Configuring Voicemail-to-Email on Yeastar P-Series Cloud Edition
Introduction
Voicemail-to-email sends voicemail recordings to a user's inbox as WAV audio attachments. This ensures users never miss a message even when away from their desk or phone. This guide covers setting up the SMTP email server and enabling email notifications per extension.
Step 1 — Configure SMTP on the PBX
Before voicemail emails can be sent, the PBX needs an outbound email account (SMTP relay).
- Go to PBX Settings > System > Email.
- Fill in your SMTP details:
Office 365 example:
| Setting | Value |
|---|---|
| SMTP Server | smtp.office365.com |
| SMTP Port | 587 |
| TLS | Enabled (STARTTLS) |
| Email Address | pbx@yourcompany.co.uk |
| Username | pbx@yourcompany.co.uk |
| Password | Email account password or App Password |
Gmail example:
| Setting | Value |
|---|---|
| SMTP Server | smtp.gmail.com |
| SMTP Port | 587 |
| TLS | Enabled |
| Username | Your full Gmail address |
| Password | Google App Password (not your main password — requires 2FA enabled on the Google account) |
- Click Send Test Email and enter a recipient address to verify it works.
- Check your inbox for the test message.
Step 2 — Enable email notification on the extension
- Go to Extension and Trunk > Extension and edit the user's extension.
- Confirm the user's Email Address is filled in under User Information.
- Click the Voicemail tab.
- Enable Email Notification.
- Choose the notification type:
- Send Email Notification — sends the email and keeps the voicemail on the PBX
- Send Email Notification and Delete Voicemail — sends the email and removes the message from the PBX (inbox is the only copy)
- Click Save and Apply.
Step 3 — Test
Leave a voicemail on the extension (call it from another phone and don't answer). Confirm an email arrives within 1–2 minutes with the WAV attachment.
Troubleshooting
| Problem | Likely cause and fix |
|---|---|
| No email received | Check spam/junk folder first. Verify SMTP credentials. |
| Test email works but voicemail emails don't | Check the extension's email address is set correctly |
| "Authentication failed" SMTP error | Office 365: check MFA isn't blocking SMTP AUTH. Gmail: use an App Password. |
| Emails arrive but WAV file won't play | The WAV file is 8kHz mono — use VLC media player or Windows Media Player, not older apps |
Tips
- Use a dedicated sending email address (e.g.
pbx-noreply@yourcompany.co.uk) rather than a personal inbox — this avoids reply confusion. - Ask your IT team to whitelist the sender address to prevent voicemail emails landing in spam.
- If Office 365 blocks SMTP AUTH, an IT admin can enable it for a specific account at the Microsoft 365 admin centre.
Summary
Voicemail messages are now emailed to users as WAV attachments. No need to dial in to check messages — every missed call results in an email notification.