Teams Calling - Checking Department Voicemail

Voicemail that is left for a personal number can be retrieved either through Teams Calling History section or it can be found in your email. See the Knowledge Base article on Checking Personal Voicemail

However, although there is a list of calls received in a queue, any voicemail that is left for an department number will be stored in an Office 365 Outlook Group.

The group created to receive department voicemails is a private group and is only used for voicemail. The membership of the voicemail group will typically include the department administrative assistant(s), support staff, and members of leadership.

This group will be accessible either from the Groups tab in Outlook or from Outlook Favorites

How to Access Groups

Groups are accessed through Outlook.

Either scroll to the bottom of your Outlook folder list, then select Go to Groups

or, select the More Apps button on the far-left panel of Outlook and choose Groups from the gallery that opens

The voicemail group will be named VM-[DeptName}-[extension #]

To add the voicemail group to your Outlook Favorites:

1. While in the Groups tab, right-click on the name of the voicemail group
   
2. Select Add to Favorites
3. You will now see the voicemail group in the Favorites of the Groups tab
   
4. It will also be in Favorites of your Outlook Mail tab
   

Access your voicemail:

1. Select your voicemail group either from the Outlook Groups tab or from the Outlook Mail tab > Favorites
2. If you are in Groups, select the VM group from the group list in the left panel or select the Mail icon on the VM group tile
   
    
3. The Email tab of the group will open showing voicemails that have been received
   

Emails/voicemails will be listed in the order received, the latest will be at the top.

4. The emails will contain both a recording and a transcript of the voicemail received.
   
    
5. To listen to the recording select the down arrow in the ‘audio.mp3’ box
6. Choose Download from the dropdown menu

The first time a recording is accessed, there will be a choice of how to play it. On a Mac, Apple Music will open and automatically play the recording.

On a PC the choices are:


Choose Windows Media Player.
The recording will open in the top left corner of your screen:

Edit Group Membership

To change the list of people who can access department voicemails you will need to edit the membership of the group.

1. Open Groups from Outlook
2. Select the Members button on the VM group tile or the VM group name in the left panel and then choose the Members tab
   
    
3. Select the X to the right of the members’ name to remove them from the group.
   
    
4. Select the Add members button to add someone to the group
5. In the Add Members screen enter the name of the new member(s) required field, then choose them from the dropdown
   

6. Select Add