Go with this option if you would like to have a simpler configuration and you do not need a shared voicemail experience. In this option you will need an additional Microsoft Teams license for the dedicated user.

Prepare a dedicated Teams user for receiving Voicemails

Create a user enabled for Teams and Exchange Online. Make sure to assign a Teams license to the user which also enables voicemail functionality. 

Create the Workflow 

1. Go to Configuration  > Workflows and click Create New.  
2. Select the Workflow type Audio/Video and click Next.
3. Give your workflow a name that is easy to identify in a large list of workflows.
4. Pick the Organization Unit  determining where your workflow is going to be placed. 

Add Routing to the Workflow

1. Start with the Accept activity.
2. Then add a Check Opening Hours activity. 
3. Add a Transfer Workflow Activity to the workflow and connect the Closed exit of the Check Opening Hours activity with the Transfer activity.
   💡Don't forget to connect the other exits of the Check Opening Hours activity to make sure the call gets routed correctly when other exits are taken.
4. In the Transfer activity, set the Target to User, and under User add the Teams user the voicemails should be sent to.
5. Make sure to enable Leave Nimbus and Direct transfer to Voicemail.

Prepare the SharePoint On-Call List

1. In SharePoint, create a list for your On-call Agents.
2. Add columns labelled Mobile, sendsms. 
   💡Important: Both the Mobile column and sendsms must be of type “text”.
3. Add the following data: 
   1. The Agent's name to the title column,
   2. Their mobile number to the mobile column,
   3. … and yes/no to determine if they should receive an sms message in the sendsms column.

Create the Power Automate Flow

Overview of the Power Automate flow

 

 

1. Create a new Automated cloud flow. 
2. Configure the When a new email arrives  in a shared mailbox (V2) action as the trigger.
3. Configure the trigger as follows:

Field	Fill in
Original Mailbox Address	Add the dedicated voicemail user created in the very first step.
Subject Filter	Voice Mail (
Folder	Inbox

💡Important: To make sure that Power Automate flow gets triggered, make sure the connected user has Full Access permissions to the mailbox of the user receiving the voicemail. You can find more information about granting Full Access permissions in Exchange under Manage permissions for recipients in Exchange Online | Microsoft Learn

4. Add a Conversation “Html to text” action to your flow.
5. Configure the action as follows:

Field	Fill in / 🌟Trigger dynamic content
Content	🌟Body

6. Add a SharePoint “Get Items” action to your flow.
7. Configure the action as follows:

Field	Fill in / 🌟Trigger dynamic content
Site Address	Either select the SharePoint site containing the SharePoint list from the dropdown box or manually enter the site URL.
List Name	Select the Standby Duty SharePoint List created previously.
Filter Query	sendsms eq 'yes'

8. Add a Twilio “Send Text Message (SMS)” action to your flow. (Here you can use any other preferred SMS sender)
9. Configure the action as follows:

Field	Fill in / 🌟Get Items dynamic content / 🌙Html to text dynamic content
From Phone Number	From the dropdown select the phone number to use for sending the SMS messages
To Phone Number	🌟 Mobile
Text	🌙 The plan text content.

Go with this option if you need a shared voicemail experience. This option does not need an additional Microsoft license for a dedicated user, but only a Microsoft Teams Phone Resource Account license and a phone number for a resource account that will be assigned to a Teams Auto Attendant.

Create the Workflow 

1. Go to Configuration  > Workflows and click Create New.  
2. Select the Workflow type Audio/Video and click Next.
3. Give your workflow a name that is easy to identify in a large list of workflows.
4. Pick the Organization Unit  determining where your workflow is going to be placed. 

Add Routing to the Workflow

1. Start with the Accept activity.
2. Then add a Check Opening Hours activity. 
3. Add a Transfer Workflow Activity to the workflow and connect the Closed exit of the Check Opening Hours activity with the Transfer activity.
   💡Don't forget to connect the other exits of the Check Opening Hours activity to make sure the call gets routed correctly when other exits are taken
4. In the Transfer activity, set the Target to External, and enter the PSTN number of a Teams Auto Attendant.
5. Make sure to enable Leave Nimbus. 
   

Prepare the Teams Auto Attendant

✅ You will need to have a Teams Auto attendant with PSTN number set up. → See Set up a Microsoft Teams Auto attendant | Microsoft Learn for  more details details.

1. Navigate in Teams Admin Centre > Auto Attendant admin page. 
2. Select the Auto Attendant, and amend the call flow details.
   1. Add an optional greeting. 
   2. Under Call routing options  select Redirect Call 
   3. Select Voicemail
   4. ⮑ This enables a selection where you can specify a Microsoft 365 group to receive the voicemail. In case you need to create a new Microsoft 365 group, you can do it as described under Create a group in the admin center - Microsoft 365 admin | Microsoft Learn.
3. ENSURE TRANSCRIPTION IS ENABLED 

Configure Outlook settings 

✅ Ensure the account that is accessing the Outlook Mailbox in Power Automate, is subscribed to the Voicemail 

1. Using the relevant account, go to and log into https://outlook.office.com/mail 
2. Select “Go to Groups” 
   
3. Select the M365 Group that you are routing the voicemails to (same as when you prepared Auto Attendant above)
4. Select “Settings”
   
5. Ensure that “Receive all emails and events” is set.
   

Prepare the SharePoint On-Call List

1. In SharePoint, create a list for your On-call Agents.
2. Add columns labelled Mobile, sendsms. 
   💡Important: Both the Mobile column and sendsms must be of type “text”.
3. Add the following data: 
   1. The Agent's name to the title column,
   2. Their mobile number to the mobile column,
   3. … and yes/no to determine if they should receive an sms message in the sendsms column.

Create the Power Automate Flow

Overview of the Power Automate flow

 

 

1. Create a new Automated cloud flow. 
2. Configure the When a new email arrives (V3) action as the trigger.
3. Configure the trigger as follows:

Field	Fill in
Subject Filter	Shared Voicemail (
Folder	Inbox

4. Add a Conversation “Html to text” action to your flow.
5. Configure the action as follows:

Field	Fill in / 🌟Trigger dynamic content
Content	🌟Body

6. Add a SharePoint “Get Items” action to your flow.
7. Configure the action as follows:

Field	Fill in / 🌟Trigger dynamic content
Site Address	Either select the SharePoint site containing the SharePoint list from the dropdown box or manually enter the site URL.
List Name	Select the Standby Duty SharePoint List created previously.
Filter Query	sendsms eq 'yes'

8. Add a Twilio “Send Text Message (SMS)” action to your flow. (Here you can use any other preferred SMS sender)
9. Configure the action as follows:

Field	Fill in / 🌟Get Items dynamic content / 🌙Html to text dynamic content
From Phone Number	From the dropdown select the phone number to use for sending the SMS messages
To Phone Number	🌟 Mobile
Text	🌙 The plan text content.