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Setting up Nextiva Voicemail

Article 000003818 · Updated Oct 30, 2025 · 18,303 views
Configure your voicemail greetings, notification settings, and number of rings before a call goes to voicemail for a user.  These settings only affect calls that are direct to the user or are going to the user's specific voicemail box.

Please be aware of the following limits for messages left in your voicemail box:

 

  • A single message can be no longer than 10 minutes in length
  • Each mailbox has a total of 300 minutes of storage, once that storage limit has been reached messages will need to be deleted before new messages can be recorded.

 

Greetings can also be managed through the voice portal itself.  To access your voice portal, dial *86 from a phone or NextivaONE.  Once there, follow the prompts.  For a breakdown of each option within your voice portal click here.

Choose the image that looks most like your screen once logged in:

image.pngPlatform Main Page

Voicemail Settings

These settings can be controlled by either an administrator or a user.  Below are the steps to access voicemail settings.
 

Administrator
 
  1. Log into the voice portal

  2. At the top of the page hover over Users and select Manage Users.

  3. Select the user to modify settings

  4. Click Voicemail and Notification to expand the section.

  5. Click Voicemail​​​​.

User
 
  1. Log into the voice portal

  2. Click Features at the top of the page.

  3. Click Voicemail and Notification to expand the section.

  4. Click Voicemail​​​.


Within the voicemail settings, the following options can be controlled:

Basic Settings

 

  • Voicemail Greeting - Select the main voicemail greeting

  • Busy Greeting - Select a greeting to use when you are busy (Do Not Disturb or Reject a call)

  • Voicemail to Email
    • Alert me of Voicemail - Email address to receive a notification when a new voicemail is left.

    • Sent Attachment of Message - Email address to receive a copy of any voicemail left in the mailbox.

Advanced Settings

 

  • Select calls to go to Voicemail - Control what calls route to voicemail.

  • Transfer on "0" to this number - During the voicemail greeting, callers can press 0 to transfer to another phone number or extension.

  • Storage options - Store messages on the Nextiva system or email the audio file to a specific email address.

    NOTE: The transcription features offered by Nextiva require voicemail to be stored on the Nextiva system to work.

Change the number of rings before the voicemail picks up

To change the number of rings before the voicemail system picks up follow these steps:

 

  1. Scroll up from the voicemail section of your user profile.

  2. Click on the Forwarding section to expand it.

  3. Click on Call Forward when Unanswered to expand this section.

  4. In the Phone Number section enter *55 followed by your extension number (i.e. extension 2115 would enter *552115).

  5. Set the number of rings to the value you would like the caller to hear before voicemail picks up.



  6. Click Save.


Retrieving Voicemail Messages

Users can listen to voicemail messages by accessing their Nextiva Voice mailbox from a Nextiva phone or external phone. If calling from the primary phone, dial *86, otherwise if calling from any external phone, dial the phone number and press the * key during the voicemail greeting. Press 1 to access the voice mailbox and listen to messages. The default PIN is 0000.

 

Users can also access their voicemail messages through the NextivaONE application.

 

For a full list of navigation options within the voice portal, click here.


Recording Greetings

If calling from the primary phone, dial *86, otherwise, if calling from an external phone, dial the phone number and press the * key during the voicemail greeting. Enter the PIN followed by the # key. 

NOTE: For initial setup, enter the default PIN 0000, then follow the prompts to change the PIN to a personalized 4-digit number and record a name.


No Answer greeting

The No Answer greeting plays for the callers when their call is not answered.

Press 1 > 3 > 1 > start recording at the tone and press # to stop recording. 

Busy greeting

The Busy greeting plays for callers when the user is already on a call.

Press 1 > 2 > 1 > start recording at the tone and press # to stop recording.

Extended Away Greeting

The extended away greeting is only available by dialing into your voice portal.

 

This greeting is useful when you are on vacation or away for an extended period. Please note that enabling the Extended Away greeting will disable the voicemail box from recording voicemails.  It will play the message and then disconnect.

 

Press 1 > 4 > 1 start recording and the tone and press # to stop recording.  Press 1 to activate the Extended Away Greeting

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