Change your voicemail greeting before you go on vacation

Summary: Use this guide to update your voicemail greeting before you go on vacation so callers know you’re away and who to contact in your absence. Includes quick steps for Zoom Phone, Microsoft Teams, common desk phones, call forwarding tips, sample vacation greetings, and troubleshooting.

Who this is for All employees who need to set an out‑of‑office voicemail greeting and optionally forward calls while they’re away.

Before you start

• Know your expected return date and the colleague (name and contact) covering urgent matters.
• Have access to the phone app or web portal you use (Zoom, Teams, or your desk phone).
• If you need IT to enable forwarding or change settings, note the alternate contact and dates to provide.

How to change your voicemail

A. Zoom Phone (Web portal)

1. Sign in to the Zoom web portal (zoom.us) with your company account.
2. Open Phone > Voicemail.
3. Under Greeting, choose “Record new greeting” (or “Upload greeting” if you have a pre‑recorded file).
4. Record using your microphone or upload a WAV/MP3 file, then save.
5. Test by calling your extension or having a colleague call to confirm the greeting is active.

Zoom Phone (Desktop or Mobile app)

1. Open the Zoom app and go to Phone.
2. Tap/Click Voicemail.
3. Select the Greeting or Settings option, then Record or Upload.
4. Save and test.

B. Microsoft Teams

1. Open Microsoft Teams (desktop or web).
2. Click Calls (or your profile > Settings > Calls) and choose Voicemail.
3. Select “Record a greeting” or “Manage voicemail” and follow prompts to record and save.
4. Optionally set call answering rules: forward calls to a colleague or voicemail directly while you’re away.
5. Test by calling your number.

C. Desk phone (SIP/physical office phone)

1. Dial your voicemail access number (or press the voicemail button).
2. Enter your PIN when prompted.
3. Choose the option for greetings (often “personal greeting” or “record greeting”).
4. Follow voice prompts to record and save the vacation greeting.
5. Test by calling from another line.

D. Generic web/portal method (if your phone vendor differs)

1. Sign into the phone system’s web portal (or app).
2. Find Voicemail or Greetings.
3. Record or upload your vacation greeting and enable it.
4. Save and test.

Optional: Set call forwarding or delegation

• If you expect urgent calls, forward your number to a covering colleague or the team phone during your vacation (Settings > Calls > Call forwarding).
• For Teams/Zoom, you can set a forwarding rule or team answer point. Provide the cover person’s name and number in your greeting if you prefer not to forward.