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Voice Messages

When a caller leaves you a voice message, the Virtual Assistant records it and makes it available to you on the Web Portal, Mobile App and by phone using touchtone or speech commands. It also sends you a copy of the voice message as an email with a .wav audio file attachment. If you subscribed to Voice Transcription services, it will also include a voice-to-text transcription of the message in the email.

Your voice messages can be managed at several locations:

  • On the Web portal: You can access and manage your voice messages from the Home page on your Web portal by clicking the Voice Messages icon. The number of messages is indicated in parentheses. From the Voice Messages page, you can:
    1. Listen to voice messages.
    2. Delete voice messages.
    3. Download voice messages as .wav files to your computer.
    4. Forward voice messages to contacts and colleagues or any other recipient.
    5. Update / refresh the list of voice messages.
    6. Use the WebPhone to Call the person who left you the voice message.
  • In your Inbox: By default, all voice messages are emailed to you. This way your inbox becomes a one-stop-shop to access, save, delete and manage your voice messages and faxes in addition to your emails.
  • By phone using touchtone or speech commands: You can use the Virtual Assistant to access and manage your voice messages by phone using touchtone or speech commands. See Voice Commands for details.
  • On your Mobile App: You can also access and manage your voice messages from the Home page on your Mobile App by taping the Voice Messages icon. See Mobile App for details.

Overview of the Interface

This page lists your voice message received with the following information:

COLUMN HEADING

DESCRIPTION

Checkbox

 Check the box next to one or several items in order to apply certain actions (ex: delete).

From

 Phone number of the caller who left the voice message. Click this link to dial the phone number using the WebPhone.

Reception Date

 Date and time when the voice message was received (in the format YYYY-MM-DD HH:MM:SS).

Transcription

 Displays the text content of the voice message if you subscribed to the voice transcription service.

Duration

 Voice message length (in the format HH:MM:SS).

Play

icon		 Click the Play icon to listen to the voice message.

Send

icon		 Click the Send icon to forward the voice message to contacts and colleagues or any other recipient.

Save

icon		 Click the Save icon to download the voice message .wav file to your computer.

Listen to Voice Messages

To listen to your voice messages:

  • Click Home in the main menu.
  • Click the Voice messages icon to display the Voice Messages page.
  • In the list of voice messages, click the Play icon of the message you want to listen to.
  • A popup window will begin to play the message automatically. If you don't hear the message audio, make sure that the sound volume on your computer or device is not turned off or too low.
  • To pause the audio, click the Pause Play icon.
  • To close the message popup window, click the X on its top right.

Delete Voice Messages

To delete your voice messages:

  • Click Home in the main menu.
  • Click the Voice messages icon to display the Voice Messages page.
  • Click the box next to the voice messages that you want to delete. To select all voice messages, click the box in the heading row.
  • Click the Delete button.
  • A popup window will ask you to confirm the deletion. Click OK to confirm the deletion.

Download and Save a Voice Message

To download and save a copy of your voice messages as .wav audio files on your computer:

  • Click Home in the main menu.
  • Click the Voice messages icon to display the Voice Messages page.
  • In the list of voice messages, click the Save icon of the voice message that you want to download and save on your computer.
  • Select the location where you want to save the voice message on your choice and click Save.

Forward Voice Messages to Contacts

To email a copy of any voice message to the recipient of your choice:

  • Click Home in the main menu.
  • Click the Voice messages icon to display the Voice Messages page.
  • In the list of voice messages, click the Send icon of the voice message that you want to forward to contacts or colleagues.
  • Select the voice message recipients then click Send.

Refresh Voice Messages List

The list of voice messages is updated each time you access the page, but you can always refresh it manually.

  • Click Home in the main menu.
  • Click the Voice messages icon to display the Voice Messages page.
  • Click the Refresh button.

Dial a Number Using the WebPhone

The system includes a WebPhone which allows you to dial phone numbers directly from the Web Portal interface. Click any phone number listed in the Voice messages table to dial it using WebPhone. Before dialing the number, you can choose to have the WebPhone call you on one of your office extensions or phone numbers on connect you, or directly use your Web Portal with your computer's microphone and speakers.

Voicemail Notifications

You can be notified that you have new voice messages in your mailbox via SMS (text message) or the message waiting indicator of your deskphone if it supports this feature. Notifications can be configured under Settings > Messages & Alerts. See Alerts & Messages for details.