How to Change Your Voicemail Greeting in the Microsoft Teams Desktop App (Windows)

Overview

This article explains how to record or update your voicemail greeting in the Microsoft Teams desktop application for Windows. A personalized voicemail greeting helps callers know they have reached the correct person and provides instructions when you are unavailable.

Microsoft Teams Phone allows users to create either a recorded greeting using their own voice or a text-to-speech greeting.

Prerequisites

• Microsoft Teams desktop app installed on Windows
• Teams Phone license assigned
• Signed in to Microsoft Teams

Change Your Voicemail Greeting

Step 1: Open Teams Settings

1. Open Microsoft Teams.
2. Click the three dots (...) beside your profile picture in the upper-right corner.
3. Select Settings.

Step 2: Open Voicemail Settings

1. Select Calls from the left menu.
2. Scroll down to the Voicemail section.
3. Click Manage Voicemail or Configure Voicemail (the wording may vary depending on your Teams version).

Step 3: Record or Create Your Greeting

Option A: Record a Personal Greeting

1. Select Record a greeting.
2. Follow the prompts to record your message.
3. Review your recording.
4. Save the greeting.

Option B: Use Text-to-Speech

1. Enter your greeting in the text box.
2. Teams will convert the text into a spoken voicemail greeting.
3. Save your changes.

Recommended Voicemail Greeting

Hello, you've reached Steven Kim. I'm unable to take your call right now. Please leave your name, phone number, and a brief message, and I will return your call as soon as possible. Thank you.

Configure Voicemail Behavior

You can also choose how Teams handles unanswered calls:

1. Go to Teams → ... → Settings → Calls → Manage Voicemail
2. Select one of the following options:
   • Caller can leave a voicemail (Voicemail enabled)
   • Play an outgoing message to the caller (Greeting only, no voicemail)
   • Service declines the call with no message (No greeting or voicemail)

Out of Office Greeting

When you are away from the office, you can configure a separate voicemail greeting:

1. Open Teams → Settings → Calls → Manage Voicemail.
2. Configure an Out of Office Greeting.
3. Optionally link it to your Outlook automatic replies.
4. Save your changes.

Example Out of Office Greeting

Hello, you've reached Steven Kim. I am currently out of the office and will return on [date]. Please leave a message, and I will respond when I return. If you require immediate assistance, please contact the IT Service Desk.

Quick Reference

Path:
Teams → ... (Three Dots) → Settings → Calls → Manage Voicemail

Common Tasks