Slowly and gradually more and more people are discovering the benefits of Voice over Internet Protocol (VoIP) for making calls and video conferencing. The widespread use of VoIP is not surprising, considering the cost-saving advantages and multiple other benefits it offers compared to the traditional phone system. If you have been contemplating setting up a VoIP server, but do not know where to start, this guide will assist you in every way.
In this guide, I am going to delve into details about the process of setting up VoIP phones at home or offices, its benefits to the users, and how you can maximize the potential of your new VoIP phone system. Therefore, continue reading to enlighten yourself and discover the step-by-step process to set up VoIP at home or for your business.
How to Set Up a VoIP Phone at Home or the Office?
Setting up modern VoIP technology is remarkably simple, offering performance on par with, or even superior to, traditional cell phones or landline connections. An additional perk of having VoIP phones at home is access to a variety of features, all while saving money on your phone bill. Moreover, setting up VoIP at your home is a breeze; and it works well with most internet connections.
For a smooth experience, you must ensure that your internet connection is robust enough for the demands of the VoIP system. When setting up VoIP at home, connection strength is usually not the main concern.
However, when it comes to setting up VoIP for business, you might need a significant increase in bandwidth. Before moving towards the step-by-step process of setting up a VoIP phone at home or office let me explain in detail how is VoIP different from other traditional or analog phones:
How Is a VoIP Phone System Different From An Analog Phone?
A traditional analog phone operates by connecting directly to the Public Switched Telephone Network (PSTN) using dedicated landlines. In this setting, when you make a phone call, the connection is facilitated by the local telephone company. Simply put, for the analog telephone to work, it requires a physical and direct connection to a phone jack, usually provided by the local telephone infrastructure.
On the other hand, Internet Protocol (IP) phones, connect to a telephone network through a Voice over Internet Protocol (VoIP) provider using the Internet as the medium. Instead of traditional analog signals, IP phones transform audio into data packets, which are then transmitted using the Internet Protocol (IP).
When these data packets reach the VoIP provider’s data center, they are converted back into analog signals. These analog signals are then transferred to PSTN. In simple words, IP phones use the power of the internet to transmit voice communication efficiently.
This approach allows users to experience, the advantages of VoIP, including reduced cost and access to extra features. SIP phones, which function on the Session Initiation Protocol (SIP), offer several advantages in office setups as they do not rely on dedicated landlines. This makes it quite easier to adjust or expand the phone system within an office environment.
In contrast, traditional phone systems require an on-premises Private Branch Exchange (PBX) to share phone services among multiple employees. The PBX is the physical system that manages internal phone connections within a company. SIP phones make it easier to add more users and adjust the phone system in a business without the need for dedicated landlines.
Test Internet Connection and Network
Now, since it is clear what the difference between VoIP and the analog phone is, it is time to discuss the setting up process. Before setting up a VoIP phone, there are certain things and conditions you need to consider and prepare.
VoIP Bandwidth Requirement
It is important to note that making calls over the internet requires a stable internet connection (it’s pretty obvious). Therefore, considering your internet connection is necessary before setting up VoIP at your home. When it comes to VoIP, the approximate bandwidth requirement is 100kbps.
For each VoIP line, you should have an upload and download speed of about 100kbps. However, keep in mind this is a general guideline and can vary based on the specific requirements of your VoIP service, the quality of audio you desire, and other multiple factors.
Furthermore, modern business plans provided by internet service providers often offer gigabit speeds, which is generally more than enough for supporting a VoIP phone system. These gigabit speeds suggest a high level of data transmission capabilities, ensuring a smooth and reliable VoIP experience.
DSL Set up
However, it is important to note that certain home connections, specifically some DSL setups, may have slower upload speeds. Uploading speed is quite crucial for VoIP, as it determines how quickly your voice data is sent to the other party. The emphasis on speed highlights the significance of understanding your internet connection’s details, especially when establishing a VoIP system at home.
Beyond speed, factors influencing VoIP call quality often stem from internet connection instability. Additionally, it is crucial to assess metrics like jitter and packet loss. Jitter refers to the variability in the delay of received packets.
