How to Use a Multi Line Phone

shutterstock_27880564Some businesses do not capitalise on the full range of benefits when a multi line phone is available, simply because staff members do not know how to use, access or apply all of the different functions. While appealing outcomes such as enhanced productivity and improved communication are on offer, there is no denying that some multi line phone systems are confusing.

If this is the case for you, or in your business setting, the good news is that most phone systems work fairly similarly, even though they may have different features and come in different types and system sizes.

Multi line phones

From the outset, it is important that you note that while multi line and private branch exchange office phone systems are quite similar, they have different levels of complexity. The standard multi line phone is the most simple of the different varieties and has eight to ten separate lines that reach a single phone. An individual line is usually shown on the display on the phone. Manual operation is needed for multi line phones, whereas a Private Branch Exchange (PBX) system is an automated system most commonly used by larger businesses.

More on multi line phones

The available options on a multi line phone determine how it works. Basically, you will find that a separate phone number is allocated for each line that makes up a system. Each number can be treated as a separate line (and separate telephone numbers published for the reference of customers, clients, colleagues and others).

With multi line phones, voice mail and call transferring is usually available, together with a speaker system that can be used by a receptionist to notify an employee that they have an incoming call.

How to use a multi line phone

To use some of the basic functions of a multi line phone, the following instructions will be helpful to you.

  • Auto dial can be programmed by pressing the ‘Autodial’ key, while the headset is on the cradle. You can then dial one number or multiple numbers that you want to call and press the ‘Autodial’ button to ensure that they are stored in the phone. When wanting to dial a number saved, you need to select the numbers that you want to call and then press ‘Autodial’.
  • Conference calls can be made to others by pressing the ‘Conference’ button and dialling the number to be called. The ‘Conference’ button should then be pressed again.
  • To call a number outside of the building, the external access number (very often ‘0’ or ‘9’) should be pressed, followed by the number to be called. However, to make an internal call, it is only necessary to dial the number of the person or extension you want to reach.
  • With many multi line phone systems, you can listen to messages by dialling the number of your own extension, followed by the ‘Message’ button.
  • Numbers for speed calling can be assigned by pressing ‘Speed Call’ and then the number that you want to assign to each space available. When the number has been assigned, the ‘Speed Call’ button should be pressed.
  • To dial a number saved for speed calling, the process is very simple. You need to press ‘Speed Call’, followed by the position of the number that you will dial (one through to the highest number available on the phone you are using).
  • Calls can be transferred by pressing ‘Transfer’ and the number of the person to receive the call. The ‘Transfer’ button should be pressed again.

Multi line phone systems work in a similar way to single line systems, but are designed to improve efficiency and communication within and outside of your business.