How to Download and Save Important Voicemails

Elizabeth Lockwood

Uh-oh. Your voicemail box is full. Again. But there are so many messages you want to keep, like that invoice reminder for your new client or that sweet message from your mom. You’re not quite ready to lose them, but you have to put them somewhere to make room for the voicemails you don’t want to miss out on either. Sadly, there’s only so much storage in your voicemail box and once it’s all filled up, systems often automatically delete old voicemails — and that could cost you critical business information. 

Unfortunately, like many other small business owners, you may not have the time to avoid such a mishap by answering every single call that comes in. You don’t want to have a full voicemail box and lose out on a potential client, but at the same time, moving voicemails off of a phone can be exasperating and time-consuming for any business owner.

Luckily, as a virtual receptionist service, Smith.ai can help eliminate voicemail messages altogether by providing 24/7 professional receptionists who can answer every call, send you all important messages right after each call, and eliminate your need for business voicemail so you don’t lose another sale to the voicemail void again. More on that at the end of the article. For now, we'll focus on how to solve the immediate issue at hand: saving those existing voicemails.

If you want to save voicemails on your cell, landline, or VoIP phone, don’t worry! You can download, save, and share voicemails on every platform — mobile, landline, and VoIP — so they don’t just vanish into thin air.

Let’s take a look at a few simple ways to keep important voicemails that are on your iPhone, Android phone, desk phone, or VoIP phone system.

How to Download and Save Voicemails From Smartphones

 Below are directions for both iPhones and Android phones. Jump to the section that addresses the steps you need for your current smartphone.

How to Download & Save Voicemails From iPhones

  1. Open the “Phone” app
  2. Tap “Voicemail”
  3. Tap the message you want to save, then click the Share icon (sharing a voicemail this way will ensure that your voicemail won’t get deleted)
  4. From here, you save several potential ways to save the file:
  • “Notes” allows you to save the file as a new note or add to an existing one
  • “Voice memo” will save an audio file to your phone that can be edited in the Voice Memo app and automatically backed up to iTunes
  • “Message” and “Mail” will send the file as an MP3 over SMS or email

For additional assistance, visit: https://support.apple.com/en-us/HT205012

How to Download & Save Voicemails from Android Phones

  1.  Open the “Voicemail” app
  2. Tap (or in some cases, tap and hold) the message you want to save. A list of options will appear
  3. Click “Save”, “Save to Phone”, “Archive,” or similar option(s)
  4. Select a storage location
  5. Save the file
  6. Backup the saved voicemail(s) to your cloud storage service of choice and download a copy to physical storage, such as an HDD, SD card, or USB flash memory, for extra safe keeping

Note: The process of saving voicemails may differ based on your service provider, voicemail app, and/or smartphone model.

How to Download and Save Voicemails From VoIP Phone Service Providers

VoIP, or “Voice Over Internet Protocol,” phone services have become increasing popular these days. VoIP systems work by allowing you to make and receive voice messages via the Internet. This allows your business to collect both voice and data communications in a single network, saving you time and money. If you’re curious about which VoIP provider may be right for your business, we’ve added a list of the current top ten most popular VoIP providers among users. Check them out below.

This top-10 list also drove our selections for a few of the most common providers we've listed below, where specific directions are provided for downloading and saving voicemails from those exact systems.

Top 10 VoIP Providers

  1. RingCentral
  2. Nextiva
  3. Grasshopper
  4. Ooma
  5. 8X8
  6. Vonage
  7. Google Voice
  8. Jive
  9. Mitel
  10.  Phone.com

Each VoIP provider has a different way of downloading and saving voice messages, but, similar to landline providers, most allow you to go through their website to transfer your voicemails and store them safely on your computer. Below you’ll find directions for how to download and save voicemails from a few of the most popular VoIP providers we’ve listed above, but if you’re interested in learning about how to save voice messages from a VoIP provider that is not listed below, just click the link of that phone system in the list above. 

