Setting Up Your Voicemail for the First Time

Before You Begin

3CX voicemail is enabled by default for every extension on your system. You do not need to activate it — it is already waiting for you. What you do need to do is personalise it so callers hear your name and a proper greeting instead of a generic system prompt.

Your default PIN is typically your extension number (for example, extension 101 has a default PIN of 101). Your administrator may have set a different default PIN — check with them if the steps below do not work on the first attempt.

Step 1 — Access Voicemail from Your Desk Phone

1. Pick up the handset or press the speakerphone button on your desk phone.
2. Press the Voicemail or Messages key — usually marked with an envelope icon. Alternatively, dial *99 from your own extension.
3. You will hear the voicemail system prompt. Enter your current PIN (default: your extension number) followed by #.
4. The system will immediately prompt you to change your PIN because this is your first login.

Step 2 — Change Your PIN

1. When prompted, enter your new PIN. Use at least 4 digits — avoid easy patterns like 1234 or repeating digits.
2. Press # to confirm.
3. Enter the new PIN a second time when prompted to verify, then press #.

You can also change your PIN at any time via the 3CX web client: go to Settings › My Profile › Voicemail PIN, enter a new PIN, and save.

Step 3 — Record Your Name Announcement

Your name announcement is a short recording of your name that the system uses in directory listings and when routing calls. After changing your PIN, the system will prompt you to record it.

1. Wait for the prompt, then speak your name clearly after the beep — for example, "Jane Smith" or "Jane Smith, Accounts."
2. Press # when finished.
3. Press 1 to accept the recording or 2 to re-record if you are not satisfied.

Step 4 — Record Your Voicemail Greeting

The greeting is what callers hear before they leave a message. The system will prompt you to record one after your name announcement.

1. Wait for the prompt, then speak your greeting after the beep.
2. Press # when finished.
3. Press 1 to accept or 2 to re-record.

Recommended greeting 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'll call you back as soon as possible. Thank you."

Keep your greeting under 30 seconds. State your name and company clearly, and let callers know when they can expect a callback if possible.

What Happens Without a Personal Greeting

If you skip the greeting setup, voicemail still works — callers can leave messages. However, they will hear a generic system greeting such as "The person at extension 101 is not available." This sounds impersonal and can reduce caller confidence. Taking two minutes to record a proper greeting makes a noticeable difference.

Voicemail Setup at a Glance

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.