Hot wo Ultimate Teams Shared Voicemail Solution
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Dec 11, 2023 7:30 PM

Hot wo Ultimate Teams Shared Voicemail Solution

by HubSite 365 about Martin Heusser

I am building and automating Microsoft Teams Phone Solutions and Call Flows.

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Revolutionize Teams Voicemail Management with Advanced Power Automate Flow!

The Ultimate Teams Shared Voicemail Solution was initially discussed by the author about a year ago, highlighting ways to manage shared voicemail more efficiently. Although the core concept remains unchanged, there have been advancements that have facilitated the creation of a more refined Power Automate flow. The author also previously noted the expansion of shared voicemail support to include distribution lists and mail-enabled security groups, a development that added flexibility but did not address the underlying challenges of managing shared voicemails.

One of the main issues with shared voicemail is monitoring which messages have been addressed, avoiding duplicate call-backs, or failure to return calls due to assumptions that others will do so. To prevent voicemails from getting lost and to reduce extra internal communication, the author suggests using Power Automate to route voicemails directly into a Teams channel, enhancing team coordination and streamlining the process.

The author provides an example call flow scenario, using an auto attendant to direct calls to a call queue during business hours, and rerouting to a message system after hours. By employing a dedicated auto attendant for after-hours calls, the setup allows for future reconfiguration and efficiency gains. The naming conventions used also help to quickly identify whether voicemails were left during business or after hours, aiding in the workflow's simplicity.

Shared voicemail is set up so all unanswered calls land in a single Microsoft 365 group connected to a Teams channel. A Power Automate flow is designed to deliver voicemails directly to this channel, bypassing the need for checking group inboxes or subscribing to mail alerts. The flow's creator must establish a shared mailbox and grant appropriate access, involving PowerShell commands for creating and configuring the shared mailbox for use within Teams.


Beyond the Blog: Collaborative Voicemail Management in Teams

In his blog post, Martin Heusser discusses innovative ways to improve voicemail management within Teams using Power Automate. The approach uses dedicated channels for efficient tracking and response to shared voicemail. Built-in Adaptive Cards and automated notifications support the workflow, making it easier to determine the handling of messages and ensuring that communication is collaborative and clearly assigned within a team. The process illustrates how smart integration and automation can transform a potentially chaotic influx of information into a well-structured, highly manageable workflow. It's a testament to the power of utilizing Microsoft's ecosystem synergistically to overcome common workplace challenges.


Read the full article The Ultimate Teams Shared Voicemail Solution


Teams - Boost Collaboration with Top Teams Voicemail Feature


People also ask

How do I redirect to shared voicemail in Teams?

To redirect calls to shared voicemail in Teams, you must first set up a calling policy within your organization. Afterwards, go to the Teams admin center, navigate to the user or group settings, and configure the call answering rules to redirect incoming calls to the shared voicemail after a specified number of rings or in situations when the user is busy or their status is set to "Do not disturb."

Can a shared mailbox have a voicemail?

Yes, a shared mailbox can have a voicemail in Microsoft Teams. However, it needs to be appropriately configured to ensure voicemail capabilities are enabled. A shared mailbox must be associated with a licensed user and have a Microsoft 365 Phone System Virtual User license or be included in an Enterprise E5 license to use the voicemail feature.

How do I manage voicemail in Teams?

Voicemails in Teams can be managed directly through the Teams app. Users can access their voicemail tab on the Calls app portion of Teams. From there, users can play back messages, read transcripts if available, and manage greetings. Administrators can manage organization-wide voicemail settings through the Teams admin center, which includes setting up voicemail policies and configuring greetings for users.

Where are Microsoft Teams voicemails stored?

Microsoft Teams voicemails are stored in the Azure cloud within the organization's Microsoft 365 environment. For compliance and retention purposes, voicemails are also retained in the user's Exchange Online mailbox, which means they are subject to the same security and compliance policies as emails.


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