24. February 2022 Blog

Voicemail to Email: How to Send it & How it Works

illustration voicemail to email MAIN

If you talk on the phone for a living, chances are you’ve got to deal with missed calls and voicemails. Voicemails tend to pile up, and it can be tricky to keep track of them all. Having to go through voicemail message after voicemail message at the end of a busy week can feel like a real chore. Luckily, there’s an easier way. It’s called voicemail to email.

What is voicemail to email?

VoIP service providers (like CloudTalkemploy software that automatically sends recordings of voicemail messages straight to your Email inbox. 

Sounds pretty good, right? It gets better. 

Voicemail to email software can send transcripts of your voicemail messages to your email inbox as well. 

Gone are the days of having to sit through an audio recording of the preamble that comes at the beginning of so many business voicemails. Simply open the voicemail-to-email message, skip to the part of your message transcripts that really matter and get to work growing your business. 

How does voicemail to email work? 

Voicemail to email is a convenient feature that can help sales and customer service workers stay organized. But how does it work? 

It’s simple, really. 

Once you set up the voicemail to email feature, new voicemail messages on your business phone will automatically generate and send notifications to your email inbox. 

Each email will include a link to an mp3 recording of your voicemail message, in addition to a transcript of the message, the date and time it was received and the callback number. 

Top 4 Benefits of Voicemail to Email

Having all of this important information right at your fingertips makes incorporating this feature into your VoIP system workflow seem like a no-brainer. 

In case you’re not convinced, though, we’ve compiled a list of the top 4 benefits of voicemail to email. 

#1 Helps you get and stay organized

Call center agents field hundreds of calls every week, and it can be difficult for them to keep track of even their most important voicemail messages. Voicemail to email makes it easy, though, by automatically generating email notifications whenever a customer leaves a voicemail on your VoIP business phone. 

With a searchable inventory of all of your voicemail messages right in your inbox, you’ll be able to organize your workflow. This way, you can respond to your most urgent voicemails first and keep your business running smoothly. 

#2 Increases overall efficiency 

Let’s face it, wading through hour after hour of backlogged voicemail recordings is no fun. What’s worse, it takes up a ton of valuable on-the-clock time that could be better used doing just about anything else. 

Since the voicemail to email feature sends transcripts of all your voicemail messages directly to your inbox, you’ll be able to access the most important parts of those messages quicker than ever before. You’ll be able to solve customers’ problems more efficiently and keep everyone happy. 

#3 Callbacks with context 

Voicemail to email lets you easily review the contents of voicemail messages at your leisure. Have a callback with an important client scheduled for this week? Check your inbox for any recent voicemails and get up to speed on all of the relevant information before the meeting takes place. 

 #4 Build up an archive of call records 

An archive of voicemail messages is a critical component of any business’ records. Having these messages on hand can come in handy for a variety of reasons, not the least of which is protection from liability should any legal issues arise in your dealings with clients. 

It could also be useful to have these recordings on hand for future reference. Building up an archive of your call records is therefore a worthwhile endeavor, and it’s easy to do with the voicemail to email feature. 
 

How to send voicemail notifications to your inbox 

Setting up your VoIP system so that voicemail notifications show up in your inbox is easy with CloudTalk. With just a few clicks, you can have automatically generated emails arrive in your inbox at the conclusion of every voicemail message. 

With relevant information like the time and date that calls were placed, a recording of the call itself and the call back number, agents will be able to promptly respond to urgent voicemails. 

CloudTalk voicemail notifications can also include a transcript of your messages, so that you can find important information more easily. 

Boost efficiency by sending voicemails to email 

Everybody wants to feel productive at work, right? Well, what better way to boost efficiency at a call center than to have a system that will automatically send voicemail messages to agents’ inboxes. 

Spending buckets of time listening back to old, archived voicemail messages in the hopes of finding some piece of crucial information can be a major drain on agents’ psyche — and productivity levels. With the voicemail to email feature, agents will be able to read transcripts of voicemail messages so that they can more quickly find the information for which they’re looking. 

Developing an accessible archive of voicemails via your email inbox can also have a positive effect on productivity in the long term. If an agent ever has to interact with a marquee client, being able to relisten or reread old voicemail messages will give the agent all of the background information they need to ensure that their upcoming call goes smoothly.

A final word 

We hope this review of the voicemail to email feature has been helpful. Here at CloudTalk we sincerely believe that it can save call center managers and their agents a great deal of time and money. 

The feature will help you stay organized and make your team more efficient, in addition to other benefits. CloudTalk’s VoIP system offers an advanced version of voicemail to email that is both powerful and easy to use. What’s more, it’s just one of our 70+ top-tier features
 

Want to try our VoIP solution for yourself? Check out our 14-day free trial here. No credit card required.

CloudTalk