---
title: "Zoom Admin - Sharing VM Mailbox"
slug: "zoom-admin-sharing-vm-mailbox"
tags: ["calltower", "public"]
updated: 2026-07-27T12:55:00Z
published: 2026-07-27T12:55:00Z
canonical: "learn.calltower.com/zoom-admin-sharing-vm-mailbox"
stale: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://learn.calltower.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Zoom Admin - Sharing VM Mailbox

## Summary

Zoom Phone admins can share the voicemail inboxes of phone users, call queues, auto receptionists, or shared line groups, allowing other phone users to access voicemail messages.

## Prerequisites for sharing voicemail inbox access

- Pro, Business, or Education account
- Zoom Phone license
- Account owner or admin privileges to share call queues', auto receptionists', or other phone users' voicemail inbox
- **Personal Voicemail & Videomail** [policy setting](https://support.zoom.us/hc/en-us/articles/360033511872) is enabled

> [!NOTE]
> Note:
> 
> To enable email notifications for users when they are granted access to a voicemail inbox, enable the **Shared voicemail notification by email** [policy setting](https://support.zoom.us/hc/en-us/articles/360033511872).

## Levels of access

When granting access to a voicemail inbox, you can also select the phone user's level of access:

- **Access**: Phone users can play voicemail messages.
- **Download**: Phone users can download voicemail messages as an MP3 file.
- **Delete**: Phone users can delete voicemail messages. Deleted voicemails will be deleted for all other phone users that have access.

## How to share your own voicemail inbox

1. Sign in to the Zoom web portal.
2. Click **Phone**.
3. Click the [**Settings**](https://zoom.us/pbx/page/telephone/myZoomTelephony#/my-cloud-phone/settings) tab.
4. Next to **Voicemail & Videomail**, to the right of **Access**, click **Set**.
5. In the **User** box, select **User** or **Common Area**, then in the search box, search or type the user's or common area's name you wish to give voicemail messages access.
6. Select a phone user or common area, then click **Save**.
7. (Optional) To the right of the user's name, click the **X**, then click **Remove** to revoke access from the user.

> [!NOTE]
> Note:
> 
> You can't remove access for phone users to access their own voicemails.

## How to share a phone user's voicemail inbox

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management**, then [**Users & Rooms**](https://zoom.us/pbx/page/telephone/phoneUsers#/users).
3. Click a phone user's name.
4. Click the **Policy** tab.
5. Under **Personal Voicemail & Videomail**, click **Access Member List**.
6. In the dialog box, click the **Extension** tab, then search for the extension you wish to access.

> [!NOTE]
> Note:
> 
> If you have sites, search the desired site or select all.
7. Click **Add Member**.
8. In the dialog box, under **Access**, select **User** or **Common Area**, then search for the user or common area by name or extension.
9. Under **Able to**, select the desired [levels of access](https://support.zoom.us/hc/en-us/articles/360033863991-Sharing-voicemail-inbox-access#h_01F88BB482TGX00FH8DKJZ8X0M).
10. Click **Save**.
11. (Optional) To revoke access to a user or common area, under **Personal Voicemail & Videomail**, click **Access Member List**. To the right of the user's or common's name, click the more options icon (**...**) then **Remove.**

> [!NOTE]
> **Note:**
> 
> You can't remove access for phone users to access their own voicemails.

## How to change a phone user's level of access to their voicemails

> [!NOTE]
> Note:
> 
> To enable or disable voicemail for phone users, see the [Zoom Phone policy settings](https://support.zoom.us/hc/en-us/articles/360033511872).

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management**, then [**Users & Rooms**](https://zoom.us/pbx/page/telephone/phoneUsers#/users).
3. Click the name of the phone user.
4. Click the **Policy** tab.
5. Under **Personal Voicemail & Videomail**, check the following:
  - **Allow videomail**: To enable videomail for the user.
  - **Allow user to download their own voicemail/videomail**: To allow the user to download their voicemail/videomail.
  - **Allow user to delete their own voicemail/videomail**: To allow the user to delete their voicemail/videomail.
  - **Allow user to share their own voicemail/videomail**: To allow the user to share their voicemail/videomail if they are not allowed to download it.
  - **Allow virtual background for videomail/video greeting**: To allow the user to virtual backgrounds to their videomail/video greeting.

