Step-by-step guide to setting up a virtual phone system
Virtual phones aren’t just for large-scale contact centers. A virtual phone system provides the indispensable features of an all-in-one communications system for small businesses too. Thanks to rapid implementation and affordable monthly subscriptions, the virtual phone is transforming small business communications and offering small business owners flexibility and control over their dialing lines—Ideal for customer support teams with call handling and call forwarding capabilities, remote working, and so much more.
In this article, we’ll lay out a comprehensive guide to virtual phone services, answer virtual phone system faqs and help you set up your very own virtual business phone.
What is a virtual phone system?
A virtual phone system handles your business calls over the internet. This means that you’ll be able to make calls from any device (cell phone, laptop, computer, softphone) with your cloud phone.
A virtual phone, as a cloud-based phone system, does more than just facilitate calls. You’ll be able to manage your incoming and outbound calls, send internet faxes, text messages, voicemail messages, and join live telephone or video meetings, whatever your location.
Adopting a virtual phone saves businesses the hassle and costly pricing associated with setting up complicated landline phones. Instead, your virtual system acts much like a hosted website. You won’t need to maintain any hardware. Simply use the remote server for simple call management on a phone line of your choice.
Incoming callers will be answered by queue greeting messages or phone tree functions on your professional virtual number, and you’ll be able to pick up from your business line from any device—even your personal cell phone.
A virtual phone is ideal for small business entrepreneurs, freelancers, and small teams in need of flexible, scalable, and inexpensive business phone options and team messaging. RingCentral MVP’s virtual phone services provide full HD VoIP solutions across all devices. With a virtual PBX system, auto-attendant, and advanced call routing capabilities, you’ll be able to forward incoming calls to your virtual business phone number.
How does a virtual phone work?
Virtual phones work by connecting calls between toll-free phone numbers and users. Powered by Voice over Internet Protocol (and your business VoIP provider), virtual phone extensions replace physical telephone networks. VoIP systems provide the same telephony functionalities as a standard landline PSTN but with added flexibility. Because virtual phones exist on the internet, users can set up VoIP to forward and direct calls from any device, whether an office phone or mobile phone.
The benefits of using a virtual phone system
There are many variations on the business phone model, but virtual phone systems offer some tremendous benefits—especially for small businesses and startups in need of flexible, scalable solutions to their call handling needs.
|Easy to set up||One of the best things about a virtual phone is how easy it is to set up. Traditional phone systems like private branch exchange (PBX) systems usually come with lengthy and expensive installation processes.
But with RingCentral as your business phone service provider, your virtual phone can be set up in minutes. You just need a high-speed internet connection.
|Low cost||Virtual phones are significantly cheaper than other business phone systems. You can access virtual phone systems from your business phone provider for a manageable monthly subscription fee. Plus, you won’t have hardware to maintain—meaning even more savings.|
|Flexible||You can use your virtual phone from any internet-enabled device—iOS, Android, you name it. You won’t be limited to your desk phone, making virtual phone setups ideal for agile, remote teams, and freelancers.|
|Professional||Virtual phone infrastructures offer the professionalism of a business phone set (complete with toll-free number and call routing capabilities) but without being weighed down.
Even though your virtual phone can be accessed from an existing phone or mobile device, each member of your team will have their own unique professional identity when using their business lines.
|Collaborative||Virtual phones are highly collaborative communication systems. Thanks to advanced features like SMS messaging, call recording, real-time video conferencing, and voicemail transcription, it’s so easy to collaborate with team members even if they are in dispersed locations. Team collaboration is just a click away.|
RingCentral’s virtual phone service is built to support businesses with unlimited calling, VoIP phone capabilities—including business calling, virtual toll-free numbers, caller IDs—and additional features like text messaging, faxing, HD video online meetings, and call analytics and reporting.
With RingCentral, you’ll be able to build a national or local presence with virtual phone numbers and use your business telephone numbers anytime, anywhere, and on any device.
How to set up your virtual phone
Ready to set up your very own virtual phone?
Step 1: Select a business phone plan & phone number
- Log in to your RingCentral account.
- Navigate to phone system.
- Select phone numbers on the sidebar.
- Navigate to the assigned tab.
- Select add number and select the relevant country.
- Select local number, toll-free, or vanity number, as applicable.
- Select a number from the list and confirm by clicking add numbers.
Step 2: Manage your phone extensions
- RingCentral Audio Conferencing
- RingCentral Meetings
Step 3: Record a phone greeting
Step 4: Start receiving calls
Your virtual phone is just seconds away
Your phone system should make running your business easier. With RingCentral, setting up your virtual phone system for your business is super easy. In fact, your new virtual phone line is just a few seconds away. Virtual phone systems cost very little and provide small companies with agility, flexibility, and scalability. Virtual phones allow small businesses and startups to meet all their business needs.
*Void where prohibited or restricted. Offer valid until December 31, 2021. Discounts based upon list price published prior to Offer start date. Free Month(s) Conditions subject to the quantity of years purchased under qualifying RingCentral MVP plans purchased, and between 2 and 399 digital lines required. Additional Terms and Conditions apply.