. Select Sites & Employees then click on Login under the Admin Login column. Click Users and search for the employee whose information you wish to edit. Click Edit.
    (For users, log in to the Customer Portal by going to cp.nextiva.com.)
  2. Under the Options column on the left, select Messaging, then click the Voice Management link found under the Basic column.
  3. Make sure that the Use Unified Messaging is on. Locate the section that says "Email a carbon copy of message to" and type in the email where you would like the messages to be forwarded. Check the box next to this entry and click OK.

How to set your voicemail to your email and not phone (less common):

  1. For administrators, log in to the NextOS Portal by going to www.nextiva.com and selecting Customer Login from the top right corner. Enter your login credentials and click Sign in. Select Sites & Employees then click on Login under the Admin Login column. Click Users and search for the employee whose information you wish to edit. Click Edit.
  2. Under the Options column on the left, select Messaging, then click the Voice Management link found under the Basic column.
  3. Locate the "Forward it to this email address" box and type in the email where you would like the messages to be forwarded. Click the button next to the entry and press OK.

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