## How to share a common area's voicemail inbox

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management**, then [**Users & Rooms**](https://zoom.us/pbx/page/telephone/phoneUsers#/users).
3. Click the **Common Areas** tab.
4. Click a common area's name.
5. Click the **Policy** tab.
6. To the right of **Voicemail**, click the toggle ![](https://cdn.us.document360.io/4662144b-ab1f-4796-8b7b-e9f9c609894f/Images/Documentation/off-toggle-button.png?sv=2026-02-06&spr=https&st=2026-11-04T21%3A35%3A53Z&se=2026-11-04T22%3A35%3A53Z&sr=c&sp=r&sig=bd%2F5HXjF%2ByrW6wrHngOlCbgQ1aczJ5wk2zJ4tREyTT4%3D) to enable the setting if it is not enabled.
7. Under **Voicemail**, click **Access Member List**.

> [!NOTE]
> Note:
> 
> Click the ellipses icon (**...**) then **Remove** to revoke access. You can't remove access for phone users to access their own voicemails.
8. In the dialog box, select the **User** tab, then click **Add member**.
9. In the new dialog box, under **Access**, type or search the user you want to add.
10. Under **Able to**, select the desired [levels of access](https://support.zoom.us/hc/en-us/articles/360033863991-Sharing-voicemail-inbox-access#h_01F88BB482TGX00FH8DKJZ8X0M) to grant to the user.
11. Click **Save**.
12. (Optional) To revoke access to a user, under **Voicemail**, click **Access Member List**. To the right of the user's name, click the more options icon (**...**) then **Remove.**

## How to change a common area's level of access to their voicemails

You can change whether a phone user has access to download or delete their own voicemails. By default, phone users can download or delete their voicemails.

> [!NOTE]
> Note:
> 
> To enable or disable voicemail for phone users, see the [Zoom Phone policy settings](https://support.zoom.us/hc/en-us/articles/360033511872).

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management** then [**Users & Rooms**](https://zoom.us/pbx/page/telephone/phoneUsers#/users).
3. Click the **Common Areas** tab.
4. Click the name of the common area.
5. Click the **Policy** tab.
6. Under **Voicemail**, check the following:
  - **Allow common area to delete their own voicemail**: To allow a common area member to delete their common area voicemail.
  - **Allow common area to share their own voicemail**: To allow a common area member to share their common area voicemail.

## How to share a call queue's voicemail inbox

> [!NOTE]
> Note:
> 
> Before sharing a call queue's voicemail inbox, you should change the overflow settings to route to the call queue's voicemail. This allows callers to directly leave voicemails for the call queue.

## Route a call queue to voicemail

1. Sign in to the Zoom web portal,
2. In the navigation menu, click **Phone System Management,** then [**Call Queues**](https://zoom.us/pbx/page/telephone/groups#/groups).
3. Click a call queue's name.
4. Click the **Profile** tab.
5. In the **Business Hours** and/or **Closed Hours** sections, to the right of **Overflow**, click **Edit**.
6. In the dialog box, to the right of **Route to**, select **Voicemail**.
7. (Optional) Select **Allow callers to reach an operator** if desired.
8. Click **Save**.

## Share a call queue's voicemail

1. Sign in to the Zoom web portal,
2. In the navigation menu, click **Phone System Management,** then [**Call Queues**](https://zoom.us/pbx/page/telephone/groups#/groups).
3. Click a call queue's name.
4. Click the **Policy** tab.
5. Under **Voicemail**, click **Access Member List**.
6. In the dialog box, click the **Extension** tab, then search for the extension you wish to access. **Note**: If you have sites, search the desired site or select all.
7. Click **Add Member**.
8. In the dialog box, under **Access**, select **User** or **Common Area**, then search for the user or common area by name or extension.
9. Under **Able to**, select the desired [levels of access](https://support.zoom.us/hc/en-us/articles/360033863991-Sharing-voicemail-inbox-access#h_01F88BB482TGX00FH8DKJZ8X0M).
10. Click **Save**.
11. (Optional) To revoke access to a user or common area, under **Personal Voicemail & Videomail**, click **Access Member List**. To the right of the user's or common's name, click the more options icon (**...**) then **Remove.**

> [!NOTE]
> Note:
> 
> You can't remove access for phone users to access their own voicemails.

