The Ooma Office Desktop App is a one-stop-shop for managing your Ooma Office activity. Designed for professionals who would like the convenience of tapping into their Ooma Office extension directly from their computer, the Desktop App makes it easier than ever to conduct business from anywhere.

Using the Desktop App, you can do the following:

  • Make and receive phone calls
  • Check and manage voicemails
  • Check your call history
  • Update your extension preferences

Once the Desktop App has been enabled by your community manager, you may download and install the program on your desktop computer at any time. The Desktop App replaces and expands upon most of the functionality of Ooma Office Manager End User portal and allows you to transform your computer into an office telephone.

The topics below will help you learn more about the Ooma Office Desktop App:

  1. System requirements
  2. Downloading the application
  3. Installing the application
  4. Logging in
  5. Making a phone call
  6. Changing your default device for outgoing calls
    1. Choosing a device for an outgoing call
    2. Changing your default device for all outgoing calls
  7. Answering a phone call
  8. Dialing numbers on webpages
    1. Mac
    2. Windows
  9. Voicemail
    1. Listening to voicemail
    2. Returning a call
    3. Searching and filtering voicemail
    4. Deleting a voicemail
    5. Marking a voicemail as new
    6. Downloading a voicemail
    7. Updating your voicemail greeting or name
  10. Checking call logs
  11. Changing your ringtone
  12. Changing your microphone or speaker source
  13. Changing your password
  14. Changing your voicemail PIN
  15. Updating your voicemail notification preferences
  16. Updating your call handling preferences
    1. If you want incoming calls to ring your phone
    2. If you want incoming calls to go to voicemail
    3. If you want incoming calls to forward to another number
  17. Resetting your password
  18. Logging out
  19. Upgrading to Business Pro
  20. Setting microphone permissions
    1. Mac
    2. Windows 10
    3. Windows 8.1

System requirements

The Ooma Office Desktop App is designed to be installed on 64-bit systems with the following minimum requirements:

  • Mac OS X®: 10.10 Yosemite (or later)
  • Windows: Windows 8.1 and Windows 10 and above
  • Minimum of 4 GB of memory (8 GB recommended)
  • 400 MB of free hard drive space

Downloading the application

Download the installer for Mac or Windows by clicking the appropriate link below:

Installing the application

Once you have downloaded the installer, you will need to install it.

  • Mac OS X: Drag the Ooma Office Desktop Application to your Application folder.
  • Windows: Double click the application installer and go through the installation wizard process.

During the installation process, you may be asked to grant permission for the Desktop App to access your microphone and your camera. Give the app permission.

Logging in

Open the application for the first time and you will see the login screen.

Logging in requires the following information:

  • Your country
  • Your phone number
  • Your extension
  • Your extension password

Note: Your phone number and extension were sent to you in a welcome email. That email contained a link to set your password. If you have not already done so, you will need to click that link to set your password before you can log in. If you don’t have access to your welcome email, you can follow the instructions here to request a new one.

Upon successful login, you will be able to use the Desktop App to make and receive phone calls, manage your extension, and more.

Making a phone call

Follow the instructions below to make a phone call:

  1. Click the Make Call button located in the top navigation bar to bring up the Dialer window.
  2. Enter the phone number you’d like to call.
  3. Click the CALL button to make your call.

Changing your default device for outgoing calls

By default, the Desktop App will make and receive phone calls using your computer. If you have an IP phone associated with your extension, you have the option to have the Desktop App initiate calls through that IP phone instead.

If you choose to initiate calls through your IP phone, after starting the call in the Desktop App, your IP phone will ring, and you will be connected to the remote party after you answer.

You can choose the device you’d like to use each time you make a phone call. You can also set the device you use most often as your default device.

Choosing a device for an outgoing call

While making a phone call, use the Dial Using menu at the top of the Dialer window to choose the device you will use to make the call. If you choose a device other than your Desktop App, the device you selected will ring after you place the call. Answer the call on the device and your call will be completed to the destination.

If you select the Desktop App as your device, make sure that you have a headset or a microphone and speaker setup. The Desktop App will use your computer’s default microphone and speaker settings for audio during the call.

Changing your default device for all outgoing calls

To change your default device, click on your name in the right upper corner to open the menu. In the menu, select the device you would like to use for future calls. By default, your calls will be made directly from the Desktop App.

Answering a phone call

If the Desktop Application is running, incoming calls will ring in the application and a notification will appear.

Click the notification to bring the Desktop App to the foreground, then click Answer to pick up the call. You can also choose to send the call to voicemail.

If you answer, the Desktop App will use your computer’s default microphone and speaker settings for audio during the call.

