Creating a personal business voicemail greeting offers several benefits, enhancing your professional image and ensuring effective communication. Check out our blog: 10 Professional Voicemail Greetings for Your Business Needs, for ten script templates!  

You can create a voicemail greeting in three ways: 

• upload an existing .wav or .mp3 file,
• record a new greeting, and,  
• use text-to-speech to generate a voicemail greeting. 

How To Upload A New Voicemail Greeting

Uploads must be in .mp3 or .wav format. Office Managers and Account Center Supervisors must be in My Account to access the Messages tab. 

1. Click the Messages tab in your Sonar portal.
2. Click the Settings sub-tab on the left side.
3. Scroll down to the Greetings section and click the speaker icon (manage) next to Voicemail Greeting.
   
4. Click Add Greeting.
5. Click the radio button for Upload.
6. Name your greeting.
7. Click Browse.
8. Select the file you want to upload.
9. Click the Upload button.
   You will now see the new greeting’s index, greeting name, and duration in your greetings list.
10. Click Done to save.

How To Record A New Voicemail Greeting

Keep in mind that recording a message using a third-party device (such as a mobile phone) may degrade the quality.  Office Managers and Account Center Supervisors must be in My Account to access the Messages tab. 

1. Click the Messages tab in your Sonar portal.
2. Click Settings on the left side.
3. Scroll down to the “Greetings” section and click the speaker icon (manage) next to Voicemail Greeting.
4. Click Add Greeting.
5. Select the Record radio button.
6. Enter the number or extension of the phone you wish to record the greeting on. 
   Note: If you have multiple devices, you must specify which device to call; the letters following your extension indicate the device, i.e., 101wb for the webphone/Sonar phone or 101m for the mobile app. 
7. Name the greeting.
8. Click Call and follow the instructions given to you on the phone.
   • Record your message after the beep.
   • Hit # to accept your new greeting.
     You will now see the new greeting’s index, greeting name, and duration in your greetings list.
     
9.  When you are finished, click Done to save.
    

How to use Text-To-Speech for Voicemail Greetings

Sonar offers several generated voice options. Office Managers and Account Center Supervisors must be in My Account to access the Messages tab.  Please refer to the images above for steps 1-4. 

1. Click the Messages tab in your Sonar portal.
2. Click Settings on the left side.
3. Scroll down to the “Greetings” section and click the speaker icon (manage) next to Voicemail Greeting.
4. Click Add Greeting.
5. Click the radio button for Text-to-Speech.
6. Enter your message, choose English or French, and your preferred voice. 
7. Click the play button beside the Voice drop-down menu to hear the message. 
8. Click Save after reviewing your text. 
   
9.  When you are finished, click Done to save.
   

If your company has an auto attendant directory, you need to record your name. Auto attendant directories give callers an option to search for employees by their last name. Auto attendants are smart for your business as they save money, appear professional, help you avoid missed or misdirected calls, and provide a consistent experience for your clients.

How To Record Your Name for your Company Directory 

Office managers and call center supervisors must be in My Account to access the Messages tab.

1. Click on the Messages tab in your Sonar portal.
2. Click on the Settings subtab.
3. Under the Greetings section, click the speaker icon next to Recorded Name. 
   
4. Select Record. 
5. Enter the number or extension you want to record your name on. If you are entering a number, it must be 10 digits with no spaces, dashes, or bracket 
6. Click the Call button and follow the voice prompts.
   • Record your message after the beep.
   • Hit # to accept your new greeting.
7. Click the Done button to save.
   

How to Use Text-To-Speech for your Company Directory 

1. Click on the Messages tab in your Sonar portal.
2. Click on the Settings tab.
3. Under the Greetings section, click the speaker icon next to "Recorded Name."
    
4. Click the radio button for Text-to-Speech.
5. Enter your message, choose English or French, and your preferred voice. You can click the play button beside the Voice drop-down menu to hear the message.
   
