Teams Phone -Do not want voicemail audio files attached to an email

Question

I work for a large financial firm that does not want voicemail audio file attached to emails (all emails are archived).
Are there any other options?

Answer 1

Dear @Venner,John L,

Thank you for reaching out to Microsoft Q&A forum.

I understand that you’re looking for a way to stop voicemail audio files from being attached to email notifications in Microsoft Teams Phone (Cloud Voicemail). Unfortunately, based on my research, there is currently no built-in option to completely prevent the audio file attachment (.mp3 or similar) from being included in the voicemail notification emails.

If this is a feature you’d like to see implemented, I suggest keeping an eye on the Microsoft Teams blog or the Microsoft 365 Roadmap | Microsoft 365 for any updates on this feature. In the meantime, I apologize for the inconvenience this may cause. I also strongly recommend that you share your detailed experience and feedback directly with the Microsoft product team through their official channels. This is the most effective way to make your voice heard and influence future feature improvements and adjustments.  You can visit the Microsoft Teams · Community to submit a new idea or vote on existing one. Our product team is in charge of this site, and they constantly check customer reviews and feedback. The higher the number of votes, the more attention the team will pay to it. Many features are developed and improved based on customer feedback. As a moderator, I will also pass along your feedback to the appropriate team for further consideration. While we don't directly influence product design, user feedback is actively reviewed and helps prioritize future development. If you’re unable to submit feedback yourself, please feel free to reach out to me, and I’ll be happy to submit it on your behalf. 

I really understand how convenient this feature would be for your workflow. I want you to know that I wish I had a way to change it for you directly but as a moderator of Q&A forum, my ability to assist is with the existing product functionality and the power to influence its design rests entirely with our product development team.

I appreciate your kindness and understanding as we deal with these evolutionary product changes. If you have any other questions or need further assistance, please don’t hesitate to reach out. I’m here to help. Wishing you a wonderful day.

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Answer 2

Currently, Cloud Voicemail in Microsoft Teams automatically sends voicemail audio files as attachments in emails to users' Exchange mailboxes. Unfortunately, there are no built-in options to prevent these audio files from being attached to emails. However, you can explore the following alternatives:

1. Use of Mail Flow Rules: You may consider setting up mail flow rules in Exchange that could potentially filter out these voicemail emails or modify their handling. However, this approach may require careful configuration to ensure that legitimate emails are not inadvertently affected.
2. Third-party Email Systems: If your organization uses a third-party email system, be aware that Cloud Voicemail does not support these systems, which could lead to issues with voicemail delivery. This might be a consideration if you're looking to change how voicemails are managed.
3. Shared Voicemail: If applicable, you could set up shared voicemail for Auto Attendants and Call Queues, which might offer different management options for voicemail messages.
4. Custom Solutions: Depending on your firm's IT capabilities, you might explore custom solutions or third-party applications that can manage voicemail notifications without sending audio files as attachments.

For more detailed information on managing voicemail in Teams, you might want to consult the official Microsoft documentation or your IT department for specific configurations that align with your firm's policies.