ooma office User manual

Quick Start Guide

Introduction
Setting up the Ooma Ofce system in your business is easy. You should have your rst extensions
up and running in about 20 minutes.
Ooma Ofce blends the power of cloud computing with the convenience of plug-and-play hardware
to create an integrated telephone solution for your business. It gives you all of the features that you
need to connect with your customers. Even better, the system has plenty of room to grow as your
business expands.
The Ooma Ofce Base Station connects to your
broadband Internet service and routes calls to the
phones in your ofce. It has one phone jack in the
back to connect your rst extension and a built-in
DECT 6.0 wireless radio to expand your system
with up to four companion devices.
The Ooma Linx device included in the starter pack
allows you to instantly set up additional extensions
completely wirelessly. Plug the devices into any
power outlet and connect any phone in to the phone
jack. The Linx also works with other devices that
require a phone line such as a fax machine.
Hardware Overview
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Installation Overview
This illustration depicts the way the Ooma Ofce system
will be installed in a typical ofce environment.
You can use this as a starting point to help
you congure your own ofce setup.
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Ooma Ofce Base Station – Installed in
a central location alongside your Internet
modem or router
Modem or Router – This is where your
Internet connection comes into your
place of business
Ooma Linx devices – These are installed
around the ofce and are used to
connect phones and other devices to
your Ooma Ofce system
Desk phone – Each telephone extension
in the ofce will connect to a Ooma Linx
device (or directly to the Base Station)
Fax machine – Connects directly to the
Base Station or to a Linx device

Extension dialing
Each phone connected to the Ooma Ofce
system has its own 3-digit extension number
(starting at extension 101). This allows everyone
to share your main business number while letting
the Virtual Receptionist automatically route
incoming calls. You can easily dial from one
extension to another by dialing the extension
number you want to reach.
Voicemail
Every extension is set up with a private voicemail
account. Each user can record their own greeting
and congure their messages to be forwarded to
email for easy listening.
Forwarding options
Employees who are in and out of the ofce a lot
can be just as productive on the go. Users can
choose from a variety of forwarding options that
best suits their needs. Ooma Ofce supports call
forwarding and simultaneous ringing.
Music on Hold
Don’t keep your customers waiting in silence
– keep them entertained with Music on Hold.
This feature is also a great way to tell them more
about your products and services, play out
favorable reviews and testimonials, and advertise
your latest promotions and offers.
Virtual Receptionist
The Virtual Receptionist handles incoming
calls and makes it easy for callers to reach the
right person. It is also invaluable for answering
common questions, advertising your services
and/or special offers, and for projecting a
professional image to your callers. Ooma Ofce
gives you the exibility to have different prompts
during business hours and when you are closed.
Conference bridge
The conference bridge features makes it easy
for you to host your own conference calls.
It supports up to ve participants and includes
admin and user level PIN numbers to
protect access.
Features Overview
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Virtual extensions
Keep your remote workers connected with virtual
extensions. These internal extension numbers
can be forwarded to an external number like a
cell phone, and they come with their own private
mailbox. Virtual extensions make it a snap for
your customers and everyone in the ofce to keep
in touch with the folks who aren’t there in person.
Ring Groups
Do you have a sales or support team? Routing
calls by function lets you to distribute the
workload and can help ensure someone is always
available for your customers. Ring groups span
multiple extensions—even virtual extensions!
Expandable capacity
Your Ooma Ofce conguration starts off with
one phone line and one number, but this phone
system has plenty of room to grow with your
business.
Phone lines
Each phone line can handle one simultaneous
external incoming or outgoing telephone call.
Depending on how busy your phone lines are,
you may purchase additional lines of capacity
to ensure that you don’t miss any calls. Once
you have used up your capacity of phone lines,
incoming calls will receive a busy signal and
outgoing calls cannot be placed. Ooma Ofce
supports up to 10 phone lines, enough capacity
for the busiest of businesses!
Direct numbers
Additional phone numbers can be handy if you
want to have numbers in multiple area codes or
if some of your extensions need to have direct
inbound calling capabilities to bypass the Virtual
Receptionist. Each phone line you purchase
includes a direct number.
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Package Contents
Ooma Ofce Base Station
Ethernet Cable (7 ft)Ooma Linx device(s) AC Adapter
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Have a Question or Need Assistance?
Here is where you can look for help:
Knowledge base: www.ooma.com/support
User manuals: www.ooma.com/userguide
Live Customer Care: 1-866-939-OOMA (6662)
The Ooma Ofce Base Station connects to your Internet service and routes calls to and from
the phones in your ofce. It also enable you to add wireless extensions like the Ooma Linx
device. The range of the wireless signal is approximately 150ft (50m) indoors, so it is best to
install your Base Station in a central location.
This guide will walk you through setting up your new system and introduce you to the basics
of using Ooma Ofce.
Setting Up Your Base Station
Go to Step 1
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Activate Online
Begin by activating your Ooma Ofce Base Station online.
Locate the seven-digit activation code printed on the bottom
of the Base Station.
Next, navigate your web browser to: myofce.ooma.com
Click on the Activate your new account button.
The activation wizard will guide you through:
• Selecting a business (or temporary) phone
number
• Registering your 911 address
• Adding billing information
• Set up the basic conguration for your
system
You’ll receive an email conrmation once your
device is activated.
Step 1
Go to Step 2
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Connect Between Your Modem and Router
Connect Base Station to Router
Using the included Ethernet cable, connect the
LOCAL NETWORK port of the Base Station to
the “WAN” or “Internet” port of your router.
Connect Base Station to Modem
Unplug the Ethernet cable going from your
modem to the “WAN” or “Internet” port of
your router. Plug it into the TO INTERNET
port of the Base Station.
Step 2
Go to Step 3
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Alternative setup options
The Base Station will deliver the best voice quality when installed in
between your modem and router. See the Alternative Setup Options
section of this manual for other installation options if you cannot
connect the Base Station in between your modem and router.
RouterModem

