What is Virtual Voicemail & How Does it Work?

Virtual voicemail is a type of digital voicemail that uses the cloud to store, retrieve, and manage voice messages. Instead of relying on a traditional voicemail system tied to your mobile carrier or landline, virtual voicemail stores your messages on a remote server.

When someone leaves a voicemail, it’s sent to this cloud-based platform, and you’re notified—often via email, app alert, or text message. You can then listen to the message directly from the cloud, or in some cases, read a transcription of the voicemail.

Virtual voicemail offers additional features like organizing, saving, and forwarding messages, giving you more control and flexibility over how you manage your voicemails across multiple devices. It is a key feature in many VoIP (Voice over Internet Protocol) systems and works effortlessly with a virtual phone number.

• Cloud Storage: Voicemails are securely stored in the cloud, accessible anytime from anywhere.
• Visual Voicemail: Display a list of visual voice messages with caller details, message length, and timestamp on your device screen.
• Voicemail Transcription: Convert voicemails into written text for quick review.
• Voicemail to Email: Forward voicemail to your email inbox.
• Notification Alerts: Get instant notifications when a new voicemail is received.

Virtual voicemail uses internet-based technology to manage calls and voice messages digitally. Here's a step-by-step breakdown of how it functions:

• Call Routing: When someone calls your number and you don’t answer, the call is automatically redirected to your online voicemail service.
• Voicemail Greeting Plays: The system picks up the call and plays your pre-recorded greeting, asking the caller to leave a voice message after the beep.
• Message Recording: The caller’s voice is recorded as an audio file, usually in a format like MP3 or WAV.
• Cloud-Based Storage: The message is stored securely on a cloud server and is accessible at any time.
• Metadata Creation: Each voicemail is paired with metadata like the caller’s name or number (if available), the time and date of the call, and the message duration.
• Notifications Sent: You get an on-screen notification or visual interface with the caller’s info, timestamps, and a quick access button to play or view the message.
• Listen or Read: You can listen to the message through the mobile app, desktop, email, or read a text version if transcription is available.

Businesses use cloud voicemail to access messages from any device and improve communication through features like voicemail transcription and personalized greetings.

• Access from Anywhere: You can check your voicemail from any device with an internet connection; ideal for remote or hybrid teams.
• Privacy and Security: Using a virtual phone number with voicemail keeps your personal number private while still managing business communication professionally.
• Receive Voicemail in Different Ways: Listen to voicemail through mobile apps, web dashboards, or receive messages directly in your email.
• Cost Saving: Most VoIP providers include virtual voicemail in their subscription plans, reducing hardware and additional fees.
• Additional Features: Features like voicemail transcription, forwarding, and voicemail-to-email improve message handling and make communication more efficient.

Traditional voicemail requires you to dial in and listen to messages sequentially, whereas virtual voicemail lets you view and manage messages directly on your device.

Both traditional and virtual voicemail are used to store audio messages when the call goes unanswered, but the difference lies in how the message is accessed.

To set up virtual voicemail for your business, first choose a compatible VoIP provider, acquire a virtual phone number, set up voicemail settings, and test it.

Here are the steps to set up voicemail for your business with Calilio.

1. Sign up with Calilio.
2. Purchase a virtual number or port your existing number to the system
3. Log in to your account, and navigate to Settings and click on My Numbers.
4. Turn on the Voicemail feature in the Number Settings page.
5. Customize your voicemail greeting, transcription, or voicemail-to-email delivery.
6. Make a test call to ensure proper recording of the messages.

Virtual voicemail uses cloud-based telephony to store, retrieve, and manage messages. It transforms the way businesses handle communication, offering convenience, flexibility, and efficiency.