Dialing numbers on webpages

You can set up the Desktop App to call numbers that appear on web pages and other applications. After this feature is set up, clicking a phone number will automatically open the Desktop App and populate the Dialer window with the phone number. From there, you can just click to call.

Set up the Desktop App to be your computer’s default calling application by following the appropriate instructions below.

Mac

  1. Open the FaceTime application.
  2. Use the navigation bar at the top of the screen to select FaceTime, then Preferences.
  3. At the bottom of the Preferences page, you will see a setting called Default for calls. Use the dropdown menu to select Ooma Office.
  4. Close the Preferences menu. Your change will be saved automatically.

Windows

  1. Click the Windows search and type Choose default apps by protocol
  2. Scroll down until you find the TEL protocol near the bottom of the page.
  3. Click the option to the right of the TEL protocol and select Ooma Office as the default.
  4. Close the Choose default apps by protocol menu. Your change will be saved automatically.

Voicemail

You can use the Desktop App to listen to, search, and manage your voicemail messages.

View your voicemail by clicking the Voicemail button on the left navigation bar.

Listening to voicemail

New voicemail messages are marked with the new icon. Messages that have been checked are noted with the read icon.

Click the Play button ( play ) next to the message you want to hear. The message will begin to play through your computer’s speakers.

Returning a call

You can return a call by following these instructions:

  1. Find the voicemail from the person you’d like to call back and hover your mouse over the row in the table.
  2. Click the Call button that appears on the right.

Searching and filtering voicemail

To search to your messages, follow these instructions:

  1. Click on the Search box and begin typing the name or phone number you’re looking for. The results will update automatically as you type.
  2. You can narrow your results further by using the View menu to the right of the search box to show only read or unread messages.

Deleting a voicemail

To delete a message, find the message you’d like to delete and click the corresponding trash icon.

Marking a voicemail as new

If you’re already listened to a voicemail but would like to mark it as new, follow these instructions:

  1. Find the message you’d like to mark as new and click the corresponding sandwich icon.
  2. Choose the Mark as new option.

Downloading a voicemail

To download a voicemail as a MP3 file, follow these instructions:

  1. Find the message you’d like to download and click the corresponding sandwich icon.
  2. Choose the Download message option.

Updating your voicemail greeting or name

You can update your voicemail greeting or name by dialing your extension number from the app. Press 5 to get to the voicemail options menu. From there, you can do one of the following:

  • Press 1 to record a new greeting.
  • Press 2 to record a new name for your inbox.

Checking call logs

View your call logs by clicking the Call Logs button on the left navigation bar.

You can perform the following actions from the Call Logs interface:

  • Use the Search box to find call logs for a name or phone number.
  • Click the View menu, where you can choose whether to view all calls or to filter based on call type.
  • Use the Range menu to filter calls by date.
  • Return a call by hovering over the row and clicking the Call button that appears to the right.
  • Click the Download to Computer button to export your call logs. Your call logs will be saved to your computer as a CSV file (which can be opened in Microsoft Excel and other spreadsheet programs).

Changing your ringtone

You can change the ringtone played for incoming call by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Desktop App tab.
  3. Under the Ringtone Settings section, choose your ringtone and adjust the volume.
  4. Click Save.

Changing your microphone or speaker source

You can change your microphone or speaker source by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Desktop App tab.
  3. Under the Audio Settings section, use the dropdown menu to change your default microphone or speaker. You can test your speaker using the Test Speaker button.
  4. Click Save.

Changing your password

You can change your password by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Profile tab.
  3. Update your extension’s password by entering your new password in the Password and Confirm Password field.
  4. Click Save.

NOTE: This will also change the password you use to log into the user portal and mobile app.

Changing your voicemail PIN

You can change your voicemail PIN by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Voicemail tab. Be sure you’re clicking the tab in the Settings interface and not the icon on the left navigation menu.
  3. Enter your new PIN in the Voicemail PIN field.
  4. Click Save.

Updating your voicemail notification preferences

You can change your voicemail notification preferences by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Voicemail tab. Be sure you’re clicking the tab in the Settings interface and not the icon on the left navigation menu.
  3. Toggle the checkbox beside the Enable new voicemail to email notifications option.
  4. If you are turning voicemail notifications on, use the After email notification dropdown menu to determine what happens to your messages after you have received an email.
  5. Click Save.

Updating your call handling preferences

You can update your call handling preferences for incoming calls by following these instructions:

  1. Click your name in the upper-right corner, then select Settings from the dropdown menu.
  2. Click the Call Handling tab.
  3. Use the dropdown menus to choose what happens to an incoming call.
  4. Click Save.

