Ooma Office Phone Quick Start Guide
Introduction
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Congratulations on purchasing the Ooma Oce phone system! Blending the power of cloud computing with
the convenience of plug-and-play hardware, Ooma Oce creates a complete, multi-user communications
platform for businesses like yours. Ooma Oce includes all of the features you need to better connect to and
serve your customers, with plenty of room for the system to grow as your business expands.
Package Contents
Ooma Oce Base Station
Quick Start Guide
System Overview
Before you get started, there are a few things you should
know about the Ooma Oce phone system:
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Each Ooma Ofce account can support up to 20 users. Each user will be assigned
a unique 3-digit extension number, voicemail box and account in the Ooma Ofce
Manager web portal.
Each user can be congured with one or more of the following types of devices on
the system: analog telephones, iOS or Anrdoid smartphones running the Ooma
Ofce mobile app, and select models of IP phones. Each user can also choose to
forward calls to a regular cell phone or landline.
If a user has multiple devices assigned to his extension, all of the devices will ring
when the user receives a call. The user can answer the call on any of the devices.
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Ethernet Cable (7 ft)Ooma Linx device(s) AC Adapter
How Ooma Fits in Your Office
This illustration depicts how Ooma Oce is used in an oce
environment. Familiarize yourself with the Ooma Oce devices as well
as the phone and Internet equipment in your business.
A
Modem or Router – The broadband Internet connection
from your service provider will connect to a modem or
router installed inside your business
B
Ooma Base Station – The Base Station connects to
your modem or router and routes calls to the analog
phones in your oce. It includes one phone jack for
connecting to an analog phone or fax machine.
C
Fax machine – Fax machines should connect to the
Base Station. This may require some changes to your
phone wiring, or moving your fax machine closer to
the Base Station.
Ooma Linx – The Linx connects an analog phone to your
D
Ooma Oce system. The Linx plugs into a power outlet
and operates wirelessly by communicating with the
Base Station over radio frequencies. Up to four Linx
devices can be paired with each Base Station and the
device has a range of up to 150 feet indoors.
E
Analog phones – Each analog phone (corded or
cordless) in the oce will connect to a phone jack in
the Base Station or a Linx device.
A
E
D
C
B
D
E
Installation Overview
The installation process is simple and straightforward.
You should be up and running and making your rst call
in no more than 30 minutes!
This guide will walk you through the entire process. Just
follow along as we take you through four easy steps in
sequence:
Step 1
Step 2
Step 3
Connect More Analog Phones
Step 4
IMPORTANT: Ooma Ofce requires a broadband
Internet connection and a minimum of 128kbps of
upstream and downstream bandwidth for each user
inside the ofce. Users who primarily access the
system from outside the ofce using the mobile app or
a remote number do not need to be counted.
Activate Ooma Oce account
Install Ooma Oce Base Station
Add Users and Customize
Have a Question
or Need Assistance?
Help is here.
Knowledge base
ooma.com/support/ofce
User manuals
ooma.com/userguide
24x7 Customer Care Hotline
1-866-939-6662
Step 1 | Activate Ooma Office Account
Begin by activating your Base Station online. Locate the sevendigit activation code printed on the bottom of the Base Station.
Next, go to the Ooma Oce Manager web portal located at:
http://oce.ooma.com
Click on the Activate your new account button.
The activation wizard will guide you through:
•
Selecting a phone number
•
Registering your 911 address
•
Entering your billing information
You’ll receive an email conrmation once your
account is activated.
NOTE: If you plan to transfer an existing phone
number to Ooma Oce, select a temporary phone
number during the activation process. Follow the
directions to port your number in the
section once you have nished your installation.
Next Steps
Step 2
2a
Connect Base Station to Router
Ready to start? Go to
| Install Ooma Office Base Station
Step 1
Go to
Alternative Setup Option
For optimal voice quality, the Ooma Oce Base Station should be installed between your modem
and router. This allows the Base Station to prioritize voice packets over other Internet trac and
prevents audio glitches and dropped calls.
Router
Modem
Step 2
Connect your Base Station to the Internet
Use the included Ethernet cable to connect the TO INTERNET port of the Base Station to
an open Ethernet port on your router.
Connect the Base Station between modem and router
NOTE: If you experience poor voice quality you may want to enable Quality of Service (QoS)
settings on your router or install the Base Station between your modem and router. Please call
our customer care hotline if you need help conguring QoS. See the Alternative Setup Option
to the right for instructions on how to connect the Base Station between your modem and router.
2b 2c
Connect Your Phone
1. Locate the Ethernet cable that connects your modem to your router. Unplug the modem end
of the cable and plug it into the LOCAL NETWORK port of the Base Station.