In a stable connection, packets should arrive consistently. However, jitters can cause variations, leading to potential disruptions in voice communication. Therefore, opting for a wired internet connection, such as fiber or cable is more desirable.
Whereas, Microwave and other wireless connections can cause more disruptions or instability, leading to issues with call quality in a VoIP system. Hence, I will remind you again, that choosing a reliable and strong internet connection is a must.
Network Hardware
Your network hardware can be a limiting factor. If the router or network struggles with peak traffic, users may experience problems such as dropped calls or choppy audio. While Wi-Fi is generally suitable for VoIP, a wired connection is more reliable.
Moreover, to check the network’s suitability for VoIP, you can conduct a VoIP speed test. This test checks how well your network can handle VoIP, giving you an idea of potential problems that might affect call quality. Reviewing the test result will help users decide if their existing connection is suitable for a VoIP setup or if improvements are necessary to prevent possible communication issues.
VoIP Hardware
Once you have carefully selected the VoIP provider, the next step in setting up your VoIP system is to purchase the necessary VoIP hardware. As businesses increasingly adopt VoIP as a standard choice, there are now many advanced hardware to choose from.
You do not need a lot of special gear to begin with VoIP. However, making a few smart purchases can improve your experience and open up more possibilities.
IP Phone & Adapter
An IP phone is a piece of equipment that provides a traditional phone experience over VoIP. These phones come from various brands and provide a variety of features. On the other hand, some companies offer adaptors that enable the use of traditional landline phones for VoIP.
In addition, if you have a landline phone at home, you can make it compatible with a VoIP system using adapters. This is a practical choice for those who looking to utilize their existing hardware while shifting to VoIP. If excellent call quality matters a lot to you, consider investing in a premium VoIP desk phone such as the Polycom VVX601.
For those seeking a more budget-friendly option, there are also affordable desk phones available, suitable for basic phone call needs. Moreover, using VoIP headphones is an excellent way to enhance your business phone experience. This provides agents the flexibility to access customer information, communicate with their team, and update a CRM while keeping their hands free.
Consider Utilizing a VoIP Adapter to Keep Your Current Deskphone
If you are tight on budget or wish to continue using your current office phone setup with VoIP, you can achieve this by employing an Analog Telephone Adapter (ATA). ATA serves as a bridge between your traditional analog phones and the VoIP network. This is particularly useful if you have a setup with analog phones that you want to retain.
ATA acts as a translator. It takes the analog signals produced by your traditional phones and converts them into digital signals that can be transmitted over the internet. By including the adapter in your setup, you can effortlessly transition to VoIP without the need to replace all of your existing analog phones.
The VoIP adapter is typically connected between your analog phones and your network. Using an adapter is a practical solution for businesses looking to gradually switch to VoIP without replacing all their communication equipment.
Furthermore, since there is no need to replace any equipment, all staff members are already familiar with the phones. No additional training is required to guide the staff members.
Use Softphones To Reduce Hardware Expenses
To cut down on expenses, consider utilizing a business phone app instead of a desk phone. You can download these apps, commonly known as softphones, to your computer or smartphone. Since VoIP works over the internet, you do not need special hardware.
This removes the need for some steps usually required in setting up office phones. A softphone is basically a type of software or app enabling you to make and receive phone calls. It operates like any other traditional phone in managing calls.
With a VoIP service, you have the flexibility to make phone calls to any telephone or mobile network. VoIP allows you to dial and connect with traditional landline phones as well as mobile phones, making it easy to reach a variety of numbers on different networks.
Look For a Reliable VoIP Provider
Finding the right VoIP provider is quite necessary to enhance cross-department communication. Selecting the right VoIP provider facilitates more efficient and seamless communication across different departments, improving overall internal communication.
Users can have access to CRM, call analytics, and unified communication, not limited to just phone service. Therefore, users must ensure that VoIP providers offer the specific features their business requires before making a decision.
Moreover, with myriads of VoIP providers available in the market, determining the appropriate one can be challenging and confusing. It is necessary to invest time in comparing several providers before making a commitment to a subscription.