Connect Your Phone
Plug your phone into the Base Station
Using your existing phone cable, plug your corded phone or cordless
phone base unit into the PHONE port.
Step 3
Go to Step 4
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Power On
Plug in your Base Station
Plug the provided AC adapter into the POWER port.
It is normal for the status light on the front to blink
for several minutes while the device is booting up.
The status light will turn blue once the system
is powered up. Pick up the phone and listen for
a dialtone to conrm that your system set up
is complete.
Step 4
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!If your device requires a software
upgrade, it will take longer to boot
up the rst time.
Downloading the latest version may take
5-10 minutes depending on the speed of
your Internet connection. Do not unplug the
Base Station while it is upgrading. It will
automatically reboot after the upgrade is
complete.

Finishing Initial Setup
Pick up the phone you connected to the Ooma Ofce Base Station and dial
just like you always have. Call a friend, a family member, or an employee and
experience rsthand the quality of Ooma HD Voice technology.
Test out your Virtual Receptionist
Dial your Ooma Ofce main phone number (or extension 100) to hear what
incoming callers will hear. The Virtual Receptionist has been pre-programmed
with some basic options based on information you provided during activation,
but you can go online to My Ofce to customize it for your needs.
Install your Linx device
Your Ooma Ofce Base Station comes bundled with one
or more Ooma Linx devices so you can immediately set
up additional phone extensions. Use them to connect a
telephone, a fax machine, or any other telephony device to
your setup.
To get started with setting up the Linx, please see the
Setting Up Your Ooma Linx section of this manual.
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Customize your setup at My Ofce
Now that your device setup is complete, you can start to personalize
your system by visiting My Ofce, the online portal for your Ooma
Ofce service. Visit myofce.ooma.com to do the following:
• Set up additional phone extensions
• Customize your virtual receptionist
• Expand your call capacity
• Add additional phone numbers
• Purchase hardware accessories
Learn more by reviewing the Features Overview section of
this manual.
Transfer your phone number
Your telephone number denes your business, so why change
it? In most areas, you can port your existing phone number to
Ooma. Best of all, porting is free! You must maintain the phone
service associated with the number until the porting process is
completed, which usually takes 1-2 weeks.
To check availability, to learn more, or to get started, please
visit: myofce.ooma.com/port
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Start Your Setup Online
Log into your My Ofce account at:
myofce.ooma.com
Select Manage and click on Add Extension. Find the
Device ID code printed on the back of the Linx device
and ll in the rest of the user information on the form.
Check the data you have entered and then click Save.
Step 1
Go to Step 2
The included Ooma Linx device make it easy to setup additional phone
extensions on your Ooma Ofce system. Use this device to connect
a telephone, a fax machine, or any other telephony device to your
system. Since it connects wirelessly to the Ooma Ofce Base Station,
you’ll be up and running in minutes.
Setting Up Your Ooma Linx
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Plug in your Linx device
Find a power outlet located close to or in the same
room as your Base Station. Plug the Linx in. The
system status indicator on the Linx should light up
amber and then begin to blink as it looks for a Base
Station to register with.
Plug In the Linx Device
Step 2
Go to Step 3
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Put Your Base Station in Registration Mode
