Author Archives: Derrick Arteus

About Derrick Arteus

Derrick Arteus is a Customer Service Representative at Phone.com.

Phone.com University

Phone.com University – Creating a Menu System for Your Business

by Derrick Arteus

Menus (or phone trees) are a great way to enhance your customer’s experience with a professional greeting and a listing of department options for your business. Creating a menu on your account requires the following steps to complete:

  1. Add a greeting for your menu that outlines the number selections a caller can enter (e.g. press 1 for sales, press 2 for customer service).
  2. Add a menu and attach your greeting.
  3. Set up the forwarding options for each number prompt on your menu.
  4. Forward your Phone.com number to your menu.

Now that we understand the process, let’s walk through this step-by-step.

Adding a Greeting

  1. Mouse over Configure and select Add a Greeting.
  2. Enter a nickname for your greeting in the Nickname field.
  3. Record your greeting using either Text To Greeting, Record From Phone, or Upload New File.
  4. Select Save Greeting.

greeting

Adding a Menu

Now that your greeting is made, you’ll add a menu to your account and attach the greeting as the primary message. 

  1. Mouse over Configure and select Add a Menu.
  2. Enter a name for your menu in the Name field.
  3. Select the greeting you made in the steps above in the Outgoing Message section.
  4. Select Continue.

menu1

Configuring Your Menu

This process will differ depending on your unique needs. In our example, we will show how to set up the forwarding for one of the number prompts on the menu. You can replicate this process and configure your settings as needed.

  1. Select Edit for menu option #1.
  2. On the Call Handling Rules page, change Select Operation to Forward Call.
  3. Enter an extension number in the white box.
  4. Select Save Rule Settings.

menu2

The above was a simplistic forward call setup to an extension on our account. Please modify this as required for your particular needs.

Forwarding To Your Menu

The final step is to forward your Phone.com number to your created menu. 

  1. Mouse over Configure and select Manage Numbers.
  2. Select Edit for the number you want to forward to your menu.
  3. Select Edit for Number Action.
  4. On the Call Handling Rules page, change Select Operation  to Goto Menu.
  5. Select your menu in the drop-down box.
  6. Select Save Rule Settings.

chr

Your menu setup is now complete. Anyone that calls your Phone.com number will hear your menu greeting and can choose the number selection selections you have created in your settings.

That’s it for today, see you next Monday for some more Phone.com knowledge!

faxessms

3 Reasons Why You Should Replace Your Fax Machine Today

by Derrick Arteus

Traditional faxing is soon to become an obsolete obstruction in your home office setup. Those big, bulky devices are being replaced with cloud-based solutions like the one that Phone.com offers, which allows you to send faxes directly from your computer or smartphone. 

Here’s 3 great reasons to start sending and receiving digital faxes today with Phone.com:

  • You can send a fax wherever you have your computer or smartphone. Faxes can be sent digitally directly from your Phone.com account, or you can send them from our iPhone app.
  • Be notified of your received faxes via email. No more sitting around the fax machine waiting for a fax to arrive. Be notified right when you get your digital fax through email.
  • Reduce your paper clutter. You can save copies of your faxes as PDFs on your computer and reduce all of that paper clutter in your office.

Ready to toss that fax machine and get started with digital faxing? Before doing so, Phone.com CTO Alon Cohen recommends that “if your VoIP vendor does not support T.38 protocols on their analog telephone lines, or you fax internationally, then keep using a landline for faxing.”

Alon did go on to recognize that Phone.com currently utilizes the T.38 protocol for virtual faxing as well as on the Grandstream HT702 Analog Telephone Adapter. This dramatically improves the reliability of faxes in transmission from a digital to an analog signal.

How Can I Learn More?

Join us for a free 30 minutes webinar as we learn how to send and receive faxes on your Phone.com account. In addition, we’ll also be covering how to send and receive text messages.

What

  • Learn how to configure your Phone.com number to receive faxes and text messages.
  • Learn how to send text messages and faxes directly from your account.
  • Learn how to set up email notifications for your received faxes and text messages and how to check your inbox.

When

Thursday, August 28 10:30 AM – 11:00 AM PST.

How

Register Now

Phone.com University

Phone.com University – Creating a Schedule for Your Business Hours

by Derrick Arteus

If you don’t want your business phone ringing at all times of the day, then schedules are the feature you’ll need to get some rest after a long day. With schedules, you can specify a specific set of hours that your phones will ring for, and have all calls outside of your business hours go directly to voicemail.