6. Click Save.

Operator Forward allows callers to transfer their call to a designated destination—such as a call queue, auto-attendant, extension, or external number in a 10-digit format—by pressing 0 during your voicemail greeting.

Configuring Operator Forward in Sonar

Office Managers and Call Center Supervisors must be in My Account to access their personal voicemail settings. To configure Operator Forward for a user, you can navigate to the user's voicemail settings within the Users tab of Manage Organization. 

1. Log in to the Sonar Client Portal.
2. Click the Messages tab. 
3. Click the Settings subtab. 
4. Configure the Operator Forward Destination to route calls to one of the following:
   • A specific call queue
   • An auto attendant menu
   • A different extension
   • An external number (must be in 10-digit format)
5. Click Save.

The Do Not Disturb (DND) feature automatically sends all incoming calls to voicemail, allowing you to take a break or help you focus without interruptions. DND helps balance accessibility and efficiency, making it essential for any busy professional.

How to Create a New DND Answering Rule 

Office Managers and Call Center Supervisors must be in My Account to access their Answering Rules. 

1. From the Sonar portal, click the Answering Rules tab.
2. Click the Add Rule button. 
   You can also edit an existing rule by clicking the pencil icon next to the name. 
   
3. In the popup window:
   1. Select a preexisting time frame. 
   2. Click the checkbox next to Do Not Disturb. 
   3.  Click Save.
4. Prioritize your DND answering rule: use the arrow sliders to move the desired answering rule to the top of the list.

Voicemail-to-email allows you to receive your incoming voicemail message through your designated Sonar email. Voicemail message emails include transcribed text as well as the original audio recording. 

How to Enable Voicemail-to-Email in Sonar

Double-check that the email address listed in your profile is the email you want your voicemail messages to be delivered; your designated Sonar email can be found within your profile settings. 

Office Managers and Call Center Supervisors must be in "My Account" to access their Messages tab. 

1. Click the Messages tab.
2. Click the Settings subtab. 
3. Ensure that your voicemail is enabled (at the top). 
4. (Optional) Under the "Inbox" section, click the checkmark for Send email after missed call. 
   Note: Your inbox will never be full when you have voicemail-to-email enabled. 
5. (Optional) Add a secondary email address by clicking the green plus button. 
6. Under the "Notifications" section at the bottom, click the checkmark to Receive an email for a new voicemail. 
   Note: “Move to trash” indicates that your voicemails will no longer be saved on your desk phone.  
7. Click the Save button when finished.

If you are experiencing difficulties receiving voicemail emails contact our support team. For immediate assistance, you can contact our Technical Support Team by dialing 611 from your net2phone Canada device or by calling 1-877-498-3772 and choosing option #3. Emails will be responded to within 1 business day and can be sent to support@net2phone.ca. 

Voicemail-to-Email Transcription

Are you worried about forgetting missed calls? Enable email notifications!  If you have Unified Messaging enabled, you automatically get email notifications for new voicemail messages.

How To Enable Email Notifications For Missed Calls  

Office Managers and Call Center Supervisors must be in My Account to access the Messages tab. 

1. Log in to Sonar using your net2phone Canada credentials. 
2. Click the Messages tab.
3. Click the Settings sub-tab.
4. Under the Inbox section, click the checkbox for Send email after missed call. 
5. Click Save. 

Listen to Voicemails from an External Phone

If you need to check a voicemail message, and you do not have voicemail-to-email enabled, you can check your voicemail messages from an external phone number, like a cellphone or home landline. 

1. Call your office extension from an external phone.  
2. Let the call ring to the voicemail greeting. 
3. Press star (*) while your voicemail greeting is playing. 
4. You will be prompted to enter your extension’s voicemail PIN before accessing your voicemail inbox. 

After entering your PIN, you will be able to listen to your voicemails as if you had dialled *98 from your net2phone Canada desk phone!