Author Archives: Derrick Lewis

About Derrick Lewis

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

Phone.com University

Phone.com University – Setting Schedule Exceptions for Holidays and Meetings

by Derrick Lewis

Schedule exceptions are an easy and efficient way to account for holidays, meetings, or other engagements that are outside of your normal business schedule hours. 

We recently updated schedule exceptions to make them even easier to manage! You can now choose a specific holiday from a list and immediately add it as an exception. 

Let’s walk through how to set schedule exceptions on your account for holidays and custom date ranges. 

Note: This guide assumes that you have already created a schedule on your account. If you haven’t yet, see our guide for creating a schedule.

Setting a Holiday Exception

  1. Mouse over Configure and select Manage Schedules.
  2. Select Edit for your chosen schedule.
  3. Select Yes in the Holidays and Date Ranges section.
  4. Select the Add a Holiday tab.
  5. Select your holiday in the Holiday drop-down box.
  6. Select Add.
  7. Select Save Changes.

holiday

Setting a Custom Date Range Exception

  1. Mouse over Configure and select Manage Schedules.
  2. Select Edit for your chosen schedule.
  3. Select Yes in the Holidays and Date Ranges section.
  4. Select Add a Date Range.
  5. Specify the Start Date and End Date for your exception.
  6. Select Add.
  7. In the Date Range/Holiday List, slide the two gray blocks between the hours you want your schedule exception applied for.
  8. Select Save Changes.

dateexception

The example above will set an exception to our schedule between 12pm and 3pm on September 9th, 2014.

Now that your schedule exceptions are added, they will automatically activate once the date arrives. 

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

conference-calls

3 Tips For Hosting an Awesome Conference Call

by Derrick Lewis

Your next conference call doesn’t need to end up like this:

With a little planning and preparation, you can ensure that your next conference call is awesome, informative, and runs smoothly. Here’s 3 tips to make your next meeting the best one yet:

  • Practice beforehand. If this is your first time using your conferencing software, then spend some time before the actual meeting learning how everything works. Each service has unique methods for muting/un-muting callers, or ending the call.
  • Have a backup plan. Technology has its moments of random oddities. Ensure that everyone on the call has a copy of the presentation slides, agenda, and an alternate call in number.
  • Have attendees mute themselves. Nothing ruins a presentation more than the background noise of someone listening in on your call in what sounds like an airport. Let everyone know how they can mute and un-mute themselves when they want to talk.

Now that you have some great tips to get you started, why not use Phone.com for all of your conferencing needs? Every Phone.com account provides a free conferencing bridge with unlimited monthly minutes.

How Can I Learn More?

Join us for a free 30 minute webinar where we’ll teach you how to start hosting conference calls with your Phone.com account. 

What

  • Learn how to access your free Conference Bridge Number and PIN.
  • Learn how to record your conference call with a dedicated Phone.com number.
  • Learn how to set up an international or toll-free number to make your conference calls local for callers.

When

Thursday September 4 10:30AM – 11:00AM PST.

How

Register Now

Phone.com University

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

by Derrick Lewis

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 Lewis

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 Lewis

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!