What is a Virtual PBX System?
A virtual PBX system is a network of different communication channels that exists without physical connections. It is hosted by a service provider, allowing users to connect even their existing phone lines to a single main number. Aside from connecting extensions, a virtual PBX has revolutionized business communications by introducing advanced features that commonly utilize the Internet.
Small businesses get a lot of advantages from a virtual PBX system. Since it does not require the purchase and maintenance of hardware, it is affordable and easy to use. This way, startups and even telecommuting professionals have access to intelligent phone systems that are on a par with what large corporations have and use.
Through the years since it was introduced, VoIP has grown and expanded to what we now know as a virtual PBX. By enhancing VoIP capabilities, users are able to achieve more using their VoIP phones. They can also manage faxes and voicemail messages much like how they manage their online communications such as email and chat.
Most service providers allow different file formats to be retained as documents are sent as faxes. Also, Microsoft integration helps users handle growing contacts list. In a way, virtual PBX sends all communications to the Internet. This is very advantageous to most users who are online most of the time.
It also offers a significantly more affordable alternative than traditional phone lines. Phone calls cost much lower, and there are no long distance charges except for international calls. Drawbacks such as poor connections have already been eliminated, giving an even clearer transmission than traditional phone lines.
Any business, whether small or large, would find a lot of benefits in a virtual PBX system. It has revolutionized VoIP and has created a more sophisticated communications suite that is available at a very affordable price.
Features and Functions of a Virtual PBX System
Auto-Attendant
Every call made to your number is answered by an auto-attendant. It gives out instructions on how callers can reach the appropriate person for their need or concern. The auto-attendant saves you the need to hire an actual receptionist, as it takes the role of directing callers to the extension they need.
Extensions
An office phone system can accommodate several extensions, depending on your needs and the demands of your business. If you need your office phone system to manage calls coming from hundreds of customers, it is best to get more extensions for you to be able to accommodate every caller. However, if you need your office phone system to simply connect your employees, you can instead get each department or employee their own extension numbers.
Call Forwarding and Routing
This is an integral feature of an office phone system. Based on the call routing and forwarding settings of your system, callers are sent to different extensions, rejected, or sent to voicemail. You can create and change the settings for your call routing according to time of day, day of week, caller ID and other factors.
Online Call Management
A virtual office phone system has online management. By logging in to your account, you can perform actions, change settings, view call logs, and access voicemails and faxes.
Dial-by-Name
When callers dial your number, they are given the option to reach the person they need through dial-by-name directory.
Voicemail
Each extension included in an office phone system is equipped with voicemail. This ensures that no call is neglected. Unanswered calls are sent to voicemail which you can access through your phone or your online account.
Dial-by-Extensions
Callers can automatically dial the extension of the person they are trying to contact instead of waiting for the auto-attendant to give instructions.
VoIP
VoIP is a technology that lets you connect to others through the Internet, instead of traditional phone lines. It requires IP phones specifically designed for this kind of phone service.
Fax
You can’t go wrong with an office phone system that has Internet fax. It is integrated into your system, letting you send, receive and manage your faxes online. Find out more about Internet fax here.
Numbers
You can choose a local or a toll free number for your office phone system, depending on your needs. The number you get upon signing up for a phone office system serves as the gateway to your office. By dialing it, callers can reach the person or department they are looking for. You can connect any of your existing phone lines to your number.
Call Screening
Through call screening, you can identify callers even before you answer the phone. Aside from caller ID display, you can also have the auto-attendant ask the caller to speak his name for you to listen in your phone or your computer speaker.