How to setup a VoIP phone?

Voice over Internet Protocol, or VoIP, transmits phone calls and communications over the Internet. It can tremendously save money and really improve your business. Many businesses that are new to VoIP wonder how to set up service and get started using their new system. Thankfully, this is typically an easy process. We will help you get started and understand what is involved. Knowing what to expect can help you get going quickly.

You Will Need:

  • Equipment–You need the right equipment to use your VoIP service.
  • A VoIP Vendor–You will need to choose a VoIP vendor you can receive service from.
  • Software–You may need additional software to run your VoIP client and access the service. Generally, your vendor can provide recommendations or help you obtain the software you need.
  • Internet Access–An Internet connection is necessary to transfer VoIP data and actually call other phones with your new VoIP service.

To get started quickly, it helps to have an idea of what you need, how your equipment works and how your vendor can help you understand your phone and begin taking advantage of VoIP features. If you have any questions about this process, be sure to write them down and be prepared to ask them. Taking great notes can also help you prepare.

While the process is usually fairly simple, you will need to follow each step carefully and understand how to use the technology you are implementing. If necessary, be prepared to ask your VoIP vendor for help and think about how you can access professional technical support to address issues as they arise during the process. Implementation is usually quick, but having a large number of phones to install, using a complex system or enlisting help from inexperienced people may make the project more complicated and time-consuming. Be sure to plan for a learning curve as well. It can be extraordinarily difficult to learn some of the advanced features or it can be simple, and you may not be able to know which outcome will happen until you really dive into training on the new system.

In this article, we will help you determine how to get started with VoIP and set up your phones. You will get more information about choosing the right phones, getting your phones connected properly and getting your service to work. You will also learn about how you can use your VoIP phone service and the types of things you can do with it to grow your business.

Article Contents:

  1. What is VoIP Service?
  2. How Do VoIP Phones Work?
  3. What Can VoIP Phones Do for My Business?

1. What is VoIP Service?

VoIP service is a way to make phone calls and send various forms of communication using the Internet. These are powerful systems that can transform your business. You can use a variety of different types of phones, making it even easier to connect and begin using your business communications system. VoIP transmits signals over the Internet, packaging data to travel efficiently and quickly online. You can use it to obtain more advanced functionality for your business as well.

Instead of using legacy phone systems and networks, VoIP uses the Internet. This dramatically slashes costs associated with maintaining networks and keeping phone connections operational. These savings can be passed directly to subscribers, making VoIP services significantly cheaper.

2. How Do VoIP Phones Work?

These phones work by connecting through an Internet connection to a VoIP vendor, who then provides service. These services may be offered in a variety of different plans, with different pricing and features available depending on your needs, the vendor you choose and the plan you sign up for.

Your specific system can vary depending on the phones you choose to use. A variety of different phones are available on the market, making it easier to find VoIP phones that help your business and make your work easier.

VoIP Phone Types:

  • IP Phones–These phones are specifically-designed to connect to VoIP service without necessarily needing additional hardware and software outside of what they already have. Made for VoIP service, you cannot use IP phones with traditional phone service. With a variety of rich features, these phones can help your business get more accomplished.
  • Softphones–Existing as software applications, these phones are not hardware and they rely on outside hardware to help them operate, such as a speaker and microphone. These phones are typically on your desktop computer, mobile phone or tablet. They are apps designed to connect to a VoIP service provider.
  • Traditional Phones–Yes, you can use traditional landline phones with your VoIP service! Believe it or not, all these phones need is an analog telephone adapter (ATA) for VoIP service.
  • Smartphones–A smartphone or other device, with a special app installed, can begin working for you as a VoIP phone.

With most services, you can bring your own phones into the plan. It is often called Bring Your Own Device (BYOD) and it enables you to bring phones out of another service plan into a new VoIP vendor’s plan. This can reduce your costs and enable you to save money on phone service by saving money on equipment. Equipment costs can be considerably high if you have to purchase new phones for each new service provider, so this is one way you can reduce expenses. Typically, any Session Internet Protocol (SIP) compatible phone will be compatible with your vendor.

It is best, however, to purchase phones after you have a VoIP vendor. Your vendor can help you choose the right phones for your plan. They may also be able to recommend phones that they provide technical support for, making it easier to get the help you need when something goes wrong or when you are going through the process of implementing the phone system.

3. What Can VoIP Phones Do for My Business?

As you begin to set up your VoIP phone system, you will probably find a lot of practical uses for it at your business. you can use your VoIP phones to create a complete call center system, get a virtual phone extension for everyone at your business, or allow your phone calls to follow you wherever you are. This makes it easier to have a remote workforce, as well.

You can set up your phones with help from a vendor. Follow these steps to ensure your success:

  • Ask your vendor for advice on how to choose the right phone, get the right plan going and start working on phone implementation.
  • Get the right support for the system you chose, whether that is from a vendor or from a technical person you have onsite to help oversee your system.
  • Train everyone on your system appropriately, so they can begin working quickly and using your phone system effectively. Do not forget to provide training on customer service or phone skills as well, if relevant to the position.
  • Use the features offered by your vendor to add additional functionality to your phone system. This can help you get more done at your business.
  • Reassess how your vendor’s service is working for you after you start. A vendor offering a trial period, pay-as-you-go or metered service can help you decide if the VoIP service is right for you.
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