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Phone.com University

Phone.com University – How to Set Up a Dial-by-Name Directory

by Derrick Arteus

A dial-by-name directory is a great option for allowing callers to reach specific employees in your business. To set this up properly, you will need:

  • An extension for each employee in your dial-by-name directory, with their name set in the extension settings.
  • (Optional)  A recording of each employee’s name set in his or her extension settings. If you don’t create a greeting, then an automated voice will read the name to callers.
  • A forwarding action in your call-handling rules that directs callers to your directory.

Creating an Extension for an Employee

  1. Mouse over Configure and select Add a User/Extension.
  2. Select your extension type.
  3. Enter the employee’s name in the Name: field on the extension settings page.
  4. Select Save Changes.

dial1

Repeat the steps above for each employee.

Adding a Recorded Name Greeting

  1. Mouse over Configure and select Add a Greeting.
  2. Select Save Greeting after recording your greeting.

Once your greeting is saved, you then need to set it on the extension settings page.

  1. Mouse over Configure and select Manage Users & Extensions.
  2. Select Edit for your employee’s extension.
  3. Select your greeting in the Recorded Name: drop-down box.
  4. Select Save Changes.

dial2

Repeat the steps above for each employee.

Forwarding to Your Dial-by-Name Directory

This process will differ slightly depending on your setup. For this example, we will assume you want to forward to your directory from your menu.

  1. Mouse over Configure and select Manage Menus.
  2. Select Edit for your chosen menu.
  3. Select Edit for the chosen number prompt you want callers to press to get to your directory.
  4. Change Select Operation to Dial-by-name Directory.
  5. Select Save Rule Settings.

dial3

Finally, test your dial-by-name directory by calling your company phone number to ensure that it works for callers.

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