Call handling allows you to set up either of the following scenarios:

If you want incoming calls to ring your phone

If you want incoming calls to ring your phone:

  • Choose the call handling option Ring my phone.
  • Use the For menu to choose how long you want the phone to ring. The default is 24 seconds, or four rings.
  • Use the Then send to menu to choose what happens if the call is not answered. Pick from the following options:
    • My voicemail will send the call to your voicemail
    • Busy tone will play a busy tone until the caller hangs up
  • Check the If my phone is offline, forward it to external number box to set up call forwarding in the event that all your devices are offline.

If you want incoming calls to go to voicemail

If you want to forward incoming calls directly to voicemail, choose the call handling option Forward it immediately, then select My Voicemail.

If you want incoming calls to forward to another number

If you want to forward all incoming calls to another number, choose the call handling option Forward it immediately, then select My External Number.

Enter your forwarding number in the External Number window and click Save.

Resetting your password

You can recover your Ooma Office password by contacting your community manager. Once the process has been initiated, you will receive a new welcome email.

Click the link in the email to set your new password.

Logging out

You can sign out of the Desktop App by following these instructions:

  1. Click your name in the upper-right corner of the screen.
  2. Choose Sign Out from the dropdown menu.

Upgrading to Business Pro

Upgrade your service to get access to 35+ features to make your business run better. Features include:

  • Call recording
  • Voicemail transcription
  • Video meetings
  • Virtual fax
  • Text messaging
  • Virtual receptionist
  • And much more

Contact your Community Manager for more information, or to upgrade.

Setting microphone permissions

If you are getting an error that says Unable to access microphone. Please check your system settings while you are using the Desktop Application, it is because permissions to use the microphone have not been granted to the app, or because your microphone has not been properly set up.

The steps below will help you to configure your microphone and speaker correctly. Follow the steps for your operating system.

Mac

When you install the Desktop application, you will be asked to grant permission to access your computer’s microphone and speaker. The application will use the computer’s default audio settings.

If you did not allow access to access microphone during application installation, you can do so later by following these instructions:

  1. Use the Apple menu to open your System Preferences.
  2. Click Security & Privacy, then click Privacy.
  3. Select Microphone.
  4. Tick the checkbox next to Ooma Office to allow the application to access the microphone.

Windows 10

There are a few different things you will need to check on your Windows 10 computer if your microphone is not working. When you are done checking and updating your settings, be sure to restart the Desktop Application so that it can begin making and receiving calls.

Check microphone privacy settings

  1. Click the Windows icon and select Settings.
  2. Select Privacy, then Microphone.
  3. In the Microphone Privacy setting menu, click Change to allow apps to access your microphone. Make sure that the setting is turned on. If the setting is already turned on, toggle it off and then on again.
  4. In the Allow desktop apps to access your microphone menu, make sure the selection is turned on. If it isn’t turned on, switch the toggle to the right position to allow applications to use the microphone.

Remove exclusive microphone access

  1. Click the Windows icon and type “Control Panel” in the search panel to open the Control Panel.
  2. Select Sound. If you are using legacy view, find the Hardware and Sound menu and then select Sound.
  3. Click the Recording tab, select the microphone you will use with Ooma Office Desktop app (i.e., Headset Mic), and click Properties.
  4. In the Properties window, select the Advanced tab. Uncheck the Allow applications to take exclusive control of this device setting and click Apply.
  5. Repeat the same steps for the Playback tab.

Set the default microphone for Ooma Office

  1. Click the Windows icon and select Settings.
  2. Select System, then Sound.
  3. Under the Advanced sound options, select the device prefernces for the Ooma Office Desktop application. Note that this application will only appear in the menu if you have used it to make at least one call.
  4. The application defaults to using the computer’s default input and output devices. Use the dropdown menus to select the appropriate microphone and speakers.

Windows 8.1

There are a few different things you will need to check on your Windows 8.1 computer if your micrphone is not working. When you are done checking and updating your settings, be sure to restart the Desktop Application so that it can begin making and receiving calls.

Check microphone privacy settings

  1. Click the Windows icon and type “Microphone privacy” in the search panel to open the Microphone privacy settings.
  2. Toggle the Let apps use my microphone setting to On. If it is already turned on, toggle it off and then on again.

Remove exclusive microphone access

  1. Click the Windows icon and type “Control Panel” in the search panel to open the Control Panel.
  2. Select Hardware and Sound on the Control Panel, then click Sound.
  3. Click the Recording tab, select the microphone you will use with Ooma Office Desktop app (i.e., Headset Mic), and click Properties.
  4. In the Properties window, select the Advanced tab. Uncheck the Allow applications to take exclusive control of this device setting and click Apply.
  5. Repeat the same steps for the Playback tab.