2. Use the included Ethernet cable and connect the TO INTERNET port of the Base Station to your modem.
3. To ensure the new network setting takes eect, reboot your modem and router.
Power On
TO
INTERNET
LOCAL
NETWORK
Plug in your Base Station
Plug the provided AC adapter into the POWER
port. It is normal for the status light on the front
of the Base Station to blink amber for several
minutes while the device is booting up.
Plug your phone into the Base Station
Using your existing phone cable, plug your analog phone into the PHONE port of the Base Station.
If you are using a cordless phone, connect the cordless phone base unit to the PHONE port.
NOTE: If you plan to connect a fax machine to your Ooma Oce system, it should be connected to
the PHONE port of the Base Station.
The status light will turn solid blue once the
system is fully functional.
If your device requires a software upgrade, it may take 15-30 minutes
to nish booting up the rst time you plug it in. Do not unplug the
!
Base Station while it is upgrading. It will automatically reboot
after the upgrade is complete.
Make your rst call
Pick up the phone and listen for a dial tone to
conrm that your system setup is complete.
Feel free to call a friend and tell them about
your new Ooma Oce system!
Go to
Step 3
Step 3 | Connect More Analog Phones
3a 3b
Put your Base Station in pairing mode
Press and hold the PAGE button on the back of your Base Station for three
seconds to activate pairing mode for 5 minutes.
The system status indicator on the front of the Base Station will start to blink
blue as it searches for new Linx devices.
Step 4 | Add Users and Customize
Log into Ooma Oce Manager
The hard part is over! Your Base Station and Linx devices have been
installed. Now you can start to customize your conguration.
The Ooma Oce Manager web portal will be your primary system
administration tool. To access the site, go to:
http://oce.ooma.com
Log in as an administrator using your phone number and the
password you selected during the activation process.
Plug in your Linx device
Decide where you would like to install your
analog phone and nd the closest power outlet.
Plug the Linx into the power outlet. The system
status indicator on the Linx should start to blink
amber as it searches for a Base Station.
The system status indicator on the Linx device
will turn blue once the Linx has paired with the
Base Station.
Connect your phone
Use a telephone cord to connect your analog
phone to the phone jack at the bottom of the
Linx device.
Repeat Step 3 for each Linx you want to install.
Note that each Base Station can pair with a
total of four Linx devices. If you wish to use
more than four Linx devices, see below.
Next Steps
Transfer Your Phone Number
Do you have an existing phone number that you would like to
transfer to your Ooma Oce system? In most areas, Ooma can
help you port your existing phone number from your old provider.
You must maintain the phone service associated with your existing
phone number until the porting process is completed, which usually
takes around 2-3 weeks.
To get started, please visit:
http://oce.ooma.com/port
Go to
Step 4
To begin, use the Manage tab to navigate through the dierent
parts of the system you can customize. You will be able to:
•
Manage users and devices
Note: End users can also
access Ooma Oce Manager
to listen to voicemail, check
call logs, and manage settings
for their extension. When you
create a user on the system,
the user will receive an email
with information about how to
access the web portal.
•
Add phone numbers and control how they are routed
•
Customize your virtual receptionist settings
•
Update your system preferences
That’s it. You’re Done!
If you have any questions about setting up or conguring your
system, please call our customer care hotline for help:
1-866-939-OOMA (6662)
Advanced Features of Ooma Office
Ooma Oce comes with a full suite of features to accomodate all types of businesses. Learn more below:
Explore Ooma Oce Manager
After your initial setup is complete, explore all the other
features that Ooma Oce Manager has to oer. You can:
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Set up additional users
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Select additional local and toll-free numbers
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Customize your virtual receptionist
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Upload custom music on hold and transfer music
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And much, much more
Learn more about all the features Ooma Oce has to oer
in the Features Overview section of the user manual.
Mobile Application (coming soon)
All users on your system can make and receive calls, listen to voicemail, and update
preferences by using the Ooma Oce mobile app for iOS and Android. Before they can
use the app, you must rst enable the mobile app on their extension. The user will receive
an email with instructions on how to download the app. To get started, visit:
http://oce.ooma.com/mobile_app
Supporting More Analog Phones
Each Base Station can support up to ve analog phones using the built-in phone port and
wireless links to up to four Linx devices. To add support for more analog phones in the
oce, you can purchase additional Base Stations and Linx devices (each sold separately).
