Changing Your Voicemail Greeting

Two Types of Greeting

3CX supports two greeting types for each extension:

Most users only need the standard greeting. Set an away greeting if you want callers to hear a different message when you are on vacation or unavailable for an extended period.

Method 1 — Record via Desk Phone

1. Dial *99 from your extension, or press the Voicemail/Messages key.
2. Enter your PIN when prompted, then press #.
3. Press 0 to enter Mailbox Settings.
4. Press 1 to record your standard greeting (or 2 for the away greeting).
5. Wait for the beep, then speak your greeting.
6. Press # when you have finished speaking.
7. Press 1 to accept the recording, or 2 to discard it and record again.

Tip: read your greeting aloud once or twice before recording so it sounds natural. A rushed first-take greeting is the most common reason people re-record multiple times.

Method 2 — Record or Upload via Web Client (3CX v20)

1. Log in to the 3CX web client.
2. Click your name or avatar in the top-right corner, then go to Settings › My Profile.
3. Select the Voicemail tab.
4. To record live: click the microphone icon and allow browser microphone access if prompted. Speak your greeting, then click Stop. Review and save.
5. To upload a file: click the upload icon and select your prepared audio file.
6. Choose whether you are setting the Standard or Away greeting, then save.

Uploading a Pre-Recorded File

If you have recorded your greeting externally (in a recording app, for example), upload it directly to the web client. Use these file specifications to avoid issues:

If your recording app outputs stereo or 44.1 kHz, convert the file before uploading. Free tools such as Audacity or ffmpeg can convert audio to 8 kHz mono WAV.

If you upload a file and the greeting sounds distorted or plays at the wrong speed, the sample rate is almost always the cause. Convert to 8 kHz mono and try again.

Tips for a Professional Greeting

• Keep it under 30 seconds. Callers who hear a long greeting may hang up before the beep.
• State your name and company clearly so callers know they have reached the right person.
• Mention when you will call back — even a general timeframe ("I'll return calls the same business day") reduces repeat calls.
• Record in a quiet room. Background noise sounds unprofessional and makes the greeting harder to understand.
• Speak at a normal pace. Many people rush when recording, which makes the greeting sound unclear.

Suggested script: "You have reached [Your Name] at [Company Name]. I'm unable to take your call right now. Please leave your name, number, and a brief message and I will call you back as soon as possible. Thank you."

Out-of-Office Greeting (Away)

Before going on vacation, record a temporary away greeting that sets expectations. For example: "You have reached [Name]. I am on vacation until [Date] and will be returning calls on my first day back. For urgent assistance, please call [Colleague's name] at extension [number], or email [address]."

When you return, go back to Mailbox Settings and revert to your standard greeting — either re-record it or re-upload your standard file.

Need Help?

Open a support ticket by emailing support@dvgvoip.com before calling — this helps us resolve your issue faster. Or call (807) 700-7111.