When considering a new VoIP system, consider its pricing structure- whether it charges per user, per minute, or a combination of both. In addition, also consider if advanced features are worth any additional costs.
Acquiring a Business Phone Number
Obtaining a business phone number is the next stage in setting up a VoIP phone system. To enroll for a business phone number, you can choose between getting a new phone number or porting over an existing one.
Obtain a New Number and Explore Different Types of Numbers
There are three different types of numbers that you can choose. The types are discussed below:
Toll-Free Number
A toll-free number is not tied to a specific location and can enhance the professional and trustworthy image of your customers. With a toll-free number, customers won’t incur charges when reaching out to support lines. Simply put, toll-free are phone numbers featuring unique three-digit codes, allowing calls to be made from landlines without the caller spending any money.
Local Number
A local area phone number is ideal for small businesses and companies targeting a specific market area. Local numbers are typically free, but some providers may charge customers.
Vanity Number
Vanity numbers are special toll-free numbers that are easy to remember because they spell out words like 1-800-FLOWERS. Getting one usually costs between 10 to 50 dollars each month.
If you want a specific and memorable number, sometimes you might have to buy it from another company. In essence, if you decide to pick a new business phone number, you will have the option to choose a local number or an available toll-free or vanity number.
Transfer Your Existing Phone Number To The New System (Porting)
In some instances, retaining the current phone number may be a priority for businesses, given that customers are familiar with them as a reliable contact point. If there is hesitancy in adopting a new phone number, rest assured there is a way you can keep the existing number.
Number porting is the process of moving a phone number from your current service provider to a new one. With the current VoIP technology, porting, or transferring your existing phone number to a new system is now simpler than ever. To simply transition your old phone number to a new VoIP system, follow the provided steps:
● The first step is to notify your old provider about the transfer.
● Second, share your business details and submit the Letter of Authorization to your new provider. In addition, remember that a legal switch can only happen once the new provider receives this authorization letter.
● Be aware of your port date, so you can effectively discontinue services with your old provider.
With these three easy and straightforward steps, you can effortlessly transition to a new phone system, keeping your existing number and maintaining customer trust. Therefore, if you do not wish to change your existing phone number, follow the instructions mentioned above.
Step-by-Step Guide For Setting Up a VoIP Phone System At Home Or Office
I have explained in detail what you need to do to set up a VoIP phone system but now I will provide a brief summary. Follow the following steps to successfully set up the VoIP phone system at home or your office:
Step1: Select Reliable VoIP Provider
The first and most important step is to choose a reliable VoIP provider and plan. Research and compare different VoIP providers in the market. Carefully investigate their service offerings, reputation, and customer reviews to understand the strengths and weaknesses of each.
Consider aspects such as call management features, scalability, voicemail capabilities, and any additional functionalities that you need. Moreover, also analyzes the cost structure of different VoIP plans.
Step 2: Check Your Internet Connection
Internet connection is quite crucial since you need it to make calls. Therefore, ensure that you have a robust internet connection. Additionally, make sure that your internet speed meets the VoIP requirements, typically ranging from 2 to 4 Mbps for both upload and download speed.
Step 3: Purchase Equipment
The most important tools for the VoIP setup include a VoIP phone (either an IP phone or an adapter for traditional phones), an Ethernet cable, and a power adapter if the device is not Power over Ethernet (PoE) enabled.
Step 4: Connect your Phone
Insert one end of the Ethernet cable into your phone and the other end into your router. Turn on your phone and wait a few seconds for the initialization process to complete.
Step 5: Adjust Settings
Navigate to the VoIP provider’s online platform or phone menu to input your SIP server information, account details, and preferred settings.
Step 6: Verify Your VoIP Phone Setup
Lastly, to ensure everything is working smoothly make a call. Adjust settings for call quality and voice mail as necessary. If you encounter any issue with your VoIP setup, it is advisable to reach out to the product’s manufacturer.
Wrap Up
In conclusion, setting up a VoIP phone at your home and office is easy and does not involve complex steps. To successfully set up the VoIP system follow the instructions provided in this guide.
