RingCentral Voicemail & Message Backup Guide
Before cancelling or migrating numbers, download important data to ensure nothing is lost.
⚠️ Critical: Backup Before Cancellation
All voicemails, call recordings, and messages are permanently deleted after account closure. Download everything you need before cancelling your service.
How to Download Voicemails
Access Voicemail Section
Log in to Admin Portal > Messages > Voicemail
- • View all voicemails across your organization
- • Sort by date, user, or caller
- • Preview voicemail transcriptions if available
Download Individual Files
Click Download next to each file (saved in .WAV format)
- • Files are saved in high-quality .WAV format
- • Include caller ID and timestamp information
- • Organize downloads by user or department
Export Call Recordings
Access Analytics Section
Navigate to Analytics > Call Recordings in your Admin Portal
Select Export Range
Choose date range and users for your export
Download Bulk Export
Choose Bulk Export for .ZIP file download containing all recordings
SMS and Fax Logs
Text Messages
Export from Messages > Text > Export Thread
- • Export individual conversations or bulk threads
- • Includes timestamps and sender information
- • Available in CSV or PDF format
Fax Documents
Download from Messages > Fax > Export
- • Individual fax downloads in PDF format
- • Includes sent and received faxes
- • Maintains original document quality
📋 Compliance & Retention
For compliance purposes, RingCentral keeps backups for 90 days after account closure, but these are not accessible to users. Download everything you need before cancelling.
Set Up Auto-Backup (Optional)
🔄 Third-Party Integrations
For ongoing backup, use third-party integrations under App Gallery > Storage Integrations:
- • Google Drive: Automatic voicemail and recording backup
- • Dropbox: Sync call recordings and messages
- • Microsoft OneDrive: Enterprise-grade backup solutions
- • Box: Secure business file storage integration
Frequently Asked Questions
Are voicemails deleted after account cancellation?
Yes—data is purged after account closure. Download everything before cancelling your service.
Can I auto-backup to Google Drive or Dropbox?
Yes—use third-party integration under App Gallery > Storage Integrations to set up automatic backups.
What file formats are used for backups?
Voicemails are saved as .WAV files, call recordings as .MP3 or .WAV, faxes as .PDF, and text messages as .CSV or .PDF.
How long does a full backup take?
Depends on data volume. Small businesses typically take 15-30 minutes, while large enterprises may need several hours for complete backup.
Can I backup data from deleted users?
Yes, admin accounts can access and backup data from deleted users if the data hasn't been purged yet.
Ready to Backup Your Data?
Access your RingCentral Admin Portal to start downloading your important business communications.