When you miss a call, it’s easy to forget to check your voicemail, too. No matter how mobile your business phone system is, you probably won’t be using it every second of your workday (let alone your life). But that doesn’t mean you can’t stay on top of your voicemail messages and the needs of your callers. With a VoIP phone service, you can send voice messages to emails to increase the reliability and productivity of your team.
We’ll dive into what voicemail to email is, how it works, and how it can benefit your business. we will also explain how you can start sending voice messages to email with openphone.
what is voicemail to email?
voicemail to email is a feature of the voip phone system that forwards voicemail messages as audio files directly to your email inbox. allows you to access voicemail recordings from any mobile device or computer via email, without the need to call your voicemail.
If you also want to read your voice messages, some commercial phone systems (such as openphone) even link your email notifications with voice message transcripts. Voicemail to email is all about making your voicemails more accessible so a missed call doesn’t stop your workflow.
How does voicemail to email work?
When you set up voicemail in email, your voip service will instantly send new voicemail messages to designated email addresses.
Phone systems that offer this feature will typically create an .mp3 or .wav file for your voicemail message. they then directly attach the file to an automated email or provide a link to their voicemail recording. you will receive each message notification as a new email.
Your email will also tell you the date and time the caller left a message, as well as the phone number to call back.
5 benefits of sending voice messages to email
Getting even more emails isn’t exactly a professional’s dream, we get it. But on average, American workers spend 28% of their workday actively using email. Also, most users run email in the background and check messages every six minutes. Incoming messages always grab our attention, so it’s clear that email is one of the most convenient business communication channels out there.
Using openphone, you can set up voicemail notifications in six simple steps. 📧
1. decrease response times
response times can make or break a customer relationship. Whether you’re selling to prospects or providing customer service, your customers want you to be there when they need you most. if you miss your call, they expect you to check your voicemail and call back in a timely manner.
When you forward voice messages to email, you’ll receive instant notification and convenient access to your voicemail recordings. openphone will also transcribe your voice messages, so even if you’re next to the loudest amplifier at a music festival, you can see how urgent your call is without looking for a quiet place to listen.
Without hunting for notifications on a desk phone, you can work on the go. Plus, since you don’t need to call your voicemail box, you can respond to customers quickly, before they look for an alternative.
2. callback with context
Calling customers back without checking their voicemail can turn your conversation into one big awkward moment. When customers take the time to leave you a voicemail, they don’t want to repeat it. If you have no idea what the caller needs, your customer or prospect may feel frustrated and definitely won’t feel heard.
voicemail to email makes new messages hard to miss. all you need to do is play your audio recording or read the transcript. then you’ll have the context you need to lead a winning conversation and increase customer satisfaction.
3. increase efficiency
When you’re constantly checking your emails, it also makes a lot of sense to send your voice messages to email. jumping from platform to platform will only slow you down. If your cloud phone system isn’t your most used application, leveraging email automation will streamline your workflow.
but what if you’re constantly on your voip app? voicemail to email still allows you to choose the most convenient channel for you at the time. the ball is in your court so send an email or call back.
once you receive a message, voicemail to email turns your email inbox into a visual voicemail system, so all you need to do is read a transcript or tap to play . no need to listen to an automated voice telling you your customer’s phone number and time of the call at a snail’s pace.
4. keep your team informed
One of the benefits of voip phone systems is that you can customize the voicemail to email feature by configuring exactly who you want to receive email notifications. anyone relevant, be it your administrators or the colleagues who share the phone number, can receive the message on the go or in their office.
You won’t have to forward messages over and over again like you’re playing hot potato. just let your voip system do the work.
5. organize your records
For many businesses, voicemails are important records that must be kept. Sending voicemail to email gives you the power to organize your previous voicemails into folders with labels and more. With better organization, you can easily get the information you need when you need it.
how to send voicemail notifications to your inbox
Setting up voicemail notifications with a voip service is a simple process, and once you complete it, your emails will always be automated. When you connect openphone to your email, you can even set up automated emails about text messages and missed calls as part of the same process.
These are the six steps you need to complete to set up voicemail notifications:
- click “settings” on the left menu in the web or mac app.
- under “workspace”, click “phone numbers”.
- select the open phone number you’d like to receive notifications for.
- from your phone number settings, scroll down to “integrations” and click “connect to your email”.
- By default, the email in your openphone account will receive notifications. add additional recipients if desired.
- modify the events you will be notified about by email. By default, you will receive notifications about voicemails, text messages (sms and mms), and missed calls.
voicemail to email comes standard with all openphone pricing plans. You can take advantage of this useful feature, whether you need a plan suitable for an independent entrepreneur, a small business or a large company.
Increase efficiency by sending voice messages to email
Setting up voicemail in email is an easy way to make accessing your voicemail messages more convenient. With openphone, you don’t even need to listen to messages, you can simply read them on the go. As a result, your team will be better equipped to respond to calls in a timely manner and work more efficiently.
Voicemail notifications take just a few minutes to set up. sign up for a free trial of openphone to start using the feature yourself.