✔️Managing Voicemail and Audio Greetings

Set up voicemail greetings, hold music, and call handling prompts using the centralized Asset Library.

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⏱️ Estimated Time: 15-20 minutes

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👤 Who's This For

Zoom Phone administrators managing audio assets for their organization.

💼 Use Case

Create professional audio greetings for voicemail and hold music that users and extensions can access. Centralize audio management to maintain brand consistency across your organization.

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✔️ Prerequisites

• Admin access to Zoom web portal with privilege to edit account settings

• Audio files prepared (if uploading) in MP3 or WAV format, less than 10MB

• Working microphone (if recording directly in Zoom)

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Understanding the Asset Library

The Asset Library is your centralized hub for managing all audio content in Zoom Phone. Create audio three ways:

• Text-to-Speech: Convert text to audio using automated voices

• Record by Computer: Use your microphone to record directly

• Upload: Add existing MP3 or WAV files

Audio can be Public (available organization-wide) or Personal (private to specific users).

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Creating Text-to-Speech Audio

1

Start New Asset

• Sign in to Zoom web portal as an admin

• Navigate to Phone System Management > Assets Library

• Click Add, then click the Text to Speech tab

2

Configure and Create

• Asset Name: Enter descriptive internal name

• Category: Select type (Voicemail greeting, Music on hold, etc.)

• Language: Choose language

• Voice: Select voice style

• In the message box, enter your text

• Click Play to preview

3

Save

• Under Visibility, choose Asset Library (Public) or Personal Audios

• Click Add

Tip: You can add up to 5 message segments that play in sequence. Click + Add message to create multiple parts.

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🎮 Click-Through Demo

▶️ Watch: Creating Text-to-Speech Greetings See how to navigate to the Asset Library, create a text-to-speech voicemail greeting, and save it to the public library.

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Recording Audio Directly

1

Start Recording

• In the Asset Library, click Add

• Click the Record by Computer tab

• Allow Zoom to access your microphone when prompted

2

Record

• Enter Asset Name, Category, and Language

• Click the red record icon to start

• Click stop icon when finished

• Click play to review or Record Again to redo

3

Save

• Choose visibility setting

• Click Add

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Uploading Existing Audio Files

1

Upload File

• In the Asset Library, click Add

• Click the Upload tab

• Enter Asset Name, Category, and Language

• Click Upload and select your file (MP3 or WAV, under 10MB)

2

Save

• Choose visibility setting

• Click Add

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Assigning Audio to Extensions

1

Navigate to Extension

• Go to Phone System Management > Users (or Call Queues, Auto Receptionists)

• Click the extension name

• Click the Settings tab

2

Assign Voicemail Greeting

• In Call Handling section, locate Greeting & Leave voicemail instruction

• Click Edit

• Select Choose from Asset Library

• Choose your audio asset

• Click Save

3

Configure Hold Music

• Navigate to Phone > Settings

• In the Others section, next to Hold Music, click Edit

• Select Choose from Asset Library

• Choose your audio

• Click Save

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Managing Existing Assets

Edit Assets:

• Click the ellipsis icon next to the asset name

• Select Edit, make changes, click Save

Duplicate, Download, or Delete:

• Click the ellipsis icon

• Select Duplicate to copy, Download to save locally, or Delete to remove

• If deleting an in-use asset, choose replacement audio before confirming

Manage Permissions:

• Click ellipsis > Manage Editors

• Add admins, roles, or groups with Edit/Delete permissions

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💡 Configuration Best Practices

See Details

Use Descriptive Asset Names Name assets clearly like "Main-Voicemail-English" or "HoldMusic-Jazz" so they're easy to find and identify.

Leverage Text-to-Speech for Quick Updates For time-sensitive messages (holiday closures, emergencies), text-to-speech allows instant updates without recording equipment.

Test Audio Quality First Before deploying assets widely, test them on desk phones, mobile devices, and computers to ensure clarity across all platforms.

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🚀 Quick Wins

See Details

Create Holiday Greetings in Advance Record and upload holiday closure messages weeks ahead, then schedule them in call handling settings so you're prepared.

Build a Template Library Create pre-approved greetings for common scenarios (vacation, meetings, after-hours) that users can quickly apply.

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⚠️ Common Issues

See Details

Browser won't allow microphone access → Check your browser's address bar for a microphone icon. Click it and allow access. Chrome often hides this in the address bar.

Uploaded audio file rejected → Verify file is MP3 or WAV format and under 10MB. Convert files using audio editing software if needed.

Can't find audio asset in dropdown menu → Verify the asset has the correct category assigned. Assets only appear in menus matching their category.

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🎯 What's Next

✨ Audio library configured! You now have:

• Centralized asset management system

• Professional voicemail greetings and hold music

• Knowledge of how to assign audio to extensions

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