Checking and Managing your Voicemail from the 3CX clients
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11. Checking and Managing your Voicemail from the 3CX Client

Checking and Managing your Voicemail from the 3CX client

On this topic

Checking and Managing your Voicemail from the 3CX client


Leaving Voicemail to a Particular Extension

See also


When your extension is busy, cannot be reached, or you choose not to take a call, callers have the option to leave a voice message. These messages are stored in chronological order and can be accessed from your IP phone or directly from the 3CX client. If you have unheard voicemails, an envelope icon will appear on the notifications screen. 


To hear your voicemails:

  1. To see your voicemail list click the Voicemails button  from the notifications screen or the icon from the bottom menu. In Android you may also select it from the Settings tab ⇒ Voice Mail and in iOS from the More section.
  2. Right-click or tap on a voicemail to bring up the options menu and select:
  • Play – this downloads the voicemail as a .WAV file and will automatically play it on your PC. On Android you may hear the voicemail on your smartphone. The client for Windows gives you the ability to Play, Stop and Pause the file while playing.
  • Play on Phone - The Voicemail calls your extension from “Playfile”. You can answer the call on your IP Phone, softphone or smartphone to hear the message.
  • On a Mac, double click the message and it will play directly from the voicemail window.
  • Call
  • Mark as heard or unheard
  • Delete

The Mac client provides you with the additional options to Stop, Pause and Set Voicemail Greetings.

  1. On the notifications screen the envelope will disappear, meaning you have no new voicemails.

Tip: You can also receive voicemail notifications in your e-mail. Contact your administrator to enable this feature.

Leaving Voicemail to a Particular Extension

To leave a message in the Voicemail of a particular Extension:

Dial *4<extension number>

For example, *4100, will leave a voicemail message for extension 100.

See also

You might also be interested in:

Ask a Question

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  1. How do I delete all Voicemail messages from the 3cx phone interface?

    June 26, 2015 at 5:39 pm Reply
    • Charalambos Eleftheriou

      Hi Adam, To delete a voicemail using 3CXPhone you simply right click on the message you want to delete and click Delete Voicemail.

      June 26, 2015 at 9:00 pm
  2. kelly

    how do i delete a recorded voicemail

    July 31, 2015 at 5:06 pm Reply
    • Charalambos Eleftheriou

      @Kelly, Thank you for the question. From the Dial Screen, click the “Voicemails” (Envelope) button to see your voicemail list. Then right-click or tap on a voicemail to bring up the options menu and select “delete”. I hope this answers you question. Thanks.

      July 31, 2015 at 5:54 pm
  3. Bill

    I cannot get the Play on Phone to do anything. I click it and it sits there as if I did nothing. I can play the voice mail as a wave file. How do I get the Play on Phone to work?


    August 4, 2015 at 10:47 pm Reply
    • @Bill – it should work out of the box. It seems that you have a license issue or there is no communication with the phone. Check the logs in the server activity log for more information.

      August 5, 2015 at 9:08 am
  4. Jason

    Is there an option to delete mass Voicemail messages or do you have to delete them one at a time? I Have a site that has over 1,000 messages.

    August 21, 2015 at 6:51 pm Reply
    • Charalambos Eleftheriou

      @Jason, Thanks for the question. There is no way to manage voicemail for your extension from from the Management Console of v12.5. In v14 this feature is available and you can also set quotas to manage both voicemail and recordings.

      August 24, 2015 at 2:44 pm
  5. Krista Phillips

    Is there any way to retrieve a deleted voicemail?

    October 6, 2015 at 10:49 pm Reply
    • Charalambos Eleftheriou

      @Krista, thanks for the question. Once a voicemail has been deleted it cannot be retrieved.

      October 7, 2015 at 9:35 am
  6. Kate

    How can I forward a voicemail to another extension’s voicemail?

    October 27, 2015 at 11:33 pm Reply
    • Charalambos Eleftheriou

      @Kate, thanks for the question. You can forward a voicemail to another extensions voicemail mailbox by pressing 5 whilst listening to the voicemail from your phone.

      October 27, 2015 at 11:42 pm
    • Pressing 5 while listening to a message does NOT give you the option to transfer the message.

      January 4, 2016 at 9:29 pm
    • Charalambos Eleftheriou

      @Mark, thanks for the question. Pressing 5 while listening to a message will give you the option to forward the voicemail to another extension. The voicemail will though remain on the original extension unless it is deleted.

      January 4, 2016 at 10:18 pm
  7. Katie

    How can I retrieve voicemails from another person’s 3CX voicemail from my 3CX phone or my cell phone

    October 28, 2015 at 9:44 pm Reply
  8. Why isn’t there a button in the desktop app to simply forward the message to another user?

    Names attached to 3CX extensions offer people’s names who have not been with our company for a long time. How can that be addressed?

    January 4, 2016 at 9:25 pm Reply
    • Charalambos Eleftheriou

      @Mark. Thanks for the question. You may also post this in our feature request page: and if it gets enough votes and is technically possible it may very well get implemented.

