Author Archives: Derrick Lewis

About Derrick Lewis

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

Phone.com University

Phone.com University – How to Transcribe Your Voicemails to Text

by Derrick Lewis

Tired of listening to each and every voicemail? Phone.com offers a voicemail transcription feature which will transcribe your voicemails to text. We offer two forms of voicemail transcription:

  • Human Assisted Transcription: The first minute of your voicemail message is transcribed by a human.
  • Automated Transcription: Voicemails are transcribed to text via our automated computer system.

Voicemail transcription is activated on an extension-by-extension basis. Let’s walk through how to enable this feature.

Activating Voicemail Transcription

  1. Mouse over Configure and select Manage Users & Extensions.
  2. Select Edit for the extension you want to activate transcription on.
  3. Scroll down to the Voicemail section.
  4. Select the checkbox for Voicemail Transcription.
  5. Select either Human Assisted Transcriptions or Automated Transcriptions.
  6. Select Save Changes.

transcription

After saving your changes, voicemail transcription will now be activated for your chosen extension. You can replicate this process for all the extensions on your account that you want voicemail transcription for. 

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

home-phone

Why You Should Use VoIP for Your Home Office Phone

by Derrick Lewis

If you are running your business from your home office on a land line, now is a great time to consider switching to a VoIP solution. VoIP offers many excellent benefits for a business owner that a land line simply can’t compete with, including:

  • Exceptional call quality. Enjoy crystal clear, high-definition audio quality with a VoIP phone. A land line will never be able to match the clarity that a VoIP phone can offer.
  • More features. Does your land line include menus, dynamic call forwarding, schedules, and the handful of other features that VoIP offers? These features are necessary to run a successful business these days.
  • Less Expensive. Phone.com offers competitive pricing as compared to a land line, with flexible minute options scalable for all businesses. Compared with all the features you get with a VoIP service, the price vs. benefits far exceeds that of a land line service.

If your interest is piqued, come learn how to set up a home office phone with Phone.com.

How Can I Learn More?

Join us for a free 30 minute webinar on how to set up a home office phone with Phone.com.

We’ll teach you how to order one of our telephone adapters, connect it to your network, and start making some calls!

When

Thursday, September 11 10:30am – 11:00am.

How

Register Now

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!