How to use VOIP phones

This page was last edited on 27 December 2022, at 15:06.

This document explains how to use VOIP phones. VOIP phones are phones that can be used like usual landline phones, but transmit all data over the internet, not over phone lines. In addition, it is popular to configure VOIP phones as part of a HostedPBX setup, in which case the phones become very flexible in what they can do.

How to set up a new VOIP phone

in the case of Cisco phones:

Basic Setup

  1. Look on the back side of the phone - write down the MAC ID number and pass it to your Hosted PBX provider.
  2. Connect the phone to the internet and turn it on.
  3. Press the Menu Button on the phone.
  4. Scroll down to 14: Factory Reset, say yes to all. Wait for phone to reboot.
  5. Once phone is on, press Menu, go to 9 Network -> Look at 2. Current IP, which will likely be in the format of 192.168.1.XX.
  6. On a computer that is on the same network or wifi, open browser and type the IP address (, for example) in the address bar
  7. On the top right, click Admin Login
  8. On the top right, click Advanced
  9. Click the Provisioning tab
  10. Change Profile Rule to$MA.cfg
  11. Click Submit All Changes at bottom
  12. In a minute or two, the phone will reboot and display the extension number.

How to use a PoE switch to power a PoE-supporting phone

A TP-Link PoE Switch

Some VOIP phones, for example the Cisco 504G, support receiving electricity over the network cable. This is called Power-over-Ethernet (PoE).

  1. You will need a device that passes the network signal and adds electricity to it. Routers that include PoE out of the box are rare, so you'd need either a single-port PoE adapter or a PoE switch. Ensure that the electrical output provided by the device is enough to power your phone. For example, this device is meant to power WiFi access points and was not enough for the phone. On the other hand, PoE switches should have no problem powering a phone.
  2. From your router, connect a network cable to Port #5 of the Switch.
  3. From any of the remaining ports in the Switch, connect a network cable to the phone. Connect to the port labeled "SW".
  4. You can also connect the phone port labeled "PC" to any other device (typically a computer), and have the phone act as a mini switch that gives a network connection to your computer. Especially if your computer and phone are far away from the router or switch, this will save you the inconvenience of laying two long cables - one each for the phone and computer separately.

How to transfer calls between VOIP phones on the same hosted PBX system

0:01 Simple Transfer: Pick up call - Xfer button - Dial Extension - Xfer button

0:30 Talk with Staff before Transfer: Pick up call - Xfer button - Dial extension - Talk with the person - When done talking, press Xfer button

1:38 Parked Transfer: Pick up call - Xfer button - Dial 9000 - Anyone anywhere in the phone system can press 9001 to pick up that call

* Note that the 9001 becomes 9002 if 9001 is already taken (with another prior parked call), and 9003, and so on.

3:57 How to get back to call after transferring out (variation 1)

4:58 How to get back to call after transferring out (variation 2)