ooma office User manual

Quick Start Guide

Introduction Installation Overview
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.
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.
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 Ooma Linx devices.
The Ooma Linx device included in the starter pack
allows you to instantly set up additional extensions
completely wirelessly. Plug the Linx device into any
power outlet and connect a regular telephone to
to the phone jack. The Linx can also be used with
other equipment such as a fax machine.
Hardware Overview
2 3
A
B
C
D
E
A
B
C
C
C
D
D
D
E
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 one main business number while letting
the Virtual Receptionist automatically route
incoming calls to the appropriate place. 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 suit 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 share 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
Use the conference bridge feature to host your
own conference calls. You can congure a bridge
for each group or department in your business.
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 number and one extension, but this phone
system has plenty of room to grow with your
business.
Phone Extensions
Each user of Ooma Ofce will need an extension
set up on the system. A user could have a
physical phone in the ofce (which is connected
to the Ooma Ofce Base Station or an Ooma
Linx device) or, if they work remotely, a virtual
extension that forwards to their landline or
cell phone number. Ooma Ofce supports up
to 5 physical phone extensions and 20 virtual
extensions, enough capacity for the busiest of
businesses!
Phone Numbers
Additional phone numbers can be handy if you
want to have numbers in multiple area codes or
if some users need to have direct inbound calling
capabilities to bypass the Virtual Receptionist.
Features Overview
4 5

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: 1-866-939-6662 (US)
1-877-948-6662 (Canada)
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
7
Package Contents
Ooma Ofce Base Station
Ethernet Cable (7 ft)Ooma Linx device(s) AC Adapter
6

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: of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
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
8 9
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
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
10 11
!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
Customize your setup using Ooma Ofce Manager
Now that your device setup is complete, you can start to personalize
your system by visiting Ooma Ofce Manager, the online portal for
your Ooma Ofce service. Visit ofce.ooma.com to do the following:
• Set up additional phone extensions
• Customize your virtual receptionist
• Add additional phone numbers
• Begin the process of porting a phone number
• Purchase hardware accessories
Learn more by reviewing the Features Overview section of
this manual.
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 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 Ooma Ofce Manager to customize it for your needs.
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: ofce.ooma.com/port
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 or fax machine to your setup.
To get started with setting up the Linx, please see the
Setting Up Your Ooma Linx section of this manual.
12 13

Start Your Setup Online
Log into your Ooma Ofce admin account at:
ofce.ooma.com
Select Manage and click on Add Extension. Find the
Device ID code printed on the back of the Linx device
and the system will walk you through the process of
adding the Linx extension.
Once you have completed the process, click Save.
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
Step 1
Go to Step 2 Go to Step 3
The included Ooma Linx device makes it easy to set up additional
phone extensions on your Ooma Ofce system. Use this device to
connect a telephone or fax machine 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
14 15

Put Your Base Station in Registration Mode Connect Your Device to the Linx
Step 3 Step 4
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.
Connect your device
Your Linx can now be installed anywhere in your business. Move the Linx to a power
outlet close to the phone or 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.
16 17

Quick Reference Guide
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.
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.
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
Front view
Back view
Bottom view
18 19
Ooma Office Base Station Ooma Linx
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.

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 bottom 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 ofce.ooma.com. You should see the login
screen for Ooma Ofce Manager. 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.
The Linx device won’t register with my Base Station
• Move the Linx closer to your Base Station and try to register again.
• The Ooma Ofce Base Station can only support up to four wireless DECT devices. Make sure you
have not exceeded this limit.
The phone connected to my Ooma Linx device has no dial tone
• If the system status indicator on the Linx is lit amber, try installing the Linx closer to the
Base Station.
• If the system status indicator on the Linx is blinking amber, follow the setup instructions again
to register the device with your Base Station.
• Verify that your Base Station is powered on and working properly. If you have a regular phone,
plug it into the PHONE port of the Base Station to check for dialtone.
Voice sounds stuttery or constantly breaks up
Voice quality depends on the speed and quality of your Internet service. For best results, Ooma
recommends that your Base Station be connected between the modem and router as shown in
Step 2 of Setting Up Your Base Station (page 9). This allows your phone calls to be intelligently
prioritized over other network trafc.
If you have used this option, you can adjust how Ooma prioritizes your network trafc by connecting
a computer to the LOCAL NETWORK port of the Base Station and browsing to: setup.ooma.com
20 21

Alternative Setup Options
The Ooma Ofce Base Station is exible enough to work in almost any network congurations and
with a variety of devices. Review the following options to see if any of them apply to your situation.
Option A Install the Base Station behind your router
Connecting the Base Station behind your router is easy, but does not allow the device to prioritize
your phone calls over other network trafc. This may result in poor voice quality when your
Internet connection is busy. Ooma recommends that you install the Base Station in between your
modem and router as described in Step 2 of Setting Up Your Base Station (page 9).
Use the included Ethernet cable and connect the TO INTERNET port of the Base Station to an
open Ethernet port on your router.
Option B Install the Base Station between modem and PC
If you only have one computer and it is connected directly to your modem, follow these instructions:
1. Locate the Ethernet cable that connects your modem to your computer. Unplug the modem end
of the cable and plug it into the LOCAL NETWORK port.
2. Use the included Ethernet cable and connect the TO INTERNET port to your modem.
3. Reboot your modem and computer.
22 23
Router Base Station
TO
INTERNET
Modem
Computer
Base Station
LOCAL
NETWORK
TO
INTERNET