How to Download & Save Voicemails From RingCentral

  1. Log in to “RingCentral Phone”
  2. Click the “Messages” icon
  3. Click the “Voice” tab
  4. Select the voicemail you want to save
  5. Click the “Save” icon
  6. Select which location you want to save the file
  7. A notification will appear that you have successfully saved the message

For additional assistance, visit: https://support.ringcentral.com/s/article/7913?language=en_US

How to Download & Save Voicemails From Nextiva

  1. Click the “Communications History” icon
  2. Select the “Voicemail” tab
  3. Select the button with three vertical dots next to the message you’d like to save
  4. Save as a .WAV file to your hard drive

For additional assistance, visit: https://www.nextiva.com/downloads/guides/Nextiva-App/Nextiva-App-Visual-Voicemail-Guide.pdf

How to Download & Save Voicemails From Vonage

  1. On a desktop computer, sign in to your Online Account
  2. Click the “Summary” tab
  3. Scroll down to “Voicemails & Recent Calls”
  4. Place your cursor over a message and click the “Download” icon to save the message to your computer

For additional assistance, visit: https://support.vonage.com/articles/answer/Download-a-Voicemail-Message-99

How to Download & Save Voicemails From OOMA 

  1. Log into your Ooma account online
  2. Save any voicemail message to your computer as an .mp3 file by clicking on the button in the message’s row

For additional assistance, visit: https://support.ooma.com/home/ooma-voicemail/#downloading-messages

How to Download & Save Voicemails From Grasshopper

  1. Sign into your online Grasshopper account
  2. Select “Download” on the message you want to store OR grab the voicemail MP3 attachment from your email inbox 

For additional assistance, visit: https://grasshopper.com/features/voicemail/

How to Download and Save Voicemails From Landlines

Gone are the days of physical answering machines. If you’re one of the thousands of people who own a landline, but are unsure of how to transfer voicemails from your phone, we’ve got you covered. Most carriers offer simple ways to save and store important messages, either through your computer or through your mobile device.

Here are some examples from a few top landline telecom providers to give you an idea of what to do.

How to Download & Save Voicemails from Verizon Phones

  1. Under the “Your Phone” section of the My Verizon Home page, select “Manage Your Phone”
  2. Under the “Voicemail” section, click on “View Voicemails
  3. Click “Play” to open the audio box for the message you want to save
  4. Click “Forward”
  5. Enter your email address
  6. Click “Yes, I have read the disclaimer”. Then, click “Send”
  7. The voicemail message will be sent to your email attached as a .wav file
  8. Save the message to your PC or other device

For additional assistance, visit: https://www.verizon.com/supportresources/content/dam/verizon/support/consumer/documents/phone/user-guides/user-guide-digital-voice.pdf

How to Download & Save Voicemails from AT&T Phones

  1. Sign in to your online myAT&T account
  2. Select “Home Phone” from the top navigation bar, then select “Check Voicemail” 
  3. A list of your new and saved messages will be displayed in the “Voice Messages” tab
  4. Listen to messages and save or delete them
  •  You can also forward AT&T voicemail messages: Simply check the message you wish to forward. Under “More Actions," select Forward via Voicemail.”

For additional assistance, visit: https://www.att.com/support/article/u-verse-voice/KM1001115/

How to Download & Save Voicemails from Xfinity Phones

  1. Go to http://www.xfinity.com/ and click the “Voice” button 
  2. Log in using your Xfinity ID or email and password
  3. If necessary, click the “Voice” tab
  4. Your voicemail messages (both new and saved) will be displayed
  5. Find the message you’d like to save on the “Voicemail” screen, then click the “Options” tab located on the right of the screen
  6. Select “Download Voicemail”; this will save the voicemail as an MP3 audio file on your computer

For additional assistance, visit: https://www.xfinity.com/support/articles/about-the-digital-voice-center

Never Have a Full Voicemail Again with Smith.ai 24/7 Virtual Receptionists

Saving the voicemails you need and getting rid of the ones you don’t is undoubtedly necessary for any business owner, but can be tedious, especially when you have more urgent tasks that need your attention. Thankfully, Smith.ai can guarantee that a full voicemail box is a headache your business can avoid. Our virtual receptionists can answer every single call to your business, 24/7 so you can run a responsive business without losing focus on your work. Get started today with a 20-call/14-day free trial to finally be done with voicemails for good.

Elizabeth Lockwood

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