How to Set Up VoIP in 9 Simple Steps?

By Rajat Kesarwani | Thursday, Jan 07, 2021 15:15 PM | 3 min read

Voice-over-internet-protocol (VoIP) technology converts the voice into a digital signal, which allows the user to make a call directly from a computer, a VoIP phone, or other data-driven devices. SIP protocol, the session initiation protocol, is the IETF protocol for VOIP and other text and multimedia sessions, like instant messaging, video, and more. If you are thinking about how to set up VoIP, the setup process may seem challenging if you are doing it for the first time.

Today, we will discuss the nine simple steps that will help you assess your budget and identify your desired features before you need to plug in any necessary hardware.

1. Advantages of VoIP

The best VoIP phone systems provide numerous benefits over traditional copper landline services. A VoIP telephone system can cost much cheaper than a landline set up because monthly service costs are lower and that VoIP systems provide unlimited domestic calling at no extra charge.

VoIP systems also offer some features that a standard landline can't provide, such as video calls, team messaging, and other additional benefits, including:

  • Mobility: Some popular leading systems in the market offer mobile apps for iOS and Android devices. With the help of these apps, you can login to your VoIP service and take calls with your number.
  • Integrations: Most services can connect call data with popular outside solutions. It can mean anything from cloud storage systems like Google Drive to customer relationship management (CRM) platforms like Salesforce.
  • Accessibility: Many services offer voice-to-text features so that you can read messages.

The best VoIP phone systems are one kind of business phone system available. Some virtual phone systems are internet-based, and they require an existing line to forward calls from. They also don't have modern features.

2. Evaluate How Many Users You Require

As a leading VoIP service provider, we recommend you take stock of both the size of your organization and your team's projected growth. Identify how many workers will use the VoIP telephone system. Not every employee will require a line, and some might need more than one. It is an essential step as most VoIP services charge on a per-user basis.

3. Ensure You Have a Fit Network

A VoIP solution works by sending calls as data over the internet. Due to this, your internet connection must be fair and stable. Your internet speed directs how many VoIP lines you can ultimately support.

A 500 Kbps upload speed will support only five lines, whereas a 10 Mbps upload speed will support at least 100 lines. Ping refers to the time it takes for a packet of data to leave your machine, goes to another computer, and come back. Lower is better.

You can also calculate exactly how many best VoIP phone systems you can support:

  • Multiply your upload speed by 1,000 – You can convert the units from Mbps to Kbps.
  • Divide your result from the above step by 445 – It will tell you the recommended number of lines for your connection.
  • Divide your result from step 1 by 100 – According to this number, you will decide how many phone lines your VoIP could assist in a typical spot where your connection is strong, and the network bandwidth isn't used for any activities like web browsing or video calling.

4. Identify What Are the Important Features You Need

No matter your budget, you can find the best VoIP telephone system that fulfills your business needs. You should ask yourself what features you need, such as interactive voice response (IVR) and video conferencing. It will take research and diligence on your part to identify the best option for your team to use it effectively and efficiently.

You should also ask yourself if you require to use hardware as a regular desk phone. Most VoIP solutions provide desktop apps that enable users to place and receive calls with computer headsets and mobile apps supported by most smartphones.

5. Hire a reputed VoIP service provider

After evaluating your business needs, you can look for different service providers and choose the one which suits you the best. At Blazon Solutions, we provide the best VoIP phone systems, and our experts will guide you on how to set up VoIP for your business and the advantages of VoIP services.

6. Connect Your IP PBX With Your ISP

Depending on what systems you choose, your service might require a physical private branch exchange (PBX) box. It is a piece of hardware or software that automatically receives and forwards incoming calls. It works in connection with your internet service provider (ISP). After your system is set up, you can connect phones to the hardware.

7. Plugin Your VoIP Phones

Many VoIP systems allow you to make calls with an app on your desktop or mobile device. However, if you want to use desk phones, you need to connect the phone to your system. In most cases, all you need to do is simply plug an Ethernet cable into the port of each VoIP telephone system and connect the other end to your PBX box, depending on your structure.

8. Configure Your Service via VoIP Vendor's Settings Menu

You should configure your VoIP system through your settings menu. From this menu, you can perform certain activities like setting up your phone tree, assign extensions to individual employees, and set up your voicemail messages.

9. You Can Also Connect VoIP Mobile Apps

If your VoIP solution offers a mobile app, you will be able to take your work phone with you while you are not inside your workplace. In many cases, all you will need to do is search for your VoIP system in the Android or iOS app stores and download the app. You can use login details given to you by your provider and follow the on-screen directions.


VoIP systems offer teams a full set of telephony features at a much more affordable price than a landline setup. They are also easy to set up, as they only need to hook up a few devices to a router at most. Make sure you have a network proficient in handling VoIP before investing in a system.

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