Voice over IP Phone System Guide

SoftPhone Application Setup

Our corporate phone system is entirely software-based (VoIP), meaning you do not need a physical desk phone to make or receive professional calls. Download the 'SoftPhone' app and sign in with your extension and corporate credentials. This app allows you to take your business line with you anywhere you have an internet connection. For the best audio quality, always use a high-quality USB or Bluetooth headset rather than your laptop's built-in microphone and speakers. Using the app ensures that your personal phone number remains private when calling clients, as the recipient will only see your professional caller ID. The app also integrates with your Outlook contacts, making it easy to dial colleagues with a single click.

Voicemail Management and Transcription

Our VoIP system includes an automated 'Voicemail to Email' feature. When someone leaves you a message, the system transcribes the audio and sends both the text and the audio file directly to your Outlook inbox. This allows you to 'read' your voicemails without having to dial into a mailbox, saving significant time. To change your voicemail greeting, go to the settings menu in the SoftPhone app and record a new prompt. We recommend updating your greeting if you will be away for an extended period, providing callers with an alternative contact. Remember to keep your greeting professional and concise, including your name and department to reassure callers they have reached the correct person.