With four Base Stations and 16 Linx devices, you can connect up to 20 analog phones
in one location. To add more base stations to your account, visit:
http://oce.ooma.com/base_stations
Toll-Free Numbers
Adding a toll-free number gives your small business a national footprint and makes
it easy for customers to reach you. You may select one toll-free number for your Ooma
Oce account. The number comes with 500 minutes of free inbound calling. Additional
usage rates apply; see our website for details. To select a toll-free number, visit:
http://oce.ooma.com/toll_free
IP Phones (coming soon)
IP Phones are “smart” desktop phones that connect to your oce network using a hardwired Ethernet connection. They often have large displays which make it convenient to
handle multiple lines and access advanced features. Ooma Oce is compatible with
select models of IP phones and can support a mixture of analog phones and IP phones
at the same location. To set up IP phones, visit:
http://oce.ooma.com/ip_phone
Virtual Fax
Send and receive faxes online with a Virtual Fax extension. Once it has been set up, all
inbound faxes will be forwarded to your email and any of your users will be able to use
the Ooma Oce web portal to send out PDF les as faxes. The Virtual Fax extension
includes a dedicated phone number. To set up a virtual fax, visit:
http://oce.ooma.com/virtual_fax
Conference Server
The conference server can host up to ten meeting rooms. Each meeting room is
assigned its own unique conference ID and can accommodate up ten simultaneous
internal or external call-in participants. The conference server comes with a dedicated
phone number for direct access. To set up conferencing, visit:
http://oce.ooma.com/conferences
Quick Reference Guide
Front view
Back view
TO INTERNET
Plug in your modem or router to connect
your Base Station to the Internet.
PHONE
Connect your analog telephone or fax machine
with a standard telephone cable.
PAGE
Press and hold to pair a new device.
Ooma Office Base Station Ooma Linx
System status indicator
•
Lights up blue when system is operational.
•
Blinks amber when device is booting up.
•
Blinks amber when Ooma service is
not working.
•
Blinks blue rapidly when device is in
pairing mode.
•
Alternately blinks blue and amber during
a software upgrade.
USB
Connect optional accessories such as
the Ooma Wireless Adapter.
POWER
Connect the included AC adapter to
power the Base Station.
LOCAL NETWORK
Connect a computer or router to the Base
Station for additional setup options.
Front view
Bottom view
System status indicator
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Lights up blue when connected to the Base Station
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Lights up amber when it does not detect the Base Station.
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Blinks amber when it is attempting to register with
a Base Station.
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Blinks blue and amber during a software upgrade.
Line status indicator
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Lights up blue when the line is idle.
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Lights up amber when the line is in use.
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Blinks amber/blue when the line is ringing.
Reset pinhole
Push down and hold for 10 seconds while plugged in to perform a
factory reset of the device.
PHONE port
Connect your analog telephone to the Linx
with a standard phone cable (not included).
Troubleshooting
Base Station status indicator is blinking amber
When the status indicator on your Ooma Oce Base Station blinks amber, your Base Station is
not operational. Check below to nd out what is preventing it from working.
•
Your Base Station may not be connected to the Internet. 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 power cycling the devices.
•
Your Base Station may be unable to register with the Ooma network. Verify that you have
activated your device as described in Step 1. Try power cycling the Base Station.
•
Verify that your Internet connection is working. Optionally, connect a computer to the LOCAL
NETWORK port of the Base Station and browse to http://oce.ooma.com. You should see
the login screen for Ooma Oce Manager. If not, troubleshoot your Internet connection.
The phone connected to the Base Station has no dial tone
If the status indicator on the Base Station is blue but you don’t hear a dial tone, check that
your phone is correctly plugged into the PHONE port of the Base Station.
I hear an “extension has not been set up” error message when I pick up the phone
The Linx device won’t pair with my Base Station
• Move the Linx closer to your Base Station and try to pair again.
• Perform a factory reset of the Linx by inserting a paper clip into the pinhole next to the phone jack of
the Linx device. Hold for 10 seconds until the system status light blinks amber. Try to pair again.
• If the status indicator on the Base Station blinks purple/blue when you put it into pairing mode,
you have exceeded the capacity of the Base Station. Each Base Station can only support up to
four wireless DECT devices like the Linx. You may purchase additional Base Stations if you need to
connect more Linx devices inside your oce.
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. Also try performing a factory reset of the Linx device by following the directions above.
• 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 has a blue status indicator. Next, plug an analog
phone into the PHONE port of the Base Station to check for a dial tone.
Voice sounds stuttery or sometimes breaks up
Log into the Ooma Oce Manager and make sure that your Linx or Base Station device has
been assigned to a user. Select a user and switch to the Devices tab to add the Linx or
Base Station phone port to a user.
Voice quality depends on the speed and quality of your Internet. For best results, Ooma recommends
that your Base Station is connected between the modem and router as shown in Alternative Setup
Option in Step 2a. Please call our customer care hotline if you are experiencing voice quality issues.
© 2015 Ooma, Inc. Patent pending. All rights reserved. Reproduction in whole or in part without written permission is prohibited. Ooma, the Ooma logo, Ooma Oce, Ooma Linx, and all other Ooma company,
product and service names and slogans are trademarks of Ooma, Inc. All other product, service or brand names are the property of their respective owners.
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