## How to share an auto receptionist's voicemail inbox

> [!NOTE]
> Note:
> 
> Before sharing an auto receptionist's voicemail inbox, you should change the business or closed hours settings to route to the auto receptionist's voicemail. This allows callers to directly leave voicemails for the call queue.

## Route an auto-receptionist's calls to voicemail

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management,** then [**Auto Receptionists**](https://zoom.us/pbx/page/telephone/auto-receptionists#/auto-receptionists).
3. Click an auto receptionist's name.
4. Click the **Profile** tab.
5. Make sure to route to the auto receptionist's voicemail.
  - If you do not have an IVR: In the **Business Hours** or **Closed Hours** sections, click **Edit** next to **Route to**. Select the following options:
    - **Route to**: Select **Voicemail**.
    - **Leave Voicemail to**: Select **Current Extension**.
    - **Voicemail Greeting**: Select Default or click **Edit** to [record or upload a custom greeting](https://support.zoom.us/hc/en-us/articles/360028514011).
  - If you have an IVR: In the **Business Hours** or **Closed Hours** sections, click **Edit** next to **Route to Interactive Voice Response (IVR)**.
    - Make sure at least one of the IVR menu options is set to **Leave Voicemail to Current Extension**.

## Share an auto-receptionist's voicemail inbox

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management,** then [**Auto Receptionists**](https://zoom.us/pbx/page/telephone/auto-receptionists#/auto-receptionists).
3. Click an auto receptionist's name.
4. Click the **Policy** tab.
5. Under **Voicemail**, click **Access Member List**.
6. In the dialog box, click the **Extension** tab, then search for the extension you wish to access.

> [!NOTE]
> Note:
> 
> If you have sites, search the desired site or select all.
7. Click **Add Member**.
8. In the dialog box, under **Access**, select **User** or **Common Area**, then search for the user or common area by name or extension.
9. Under **Able to**, select the desired [levels of access](https://support.zoom.us/hc/en-us/articles/360033863991-Sharing-voicemail-inbox-access#h_01F88BB482TGX00FH8DKJZ8X0M).
10. Click **Save**.
11. (Optional) To revoke access to a user or common area, under **Personal Voicemail & Videomail**, click **Access Member List**. To the right of the user's or common's name, click the more options icon (**...**) then **Remove.**

## How to share a shared line group's voicemail inbox

> [!NOTE]
> Note:
> 
> Before sharing a voicemail inbox, you should change the business or closed hours settings to route to the shared line group's voicemail. This allows callers to directly leave voicemails for the shared line group.

## Route a shared line group's calls to voicemail

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management**, then **Shared Lines**.
3. Click the [**Shared Line Group**](https://zoom.us/pbx/page/telephone/shared-line#/shared-line/group/list) tab.
4. Click on the name of the shared line group.
5. Click the **Profile** tab.
6. In the **Business Hours** or **Closed Hours** sections, next to **Overflow**, click **Edit**.
7. In the dialog box, select the following options to route the shared line group's calls to voicemail.
  - **Route to**: Select **Voicemail**.
  - (Optional) Select **Allow callers to reach an operator** if desired.
  - **Voicemail Greeting**: Select Default or click **Edit** to [record or upload a custom greeting](https://support.zoom.us/hc/en-us/articles/360028514011).
  - **Leave Voicemail to**: Select **Current Extension**.
8. Click **Save**.

## Share a shared line group's voicemail inbox

1. Sign in to the Zoom web portal.
2. In the navigation menu, click **Phone System Management**, then **Shared Lines**.
3. Click the [**Shared Line Group**](https://zoom.us/pbx/page/telephone/shared-line#/shared-line/group/list) tab.
4. Click on the name of the shared line group.
5. Click the **Policy** tab.
6. Under **Voicemail**, click **Access Member List**.
7. In the dialog box, click the **Extension** tab, then search for the extension you wish to access. **Note**: If you have sites, search the desired site or select all.
8. Click **Add Member**.
9. In the dialog box, under **Access**, select **User** or **Common Area**, then search for the user or common area by name or extension.
10. Under **Able to**, select the desired [levels of access](https://support.zoom.us/hc/en-us/articles/360033863991-Sharing-voicemail-inbox-access#h_01F88BB482TGX00FH8DKJZ8X0M).
11. Click **Save**.
12. (Optional) To revoke access to a user or common area, under **Personal Voicemail & Videomail**, click **Access Member List**. To the right of the user's or common's name, click the more options icon (**...**) then **Remove.**