Use Google Voice

Get the most out of Google Voice - watch our video!

If you have not already set up your Google Voice account, please see our Get started with Google Voice Tech Guide for instructions before following the steps below.

Basic functionality

Access Google Voice

You can open Google Voice by:

  1. Navigating to


  1. Clicking on the Google Voice icon found on the right side of your Gmail tab (in Chrome, Edge, or Firefox).

Google Voice is not available from Gmail tab in Safari

Depicts Google Voice icon

If you do not see the Google Voice icon, you may need to click on the carrot at the bottom right corner (see image above).


If you do not hear your phone ringing double-check your audio settings by:

  1. Navigating to
  2. Make sure Do Not Disturb is not turned on.
  3. Click on the headphones icon.
  4. Make sure the Ringing is set to the appropriate speakers. If they're set to headset speakers, you will only hear the ringing when headset is worn. We recommend having the ringing be set to your computer speakers.
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Use your built-in microphone and speakers or connect external audio devices, such as headsets. See Google's documentation on how to change your microphone or speakers.

Verify which audio devices are turned on in Google Voice:

  1. Click on the lock icon in the URL window.
  2. Make sure your microphone and sound or in the on position.
  3. Click on the Reset permissions if anything needs to be adjusted.
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Make, receive and transfer calls in Gmail tab

If using Chrome and the Google Voice App icon does not appear in the apps listed along the right side of your UIndy Gmail, log out of Gmail and then log back in.

Missed calls

The default setting is for you to get emails each time you have a missed call. If you would like to turn that feature off:

  1. Navigate to settings.
  2. Find calls.
  3. Next to Get email alerts for missed calls to my direct line make sure it's set to the off position.
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Put a call on hold

To place a call on hold:

  1. Press the Hold button.

While the person is placed on hold, music plays.  

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  1. Press the Unhold button to return to the caller.
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You can use the Do not disturb setting to manage calls. You can also show your call availability based on your schedule.

  1. Navigate to
  2. Click on Settings (gear icon).
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  1. Click on Availability.
  2. If you wish, turn on the Follow working hours. To adjust these hours, click on Calendar settings link.
  3. If you wish, Follow out of office settings.
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Do not disturb

If you wish to not receive calls, especially during a meeting or when in class, you can turn do not disturb on.

  1. Navigate to
  2. Click on Receiving calls button located at top of page.
  3. Click on Do not disturb to turn the function on or off. 
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Record voicemail greeting

You can record multiple greetings for holidays or extended absences.

  1. Go to Settings. Click on Voicemail.
  2. Click + Record a greeting.
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  1. Tap the microphone icon when you're ready to record.
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  1. Tap the microphone again when you're done.
  2. Click the play button to hear your message.
  3. Click the save button when you are happy with your recording.
  4. Name the greeting; click Save.  

You can save several recordings and activate the one you want to play at any given time. 

Hide/show keypad

Sometimes the keypad gets in the way or is condensed when you need to view it. Click on Hide keypad or Show keypad link as necessary.

Depicts Google Voice in Gmail tab
Search for a UIndy department/employee by name

Employee phone numbers are searchable within Google Voice. You can search by department name, employee name, or email address.

Some departments are not searchable. If you can't find a department, try searching by their email address, if known.

To search for a departmental name:

  1. Navigate to
  2. Above the keypad, click in the Enter a name or number field.
  3. Start to enter desired department's name (don't click Enter) a few names might populate. If No results found appear, try searching by an employee's name or email address.  Search results will vary depending on how much of the department's or individual's name you provide. 

To search for an employee by name or email address:

  1. Navigate to
  2. Above the keypad, click in the Enter a name or number field.
  3. Start to enter an employees name (don't click Enter) a few names might populate. Search results will vary depending on how much of the employee's name you provide. If No results found appear, try searching by employee's email address.   

Voicemails are automatically transcribed and sent to your email. You can check your voicemails via email or through Google Voice.

To check voicemail via email

  1. Open your email.
  2. Voicemails will come from [email protected] with the subject line of New voicemail from (phone number).
  3. Within the email you will find a transcribed message and link to audio message.
  4. Click on Play message button to listen to audio recording of voicemail.
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To check voicemail via Google Voice

  1. Navigate to
  2. Click on the voicemail icon on the left side of the screen.
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  1. Your preview of voicemails will populate to the right of the icon. To see the full transcribed message and audio file, click on the individual message.
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Actions you can take with a voicemail:

  1. To call the person back, you can click on the phone icon.
  2. To send the person an SMS message, click on the message icon.
  3. For more options, click on the three vertical dots to:
  • Add them to your contacts
  • Archive the voicemail message
  • Mark caller as spam
  • Block the phone number
  • Download the voicemail message
  • Delete the voicemail message
International calling

To make international calls you must enter:

the plus sign, country code, phone number

The phone number needs to be proceeded by the plus sign. To get the plus sign on a mobile device, press and hold the zero.

Mark a call as spam

You can stop unwanted calls and messages and block or mark them as spam. When Google Voice suspects a call might be spam, it displays a warning on the incoming call screen and in your call history. You can then confirm whether or not the call is spam.

SMS messaging

Text messaging is only available in the US. SMS messaging looks similar to Google Chat, but it is a different App. 

See Google's documentation on send and get text messages.

For those in Ring Groups

Ring Groups have been setup with department heads as a way of handling calls that come to a department phone number.

Within ring groups you can:

Edit your service address

Your service address is an emergency dispatch address for 911 calling. You can edit your services address at any time after you setup Google Voice. This will be helpful if your office location moves to a different campus building.

  1. Navigate to Settings.
  2. Click on Account.
  3. Under Service address, find the pencil icon to make edits.
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The service address is NOT the University's mailing address. See UIndy Building/Location Addresses doc for a full listing.

Google Voice Mobile App

See our Set up Google Voice App on mobile device for more details. This is not required.  However, but by its very nature, allows for you to be more mobile.

For additional information navigate to the Google Voice Help Center.

We have enabled the Google Voice (by Google) extension for all UIndy employees. This extension will allow phone numbers on websites callable via Google Voice by just clicking on the Google Voice icon beside them.

Helpful Tips:

  • Make sure you change your UIndy password before it expires to avoid getting locked out of Google Apps, including Google Voice. 
  • We do NOT recommend that you link your personal cell number to your work Google Voice number 
  • Do NOT enable Screen Calls (you won’t be able to receive any transferred calls)
  • Use Google Meet for conference or 3-way calling since these functions are not available in Google Voice 
  • If you have Internet connection (wired or wireless), you will be able to use Google Voice