Setting up and checking voicemail

Voicemail on GoTo Connect can be reached from your desk phone, the mobile app, or your email inbox — most people settle on email once they know it is there.

Checking messages

From your Yealink desk phone: press the Message key (an envelope icon), then enter your access code when prompted.

Your access code is the one that was set up for your extension when the phone system was installed — we do not preset a standard code, so there is no default to try. If you have never used voicemail and do not know your code, call us and we will set a new one for you.

A flashing red light on the top corner of the phone means a new message is waiting, as does a small envelope on the display.

From the GoTo Connect mobile app: open the app and go to the voicemail section. Messages are listed with the caller and time, and you can play them in any order, which beats working through them sequentially.

From your email: if voicemail-to-email is enabled, each message arrives as an audio attachment you can play on any device. This is the most convenient option by a distance — if you do not have it, ask us to turn it on.

Recording your greeting

A good greeting matters more than people think; it is often a client’s first impression.

1. Press the Message key on your desk phone.
2. Enter your access code.
3. Follow the menu to the greeting or mailbox options.
4. Choose to record a new greeting, speak, then press the key it indicates to stop.
5. Play it back. Always. Everyone thinks their greeting is fine until they hear it.

What to include: your name, your company, and what the caller should do — a rough response time, or an alternative contact for anything urgent.

“Hi, you’ve reached Sarah Lewis at Anderson Contracting. I’m away from my desk — please leave your name, number, and a brief message and I’ll return your call within one business day. For anything urgent, press zero to reach reception.”

Record it somewhere quiet, use the handset rather than speakerphone, and speak a little more slowly than feels natural. Update it if you are out for more than a day or two — a greeting saying you will call back within a day while you are on a fortnight’s holiday causes real irritation.

Forgotten or changing your access code

Forgotten it? Call 440-991-9980 or email us with your extension number. We will set a temporary code and you can change it to something memorable straight away. There is no default code to guess, and repeated wrong entries can lock the mailbox.

Changing it is done from the voicemail menu, under mailbox or personal options. Pick something you will remember but that is not 1234, 0000, your extension number, or your birth year — voicemail boxes with obvious codes are targeted, and a compromised mailbox is a real route into a company.

Common questions

“The message light stays on after I’ve listened.” Play the message through to the end and then delete or save it explicitly — leaving it half-listened keeps it marked new. If the light persists after that, restart the phone.

“I get voicemail emails but the light doesn’t come on.” Two separate notification settings. Tell us and we will align them.

“I want voicemails to go somewhere else while I’m away.” We can forward your voicemail email to a colleague temporarily. That is much better than sharing your access code, which you should never do.

“Callers say they can’t leave a message — the box is full.” Delete old messages. If you keep filling up, we can increase the limit or set up email delivery so storage stops mattering.

“I want calls to go straight to voicemail.” Use Do Not Disturb on the desk phone, or set your status in the app. Remember to turn it off — a DND left on overnight is a classic cause of “we’ve had no calls all morning”.

“Can I get a transcript?” Depending on your plan, yes. Ask us and we will check what your licensing includes.

While you are at it

Check who covers your calls when you are out. Most people set voicemail up once and never revisit it, and then take a week’s leave with a greeting that gives callers no alternative. See Call forwarding, ring groups, and after-hours for the options.

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Need your access code reset or voicemail-to-email enabled? Call 440-991-9980 or email [email protected] with your extension number and we will sort it, usually within the hour.