      January 4, 2016 at 9:43 pm
  9. maria

    can i extend the length of message that someone can leave on my voicemail so they do not get cut off?

    January 28, 2016 at 4:59 pm Reply
    • Charalambos Eleftheriou

      @Maria, thanks for the question. By default, 3CX Phone System has a limit of 2 minutes for callers to leave voice mails. However, this can be changed. Please find the guide on how to do this here: The difference being the location of the file that requires changing, for v14 will be C:\ProgramData\3CX\Instance1\Data\Http\Interface\ivr, for v12.5 will be C:\ProgramData\3CX\Data\Http\Interface\ivr.

      January 29, 2016 at 10:02 am
  10. George

    Hi, how do I access recordings through the 3CX Phone from an external location? I can access them on the same extension internally, but off-site, I can’t see the recordings.

    March 11, 2016 at 6:23 pm Reply
    • Charalambos Eleftheriou

      @George, access to recordings should be available outside the network also, it sounds as though 3CXPhone itself is not fully connected. Check your firewall ports and make sure the webserver ports are open and forwarded on the PBX side so that presence information is available.

      March 11, 2016 at 6:28 pm
  11. Jane Morgan

    How do I reset my password in voice mail if I have forgotten the password I initially entered on my extension.

    April 19, 2016 at 9:31 pm Reply
    • Charalambos Eleftheriou

      @Jane, if you have a 3CXPhone client configured you could request a welcome email to be sent to you which will have the voicemail pin in it. You can also ask your 3CX Phone system administrator to give you your pin number.

      April 19, 2016 at 9:41 pm
  12. Kris Ryan

    When configuring my VM I entered the wrong ext. How to I reset the extension? example: I entered 1200 when it was suppose to be 120 now every time I try to access my vm it tells me the number is not in service..

    June 27, 2016 at 7:45 pm Reply
    • Go to the management console – these settings are there. Depending on what version you are using but in the settings node you should find where to configure the voicemail extension service number. Change it from there.

      June 28, 2016 at 6:39 am
  13. John


    Is there a way to sort you voicemail so that you hear the oldest first ?


    July 1, 2016 at 6:02 pm Reply
  14. Janet K. Haeussermann

    How do I get voice mails as a “.wav” file on my computer? I used to get them in my emails before today’s upgrade. . . much easier to play over again and forward to someone else’s email. Thank you.

    July 5, 2016 at 9:51 pm Reply
    • Charalambos Eleftheriou

      @Janet, You can get voice mail delivered to email so that you may listen to them on the computer just set the option through the management console for the extension.

      July 6, 2016 at 2:50 pm
  15. Fred Galey

    hi, i am inquiring whether i am able to check my voice mails from outside my office with my snom 320 system.

    September 19, 2016 at 6:44 pm Reply
  16. My light is blinking that I have a voicemail, but I do not have any voicemails. ??

    October 20, 2016 at 7:02 pm Reply
    • Did you receive an email at least? Light blinks because a voicemail was received and sip info message is sent which causes message waiting indicator to light. What phone is it?

      October 21, 2016 at 12:00 am
  17. Hi,
    I really need some answers on 2 features that my current version of 3CX (ver 12.5) is painfully lacking. They each have to do with VMs and the issues are really (no “really!”) important to me.

    I’ll briefly explain, and you can let me know if the new version addresses either of my concerns.

    I have about 25 – 35 workstations, and one thing that I greatly miss from our old system is the ability to forward a particular voicemail – as I’m listening it in real time

    I know that I can do that with 3CX is i hit #5. But, what i miss is the ability to preface my message that I’m forwarding.

    For example, if I quickly knew that I needed to transfer a VM to, say, Betty in finance – in the middle of the message – I could hit #5 (transfer the VM to another extension), which 3CX has as well.

    But, my old system would ask me before I send that message “do you want to forward this VM WITH a message – or WITHOUT ONE.

    If I chose to, I could hit a key and add prior to the VM “Hey Betty, here’s an invoice question from Jim. Please listen it and call him back.”

    I understand that I can get EMAILS of the VM, and then forward them if I choose. But, if I’m listening to a message and can deal with the issue instantaneously, the thought of having to open up my email, track down a particular message, type MY message, before I send it is … beyond cumbersome. Does the latest version of 3CX address this issue?

    Also, the other issue is the way VM appears on the computer screen. You have to click on a small button only to have a small “box” appear that is neither expandable, nor adaptable. Considering how critical VM is, this is really excusable (sorry, but that’s how i feel).

    Then, the Android interface is MUCH better than the workstation. But, that fact is telling. The options and design for the handheld device are better than those at the workstation? Really?

    Still though, even with the Android version, there is no option to forward the VM.

    I really hope these issues were addressed in the newest version. But, if they were not, just let me know because i MUST have the ability to forward a VM with a prefatory message or instruction.

    Thanks for listening,

    October 27, 2016 at 12:49 am Reply