User Guide
Once you complete the initial setup, using your
Ooma Ofce can be as easy as picking up the
phone and dialing. Below are some tips to help
you get started.
Making and receiving external calls
To place a call, pick up your phone and dial a
phone number as you normally would. You do
not need to dial 9 or any special code to make
external calls.
To answer a call, pick up the phone when it rings
as you normally would.
Making internal calls
To place an internal call, pick up the phone and
dial the desired three-digit telephone extension.
Note: If you followed the initial setup instructions,
then the handset connected directly to your Base
Station will have the extension 101 by default.
Other telephones will have the internal extension
number that you assigned them during setup.
Switching lines
When you hear the call waiting beep, switch to
the new call by pressing the Flash key on your
telephone handset. The current call will be put on
hold. To switch back, press the Flash key again.
Transfer calls
Dial *1 followed by the extension number you
want to transfer to.
To transfer to the voicemail of another extension,
dial *8 followed by the extension number.
3-way calls
With one call active, press Flash to put the rst
call on hold. Dial the second number. Then dial
*3 to create a 3-way call.
Call forwarding
To set up call fowarding on an extension, dial
*72 and follow the directions. To disable call
forwarding, dial *73.
911 emergency calling
In case of an emergency, dial 911 to reach rst
responders. For your safety and to ensure that the
correct address information is used for emergency
call routing, update your address online if you
move the Base Station to a new location:
ofce.ooma.com/address
International calls
Calls to the United States and Canada are
included in your monthly service and can be
made by dialing 1, followed by the area code and
phone number.
To make an international call to other countries,
dial 0-1-1 followed by the country code and
phone number. Calls will be charged per-minute
and deducted from your prepaid account.
The system will automatically recharge your
account in $25 increments as you deplete
your prepaid account.
Setting up voicemail
You can set up your personal voicemail greeting
by dialing your extension number and following
the voice prompts.
Listening to voicemail
There are two ways to check voicemail remotely:
• Phone: Call your extension number. When
the call rolls to voicemail, press the * key and
enter your PIN.
• Email: Your voicemail will automatically
forward as an MP3 le to your email address.
If you want to update your email address, you
can do so online at ofce.ooma.com.
Changing voicemail settings
Pick up your phone and dial your own extension
number. Enter your PIN and follow the voice prompts.
From the main menu, select option 5: “Change your
settings,” then follow the instructions.
24 25

Managing extensions
Set up additional phone extensions by using the
included Linx device or by purchasing additional Linx
devices. Each phone extension will be set up with an
internal extension number. You may optionally assign
direct numbers to specic extensions that need to
bypass the virtual receptionist.
You can also set up virtual extensions that will route
an internal extension number to a cell phone or other
external number.
Manage your extensions by visiting:
ofce.ooma.com/extensions
Forwarding calls
Individual extensions can be setup to forward calls
to a cell phone when the user is out of the ofce.
Manage call forwarding settings by logging into
ofce.ooma.com/extensions
Select an extension and click the Call Forward tab.
Conguring the Virtual Receptionist
Set up the Virtual Receptionist to efciently direct
incoming calls to the appropriate person and to share
common information or to advertise your current
promotions. You can congure different menu options
for business and after hours.
To set up the Virtual Receptionist, visit:
ofce.ooma.com/receptionist
Conference calling
Use a conference call to join multiple internal
or external parties on to the same call. Set up
conference bridges and assign PIN codes online:
ofce.ooma.com/conference
Setting up Music on Hold
Take advantage of Music on Hold to make sure that
your customers do not wait in silence. Whether you
choose to upload music or your own advertising
message, you can get started by visiting:
ofce.ooma.com/music
26 27
Ring Groups
Ring Groups can be used to distribute incoming calls
to multiple physical and virtual extensions. You have
the option of sequentially ringing each phone one
at a time, or to ring all of the extensions at once.
In either case, the rst extension to pick up will
answer the call.
To get started with Ring Groups, visit:
ofce.ooma.com/extensions
Conguring advanced network settings
To set up advanced networking, quality of service
and device conguration options, you will need to
access the web server built into the Base Station.
Use an Ethernet cable to connect your computer to
the Base Station LOCAL NETWORK port. Once you
are connected, use a web browser to navigate to:
http://setup.ooma.com
or, if your computer has custom DNS settings, try:
http://172.27.35.1.
Purchasing additional accessories
You can customize and expand your Ooma Ofce
setup to t the needs of your business through a
variety of accessories and add-ons:
• Ooma Linx device – for connecting additional
phones or machines to your system
• Number port – to transfer an existing phone
number to your phone system
• Additional phone numbers – to provide more ways
for your customers to reach you or to provide
direct access numbers to certain extensions
To learn more about these products and services,
please visit:
ofce.ooma.com/addons

700-0132-101