If you're using Skype for business calls, you can't afford to miss messages—or get bombarded with useless notifications. This guide is for business users who want voicemail set up right, notifications dialed in, and fewer headaches from missed calls or constant pings. We'll skip the fluff and show you what actually works.
Note: This guide is for regular Skype, not Skype for Business. Microsoft is phasing out Skype for Business, and its voicemail setup is a whole different beast.
Why Skype Voicemail Still Matters
Sure, most people hate voicemail. But for business, it’s still a safety net when you miss calls. If you work remotely, travel, or just don’t want to be glued to your screen, setting up voicemail the right way means your calls don’t disappear into the void. Plus, with notifications tuned to your needs, you won’t drown in alerts.
Step 1: Make Sure You’re Eligible for Skype Voicemail
First, let’s be clear: Skype voicemail isn’t available for every account. Here’s what you need:
- A Skype Number (paid): Voicemail only works if people can call you from outside Skype. You need a Skype Number, which is a paid add-on.
- Standard Skype App: The regular desktop or mobile app—not the now-retired Skype for Business.
Don’t have a Skype Number?
Go to your Skype app > Settings > Account & Profile > Your Account. If you don’t see a Skype Number, you’ll need to get one. It costs money, but it's the only way to get proper voicemail.
If you’re only calling other Skype users:
You don’t need voicemail. Skype-to-Skype calls just ring out; no voicemail option.
Step 2: Set Up Skype Voicemail
Once you’ve got a Skype Number, setting up voicemail is pretty painless:
On Desktop (Windows/Mac)
- Open Skype and sign in.
- Go to Settings: Click your profile picture > Settings.
- Choose “Calling” from the sidebar.
- Select “Voicemail”.
- Turn Voicemail On: You’ll see a toggle to enable voicemail. Switch it on.
- Record a Personal Greeting (optional): Click “Record a greeting.” You can play it back and re-record as needed. If you skip this, callers get the default message.
On Mobile (iOS/Android)
- Open the Skype app.
- Tap your profile picture > Settings.
- Tap Calling > Voicemail.
- Turn voicemail on.
- Record a greeting if you want.
What works:
- The setup is quick.
- You can change your greeting anytime.
What doesn’t:
- You can’t set different greetings for different times or callers.
- The mobile app’s voicemail settings are sometimes buried—worth checking if you don’t see them after an update.
Step 3: Tweak Your Voicemail Settings
After voicemail’s on, you’ve got a couple options. Don’t waste time hunting for “advanced” features—they mostly don’t exist.
- Delay before voicemail picks up: By default, calls ring for about 15 seconds. There’s no built-in way to change this in Skype. If you want a longer or shorter ring, you’re out of luck.
- Notification emails: Skype can send you an email when you get a voicemail. This is on by default, but double-check:
- Settings > Notifications > Voicemail messages — make sure it’s toggled on.
- Listening to voicemails: You’ll get a notification in Skype, and you can listen right there. Voicemails are stored in your account, not your device.
Ignore:
- Any guides talking about “transcription” or “multiple inboxes.” As of 2024, Skype doesn’t do voicemail transcription or advanced routing for regular users.
Step 4: Fine-Tune Skype Notifications (Without Losing Your Mind)
Here’s where most business users get frustrated. By default, Skype is chatty. You want to know when you miss a call or get a voicemail—but you don’t want a ping for every little thing.
On Desktop
- Open Skype > Settings > Notifications.
- You’ll see switches for:
- Missed calls
- Voicemail messages
- Chat messages
- Reactions
- (And more)
- Turn off what you don’t need: Most people turn off reactions and “tips & tricks.” Keep “Missed calls” and “Voicemail messages” on.
- Email notifications: If you want to get an email for voicemails but not for every missed call, you’re stuck—Skype lumps these together. Your inbox may get noisy.
On Mobile
- Go to Settings > Notifications.
- You can toggle:
- Push notifications for missed calls and voicemail.
- In-app sounds.
- Banner notifications.
- Pro tip: If you’re getting too many alerts, use your phone’s native notification controls (iOS/Android) to mute Skype when you’re off the clock.
What Works and What Doesn't
- Works: You can get notified about missed calls and voicemails without being spammed about every chat.
- Doesn’t Work: Skype doesn’t let you customize notification sounds per contact or set “quiet hours” in-app. If you want more control, use your device’s Do Not Disturb mode.
Step 5: Stay on Top of Voicemails (Without Checking Constantly)
If you get a lot of calls, set a routine:
- Check voicemail at set times during the workday, not constantly.
- Use email notifications as a backup, but don’t rely on them for urgent stuff—delivery can lag.
- Delete old voicemails from Skype to avoid clutter, though Skype keeps them for 30 days by default.
Pro tip:
If you need to share a voicemail with a teammate, you can forward it as an audio file from the Skype app—just right-click the voicemail and select “Forward.”
Common Headaches (And What to Do)
Problem: Voicemail option is missing
Fix: Make sure you have an active Skype Number and the latest version of the app. If you’re using a work-managed device, some features might be disabled by your IT team.
Problem: Not getting notifications
Fix: Double-check both Skype and your device notification settings. Sometimes, notification permissions get flipped off after an app update or OS upgrade.
Problem: Can’t change voicemail greeting
Fix: Restart Skype and try again. If it still won’t work, uninstall and reinstall the app. Sometimes, bugs just need a fresh install.
Problem: Caller can’t leave a voicemail
Fix: Make sure your Skype Number is active and not expired. If your subscription lapses, voicemail stops working.
What About Skype for Business?
Short answer: Don’t bother. Microsoft is pushing everyone to Teams, and voicemail in Skype for Business is a headache—tied to Exchange servers, not Skype itself. If your company’s on Skype for Business, talk to IT and ask about moving to Teams or using regular Skype for your business calls.
Keep It Simple, Iterate as You Go
Most people overcomplicate voicemail and notifications. Set up what you need, test it, and adjust if you’re missing important calls or getting too many alerts. Don’t expect magic from Skype—it’s not a full business phone system. But with a little tweaking, you can stay responsive without losing your sanity.
If you hit a wall, check Skype’s official help or just reach out to their support—sometimes it’s a bug, not you. Above all, keep it simple and make changes as your workflow shifts.