- Recording a WhatsApp voice note by holding the microphone
- Using hands-free recording for longer WhatsApp voice messages
- Sending a voice message from WhatsApp Web on a computer
- What the microphone colour means after you send a WhatsApp voice message
- Sending a voice status update on WhatsApp instead of a message
- Using WhatsApp voice messages with customers
- If you can't record a voice message on WhatsApp
- Frequently asked questions
To send a voice message on WhatsApp, open the chat, press and hold the microphone next to the text field, speak, then lift your finger and it sends automatically. If you want to check it first, swipe up to record hands-free, then tap pause to preview it before you tap send.
Sometimes typing is the slow way round. A quick voice note is warmer than a text, faster than a call and easier when your hands are full. For small business owners it's also a lovely way to answer a customer question in your own voice, which builds trust far quicker than a wall of text.
WhatsApp gives you two ways to record: hold the button, or go hands-free. Here's how both work on Android, iPhone and WhatsApp Web, taken from WhatsApp's own help centre, plus what the little microphone colours mean afterwards.
Recording a WhatsApp voice note by holding the microphone
This is the classic method, and WhatsApp's help describes the same steps on Android and iPhone:
- Open the chat with the person or group you want to message.
- Press and hold the microphone icon next to the text field.
- Start speaking while you keep your finger on it.
- Lift your finger off the microphone. The voice message sends automatically.
Changed your mind halfway through? WhatsApp says you can slide left while recording to cancel and delete it. Nothing goes to the other person.
One small tip from WhatsApp's help that saves a lot of rerecording: if the beginning of your message is cut off, wait a second after pressing before you start speaking.
Using hands-free recording for longer WhatsApp voice messages
Holding your finger down for a long message gets tiring, and one slip sends it before you're ready. WhatsApp's help says you can swipe up from the microphone to lock it into hands-free recording.
- Press the microphone and swipe up to lock recording.
- Speak normally. You can take your finger off the screen.
- Tap pause if you want to stop and preview a draft before sending.
- Tap the microphone to carry on recording after a pause.
- Tap send when you're happy with it.
The preview step is the one I'd use for anything to a client or customer. Listen back, and if it rambles, cancel it and record a tighter version.
Sending a voice message from WhatsApp Web on a computer
You don't need your phone in your hand to send one. On WhatsApp Web, WhatsApp's help says the route is:
- Open the chat in WhatsApp Web.
- Click the microphone.
- Speak into your computer's microphone.
- Click the checkmark to send, or the X to cancel.
You can also pause to preview and click the microphone again to continue. Your browser will usually ask for permission to use the microphone the first time, so allow it or the recording won't start.
What the microphone colour means after you send a WhatsApp voice message
Once a voice message is sent, WhatsApp uses the colour of the microphone icon to tell you whether it's been listened to. According to WhatsApp's help:
| Microphone colour | What it means |
|---|---|
| Gray | Not played by all recipients yet, though some may have played it |
| Blue | Played by all recipients |
WhatsApp's iPhone help page currently notes a known issue where the microphone colour doesn't always update after a voice message has been played, and it suggests keeping WhatsApp updated. So don't panic if a colour seems stuck. WhatsApp also says all voice messages are downloaded automatically on the other person's phone.
Sending a voice status update on WhatsApp instead of a message
A voice message goes to one chat. A voice status goes to the people you pick from your Updates tab, a bit like a short audio post. WhatsApp's help says you can record and share voice status updates of up to 30 seconds.
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On iPhone, WhatsApp describes it as: tap the Updates tab, choose the text option, press and hold the microphone, speak, let go, pick who should see it and tap send. It's a nice way for a small business to share a quick update, such as opening hours or a new product, without writing a caption.
Using WhatsApp voice messages with customers
Voice notes can feel personal, but they're not always the best choice for a business chat. A few habits that help:
- Keep them short. If it needs more than a minute, a call is probably better.
- Put the key detail in text too, such as a date, address or booking reference, so it's easy to find later.
- Ask first if you don't know the customer well. Some people can't listen at work.
- Use hands-free with preview for anything important, so you can listen back before it goes.
If you're using WhatsApp for your business, my tips for getting more customers through WhatsApp Business go further, and setting up automatic replies means people get a quick response even when you can't record one.
If you can't record a voice message on WhatsApp
The troubleshooting page in WhatsApp's help centre lists a few basics to check:
- Make sure you're connected to Wi-Fi or a mobile network. You need a connection to record.
- Check WhatsApp has permission to use your microphone in your phone's settings.
- If a Bluetooth headset or speaker is connected, it may be taking the audio. Disconnect it and try again.
- If the recording disappears before you can send it on iPhone, WhatsApp suggests restarting your phone.
- Update WhatsApp to the latest version, since updates often include fixes.
For anything else, my WhatsApp help guide rounds up where to look and how to reach WhatsApp's support.
Frequently asked questions
How do I send a voice message on WhatsApp?
Open the chat, press and hold the microphone next to the text field, speak, then lift your finger to send it automatically. Slide left while recording to cancel.
Can I listen to a WhatsApp voice message before sending it?
Yes. Swipe up on the microphone to record hands-free, then tap pause to preview a draft. Tap the microphone to continue, or send when you're ready.
How do I send a voice message on WhatsApp Web?
Click the microphone in the chat, speak, then click the checkmark to send or the X to cancel.
What does a blue microphone mean on WhatsApp?
WhatsApp's help says a blue microphone means the voice message has been played by all recipients. A gray one means not everyone has played it yet.
Why won't WhatsApp record my voice message?
Check you're on Wi-Fi or mobile data, that WhatsApp has microphone permission, and that a Bluetooth device isn't taking the audio. If the start gets cut off, wait a second before speaking.
How long can a WhatsApp voice status be?
WhatsApp's help says a voice status update can be up to 30 seconds long.
