Ring Groups; Special Purpose Extensions - ooma Office telephone system User Manual

Ring Groups

If you have a multi-person team such as accounting or sales, Ring Groups can be a useful tool
for distributing incoming calls to users with the same job function. A Ring Group can be set up to
sequentially ring each user in the group in order (sequential), or or to ring all of the users at once
(simultaneous). In either case, the first user to pick up will answer the call.
If no one in the Ring Group answers the call, you can have the call can be automatically transferred to
another extension or voicemail box on the system. For example, if your company employs a receptionist
you can configure the system to route incoming calls on your main business number to the receptionist,
but if the receptionist is unable to answer the call then have the Virtual Receptionist pick up.
To get started with Ring Groups, visit:
http://office.ooma.com/ring_group
The users that are included in a Ring Group can be changed at any time. You can also adjust how
long an incoming call will wait for an answer until it is routed to an alternative extension on the system.
Incoming Call
Ext 101 Ext 104
Ext 102 Ext 103
Ring Group (simultaneous ringing)
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Incoming Call
No
No No
Ext 101 Ext 104
Ext 102 Ext 103
Ring Group (sequential ringing)

Special Purpose Extensions

There are two types of extensions that are dedicated to a specific purpose in Ooma Office. These
extensions provide either electronic fax or conference bridge functionality to the business.
Virtual Fax
Virtual Fax allows employees to send and receive faxes online. All incoming faxes are
emailed to a single address as a PDF file. Any user can also send PDF or TIFF files as faxes
from their End User Portal account. Set up the Virtual Fax extension by visiting:
http://office.ooma.com/virtual_fax
The Virtual Fax extension comes with its own dedicated fax number. You will select this
phone number when Virtual Fax is being set up for the first time.
Conference server
Create meeting rooms where up to 10 internal or external parties can dial into the same call.
You can host up to 10 simultaneous meeting rooms, each with a unique meeting ID. You
also have the option to configure a passcode for each meeting room.
Add a conference server and set up meeting rooms online at:
http://office.ooma.com/conferences
The conference server comes with its own dedicated phone number that is selected during
the initial setup. To use the conference server, all participants will dial that dedicated number
and enter the meeting ID number to enter the appropriate meeting room.
Administrator Guide
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