To add a schedule on your account, you’ll need to:

  • Add a schedule to your account for business hours.
  • Apply this schedule in your Call Handling Rules where you forward all of your calls.

Adding a Schedule

Keep in mind, you may need multiple schedules to accommodate your unique scheduling needs. This example will show a basic one schedule setup.

  1. Mouse over Configure and select Add a Schedule.
  2. Enter a unique name for your schedule in the Schedule Name: field.
  3. Select your Schedule Type.
  4. Set your schedule hours in the Hours section.
  5. Select your timezone in the Time Zone: section
  6. Select Save Changes.

schedule

Applying Your Schedule

Again, applying your schedule to your Call Handling Rules might differ slightly depending on your unique setup. In this guide we will be applying our schedule directly from our number settings. 

  1. Mouse over Configure and select Manage Numbers.
  2. Select Edit for the phone number you want to apply your schedule to.
  3. Select Edit for Number Action.
  4. On the Call Handling Rules page, change All Calls to Received During and select your schedule in the drop-down box on the right.
  5. Change Select Operation to Forward Call and enter an extension or phone number in the white box.
  6. Select Add New Rule.
  7. Change the second Select Operation to Leave Voicemail.
  8. Select Save Rule Settings.

chr

In the above example, during our business hours we are forwarding all calls to our specified phone number. Any calls that fall outside of those business hours follow the rule section #2, which sends calls directly to voicemail. 

That’s it for today, see you next Monday for some more Phone.com knowledge!

webinar_splash_8-21

Why Your Business Should Be Using Queues to Forward Calls

by Derrick Arteus

If your business is like any other, then you probably have a customer service or sales team with multiple employees answering the phones throughout the day. If this sounds like you, then it’s time to utilize Phone.com’s Queues feature so you never have to worry about setting up your call forwarding again. 

Queues have several benefits, including:

  • Routing incoming calls to a specific group of phone numbers. Never worry about having to set up individual forwarding to each employee’s phone number. You can set all your numbers to be dialed once in your queue settings.
  • Queue members are dialed in order. Everyone gets an equal share of your calls with queues. If one of your employees answered the last call, then the queue system will dial the next person listed.
  • Play custom hold music while your callers wait. While customers wait on hold in your queue, you can play a personalized introductory greeting and pleasing hold music.

Now that you have the benefits, how about learning some more?

How Can I Get Started?

Join us for a free 30 minute webinar where we’ll teach you how to start forwarding your calls using our Queues feature.

What

  • Learn how to create your queue and add add members from your customer service or sales team.
  • Learn how to set your queues intro greeting and set your desired hold music.
  • Learn how to forward your Phone.com number to your queue and use schedules to route calls to different queues based on the time of day.

When

Thursday, August 21 10:30 AM – 11:00 AM PST.

How

Register Now

Phone.com University

Phone.com University – How to Place and Receive Calls from Your Computer

by Derrick Arteus

Our Phone.com Communicator softphone will turn your already robust computer into a fully-featured phone, with the ability to:

  • Place and receive calls using your Phone.com number as the caller ID.
  • Manage your extension inbox to view faxes, SMS, and voicemail.
  • Access your extension’s address book to manage your contacts.

Let’s walk through how to set this up on your account.

Adding Your Communicator Extension

  1. Mouse over Configure and select Add a User/Extension.
  2. Select Communicator for the extension type.
  3. Select the checkbox to agree to the licensing terms.
  4. Select Add Communicator.

addextension

Downloading the Communicator Softphone

Once you have added your Communicator extension to your account, you’ll then need to download the softphone and install it on your Mac or PC. 

Download communicator

Once that is installed, you’ll need to retrieve your login information within your Communicator extension settings. 

Logging Into Communicator

Please Note: The username and password for Communicator is not the same username and password that you use for your Phone.com account.

  1. Mouse over Configure and select Manage Users & Extensions.
  2. Select Edit for your Communicator extension.
  3. Select View Login Info.
  4. Make note of your Username and Password.

login

Receiving Calls on Your Communicator

This process might differ slightly depending on your unique setup. However, the basic foundation can be found in the steps below for you to replicate on your own account.

  1. Mouse over Configure and select Manage Numbers.
  2. Select Edit for the Phone.com number you want to forward to your Communicator.
  3. Select Edit for number action.
  4. On the Call Handling Rules page, change Select Operation to Forward Call.
  5. Enter your Communicator extension in the Forward Call white box.
  6. Select Save Rule Settings.

forwarding

All calls that dial your Phone.com number will now be forwarded to your Communicator.

That’s it for today, see you next Monday for some more Phone.com knowledge!