Step 3
Go to Step 4
Activate registration mode
Press and hold the PAGE button on the back of your Base Station for three
seconds to activate registration mode.
The Linx will automatically pair with the Base Station. Once this process is
complete, the system status indicator on the Linx device will turn blue.
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Connect Your Device to the Linx
Step 4
Connect your device
Your Linx can now be installed anywhere in your business. Move the Linx to a power
outlet close to the phone, fax machine you would like to connect it to. Plug the Linx
in and verify that the system status indicator turns blue after a few seconds.
Using your existing telephone cord, plug your telephone or telephony device in to
the phone jack at the bottom of the Linx device. Conrm that your new extension is
working by picking up the phone and listening for a dial tone.
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Quick Reference Guide
TO INTERNET port
Link with your modem or router to connect
your Base Station to the Internet.
PHONE port
Connect your telephone or telephony device
with a standard telephone cable.
PAGE button
• Press once to page handsets.
• Press and hold to register a new device.
USB port
Connect optional accessories such as
the Ooma Bluetooth Adapter or the
Ooma Wireless Adapter.
POWER port
Connect the included AC adapter to
power the Base Station.
LOCAL NETWORK port
Connect a computer to the Base Station
for additional setup options.
Front view
Back view
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Ooma Office Base Station
System status indicator
• Lights up blue when system is operational.
• Blinks amber when device is booting up.
• Lights up amber when Ooma service is
not working.
• Blinks blue rapidly when device is in
registration mode.
• Alternately blinks blue and amber during
a software upgrade.

System status indicator
• Lights up blue when connected to the Base Station
• Lights up amber when it does not detect the Base Station.
• Blinks amber when it is attempting to register with
a Base Station.
• Blinks blue and amber during a software upgrade.
Line status indicator
• Lights up blue when the line is idle.
• Lights up amber when the line is in use.
Reset pinhole
Used to factory reset the Linx device.
PHONE port
Connect your telephone or telephony device to the Linx
with a standard telephone cable (not included).
Front view
Bottom view
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Ooma Linx

Troubleshooting
Base Station status indicator is amber
When the status indicator on your Ooma Ofce Base Station is lit amber, it is not operational. Check
below to nd out what is preventing the Base Station from working.
• Your Base Station may not be able to establish a local network connection. Check that your
network cables are plugged in securely. Verify that the TO INTERNET port is connected to your
router (or modem) and the green LED at the top of the port is lit up.
• Try rebooting your Base Station, modem, and router by pulling out the power and plugging
them back in.
• Your Base Station may be unable to register with the Ooma network. Verify that you have
activated your device as described in Step 1 of Setting Up Your Base Station. If you plugged in
your device before going through the activation process, try rebooting it now.
• Check that your Internet connection is working. Try connecting a computer to the LOCAL
NETWORK port of the Base Station and browse to myofce.ooma.com. You should see the
login screen for My Ofce. If not, troubleshoot your Internet connection.
The phone connected to the Base Station has no dialtone
If the status indicator on the Base Station is blue but you don’t hear a dialtone, check that
your phone is correctly plugged into the PHONE port of the Base Station.
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