A business phone is essential for answering the barrage of phone calls at your company.

With a business phone, you can not only answer your own calls, but also answer other departments’ or other people’s extensions on your behalf, pass calls to other people, and handle multiple incoming calls efficiently. increase.

However, reading all the thick instruction manuals for business phones can be tedious and reluctant.

This article explains how to use a general business phone to receive a call.

The basic functions that are often used are introduced, so please refer to them when answering calls.

How to receive a call on a business phone

First, let me show you how to answer incoming calls.

You can pick up your home phone by simply lifting the handset, but with business phones, multiple calls can be received at the same time, and the incoming calls are divided by department or phone number. There are also several methods .

In addition, business phones have customizable buttons called “function keys” so that companies can assign their own functions.

The operation method may be completely different depending on the model and company settings, so please check the exact operation method on your office phone.

receive an incoming call

In an office, different departments may use different extension numbers.

Business phones can also pick up incoming calls to other departments.

If your phone is ringing

If dialing in, the phone at your desk will ring.

When picking up a ringing phone, you may be able to answer the call simply by lifting the handset.

If the call does not go through even after picking up the handset, press the button for the incoming line.

If you are receiving a call from another phone number or the number of another department

When you pick up a call that does not come directly to your phone, such as a call to another department or main phone, you can answer it by lifting the handset and pressing the trunk line button with the incoming lamp flashing.

Depending on the model, you can also press the line button and then pick up the handset.

Some companies assign the phone number of each department to the function keys on the phone, so that you can answer by pressing the function key.

For example, if the “accounting department” function key light is flashing, you are receiving an incoming call to the accounting department’s outside line.

Even if you’re not in the accounting department, pick up the handset and press the “Accounting department” function key to connect.

receive an internal call

Extensions are used for communication between employees.

In the case of extensions, it is also possible to answer incoming calls to other desks on behalf of others.

Receive an internal call to yourself

A different extension number is assigned to each extension.

Incoming calls to your own extension number will only ring on your desk phone, so you can answer the extension by lifting the handset.

Answer another employee’s extension

Even if you receive an extension call, the caller may not be there and the caller may be ringing all the time.

Incoming calls from internal lines only ring on the person’s phone, but you can answer the call on your behalf from the phone at your desk without having to go to the desk and pick up the phone.

When the extension at the other seat rings, pick up the handset and press the “pickup” button to answer the extension.

how to respond to a catch

Home phones and mobile phones have a service called “call waiting” that allows you to answer an incoming call while you are on a call.

This is to prevent you from missing a call because you were on a call.

If there is another incoming call during a call, it will be notified by a special ring tone, and the call will be switched by pressing the “hook” button.

business phone catch

Business phones with multiple-line contracts can receive multiple calls at the same time.

If you receive a call while you are on a call, it will not interrupt your current call, but will connect you to another line.

For example, if “Tsuji 1” is busy, the call will be received on “Tsuji 2”.

At this time, it would be nice if someone else could answer the “outline 2” call, but if there is no one other than you who can answer the call, you may have to interrupt your own call and answer.

I’ll show you how to respond when someone calls you while you’re on a call.

How to respond to catches

This is the answering procedure when an incoming call is received on “Tsuji 2” while you are talking on “Tsuji 1”.

1. Say a few words to the other party on the call and then press the “hold (hook)” button.
2. You can answer the catch by pressing “Outline 2”.
3. When the call ends, press Hold (Hook) again.
4. Pressing “Tsuji 1” restores the call to Truss 1.

In addition, depending on the model, there are some that can sound a notification sound so that you can notice when a catch is entered.

How to forward incoming calls

Calls to the company are not only addressed to you.

Use the forwarding function of your business phone to handle incoming calls that are addressed to another person.

Use either of the two methods depending on the distance to the other party to transfer.

Caller nearby: put on hold and cancel on other phone

Verbal transfer is possible when the other person is seated nearby, such as when transferring to someone on the same island .

How to use the hold button/outline button

1. When you answer the incoming call on “Tsuji 1” and press “Hold” to transfer the call, the lamp of the “Tsuji 1” button flashes.
2. Orally tell the person to whom you are going to take the call, “Mr.
3. When the other party picks up the handset on his desk phone and presses the “Tsuji Line 1” button, the call is transferred.

How to use the Park Hold feature

If your phone has buttons labeled “Park Hold 1” and “Park Hold 2”, use the Park Hold button to transfer.

1. If you press “Park Hold 1” during a call, the lamp will flash.
2. Orally tell the person to whom you are relaying, “Mr.
3. When the other party picks up the handset on their desk phone and presses the “park hold 1” button, the call is transferred.

The other party is far away: Call the extension and transfer

If the other party is in a distant seat or on another floor, you can first call the other party and tell them that you are going to take the call, and then transfer the call from the extension line .

How to use the transfer button

If your phone has buttons labeled “Transfer” or “Extension Transfer”, use this button to transfer the call.

1. Press “Transfer (extension transfer)” during a call.
2. Dial the extension of the person you want to transfer the call to.
3. When the other party answers, tell the other party what the call was about.
4. Hang up the handset to complete the transfer.

If you hang up the phone immediately after you finish speaking your message, the call may suddenly connect and upset the other party.

Put down the handset after saying something like “I will forward the call” or “Nice to meet you”.

How to use the hold button

For models that do not have a transfer button, use the hold button.

1. Press “Hold” during a call.
2. Dial the extension of the person you want to transfer the call to.
3. When the other party answers, tell the other party what the call was about.
4. Hang up the handset to complete the transfer.

Leave the call forwarding service “Canario” to handle incoming calls

Business phones come with a variety of functions that make receiving calls more efficient, but they are difficult to learn and use.

Moreover, it is easy to make mistakes such as making a mistake in the procedure or pressing the wrong button when holding or transferring a call.

Therefore, we recommend the call forwarding service “Canario” provided by NEC Networks & System Integration Corporation.

Since the AI ​​performs the primary response to the phone, there is no need to learn how to operate the phone in the first place.

Using AI’s voice recognition function, you can listen to and transfer the name of the named person in charge, or you can transcribe the business or message.

You don’t have to worry about missing a call, so it’s perfect for going out, telework, and calling after hours.

Article Summary

We introduced how to operate a business phone when receiving a call, such as “answering a call”, “answering a call”, “holding”, and “forwarding”.

If you are unsure about how to use your phone, or if you are having trouble getting your work done because it takes time to answer the phone, please consider using the AI-supported call forwarding service “Canario.”