An IP phone is a smart desktop phone that uses a wired Ethernet connection to connect to the Internet. With large screens that make it easy to access Ooma Office features, a better ability to handle multiple lines, IP phones can be an important part of any small office telephone setup.

  1. What is an IP phone? How is it different from an analog telephone?
  2. Can I use both IP phones and analog telephones in my Ooma Office setup?
  3. How many IP phones can I integrate into my Ooma Office setup?
  4. What IP phones are compatible with Ooma Office?
  5. Can I use other IP phones with Ooma Office?
  6. How can I set up my IP phone for Ooma Office?
    1. Add a new extension
    2. Update an existing extension
    3. Add an IP phone via link
    4. Add an IP phone via Express Setup Assistant
  7. How can I remove a user’s IP phone?

What is an IP phone? How is it different from an analog telephone?

Designed to work using Voice over IP (VoIP) technology such as Ooma Office, an IP phone offers advanced features and a larger phone display than a typical analog phone. This type of telephone system transmits calls exclusively over the Internet, whereas regular analog telephones are compatible with traditional hard-wired connections and must use an adapter such as the Ooma Office Base Station or Ooma Linx device to connect with VoIP technology.

IP phones are easy to set up and features are easier to access compared to analog phone systems. They are also designed to handle more than 2 simultaneous calls, which makes it an ideal choice for a busy individual who juggles many calls.

Can I use both IP phones and analog telephones in my Ooma Office setup?

Yes. You may connect both IP phones and regular phones in the same Ooma Office setup.

How many IP phones can I integrate into my Ooma Office setup?

Your Ooma Office setup can accommodate up to one IP phone per user. An individual user cannot have more than one IP phone.

What IP phones are compatible with Ooma Office?

The following IP phones can be used with Ooma Office and are currently available for purchase:

  • Yealink T21P E2
  • Cisco SPA 303
  • Cisco SPA 504G

At this time, IP phones must be purchased directly from Ooma in order to be compatible with Ooma Office. Our phones come with everything you need to get started, including a power adapter, and are preconfigured with the necessary firmware so that it will work on the Ooma Office network without any additional setup. You can purchase one or more IP phones by visiting the IP Phones page under the Add-ons tab.

Can I use other IP phones with Ooma Office?

No. At this time, only the phone models that are listed above are compatible with Ooma Office.

How can I set up my IP phone for Ooma Office?

Once you have completed the initial setup for your IP phone, it will download any necessary updates and go into service automatically. Keep in mind that Yealink phones may restart several times, but they should be available for calling within a few minutes. The first time you set up your Cisco phone, it may take between 10 minutes and two hours to go into service after they are installed. Some users find that power cycling their Cisco phone every five minutes will shorten the time it takes for the phone to go into service. You will not experience this wait time after initial setup.

There are several ways to add an IP phone to Ooma Office:

Add a new extension

  1. Log into your Ooma Office account at office.ooma.com and navigate to the Extensions tab.
  2. Click on the “+ Add Extension” button and choose “Add IP Phone” from dropdown menu.
  3. Fill in the requested information, including the MAC address of the IP phone (typically found on the bottom of the device) and the user’s name.
  4. Plug the IP phone in and turn it on. It will automatically provision and go into service with no further configuration.

Update an existing extension

  1. Log into your Ooma Office account at office.ooma.com and navigate to the Extensions tab.
  2. Click the settings button beside the user that will be using the IP phone.
  3. Click on the Devices tab.
  4. Click “Add device,” and then select IP Phone as the device type and select the model of IP phone you will be registering.
  5. Fill in the MAC address of the IP phone (typically found on the bottom of the device) and the user’s name.
  6. Plug the IP phone in and turn it on. It will automatically provision and go into service with no further configuration.
  1. Visit office.ooma.com/ip_phone and log into your Ooma Office account if necessary.
  2. Select the user that will be using the IP phone, or click “Add User” to add a new user:
    ip phone setup wizard
  3. If you are adding the IP phone to an existing user, move on to Step 4. If you are creating a new user, fill in the requested information about the new user, including their first name, last name, and email address. Then select the “User will use an IP desk phone” option.
  4. A pop-up will appear. Click the model of IP phone that you are adding to your setup.
    ip phone select model
  5. Enter the MAC address of the new IP phone, and then click Save. You may now check any additional ways in which the new user will be making and receiving calls.
  6. Plug the IP phone in and turn it on. It will automatically provision and go into service with no further configuration.

Add an IP phone via Express Setup Assistant

  1. Visit office.ooma.com and log into your Ooma Office account if necessary.
  2. Click the Support button, and then click on the Express Setup Assistant button.
  3. Select the user that will be using the IP phone, or click “Add User” to add a new user.
  4. If you are adding the IP phone to an existing user, move on to Step 5. If you are creating a new user, fill in the requested information about the new user, including their first name, last name, and email address. Then select the “User will use an IP desk phone” option.
  5. A pop-up will appear. Click the model of IP phone that you are adding to your setup.
    ip phone select model
  6. Enter the MAC address of the new IP phone, and then click Save.
  7. Plug the IP phone in and turn it on. It will automatically provision and go into service with no further configuration.

How can I remove a user’s IP phone?

You can remove a user’s IP phone by following these instructions:

  1. Log into your office.ooma.com and navigate to the Extensions tab.
  2. Click the settings button beside the user that the IP phone is assigned to.
  3. Click on the Devices tab.
  4. Click the trash button in the row that corresponds to the IP phone, and then confirm that you wish to remove the device.