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How to Call an Extension Number: Step by Step Process Explained

How to Call an Extension Number: Step by Step Process Explained

Phone systems that are tailored to the demands of each organization are very essential for smooth working of most processes. Rather than rely on a personal line or a cell phone, even the smallest corporations need a business phone system.

Phone directory, call transfer, or virtual extensions are unavailable on consumer-focused phone lines. Your communication needs increase in volume as well as in efficiency as your workforce expands. Everyone who joins the company needs a phone number and a mechanism to contact their coworkers in other locations or divisions. Your employees must be able to interact effectively with one another and with your clients.

What is a Calling Extensions

For a residential line, a calling extensions allows users to answer a call from anywhere in the house.There are various ways to use extensions in your company. You can use them to designate short phone numbers for specific groups or individuals inside your company. It’s an internal code that allows users to get in touch with their coworkers quickly. Alternatively, clients can call the extension number of the person they wish to speak with directly instead of going through the standard auto-attendant process. For this reason, the capability is referred to as extension dialing.

The same extension numbers are used in different ways by both internal and external parties. There is a possibility that Alice and Bob will be working together in the same office. Bob has a 104-digit extension, but Alice has 103. To reach Bob, Alice needs to ring 104 on her phone. Calling the company’s phone number on its whole is not necessary.

How does Phone Extension Work?

In the past, extension numbers were often four digits long, such as 1002 or 2563. Extensions could not be made longer or shorter on analogue phone systems. Fortunately, hosted phone service providers also give 3 or 5 digit extension dialing as an additional option. You can even provide an employee extension like 4 or 65.

Extensions can be created for specific groups or departments within a project. Using it, employees can communicate with colleagues in other company parts. As your company grows, department extensions are a great item to have on hand.

How to Call an Extension Number?

Calling an extension number is the same as dialing a VoIP phone number. All that’s different is how internal and external phone calls are handled.

Internal calls originate from within the company, regardless of location. There are no long-distance fees for employees working in remote offices or even countries. No matter where Alice and Bob are now working, they can call each other by calling 104. When members of your team are dispersed throughout the country, having the ability to dial extension numbers is critical.

External calls come in from outside the corporation and are directed to an internal destination. Extensions can be dialed by anyone phoning one of your employees, although they are typically added to your main business number. Even if a caller doesn’t know the extension, the auto-attendant feature on your phone system can direct the call to the appropriate party.

Is Virtual Phone Number and Extension Number Same?

Extensions and virtual numbers have a lot in common because they transfer calls to other locations. As far as location and zip code are concerned, they are both virtual. Even though extensions are often shorter, both are composed of integers. There is a distinction between the two depending on the circumstances.

The IP address of a particular device is typically linked to a virtual phone number. The type of device does not matter, as long as it is connected to the internet. Whenever a call comes in, it’s routed to the IP addresses associated with the device. Whenever you make a VoIP call, the person you’re speaking with will see this number displayed on their phone. Staff can use their company number to make and receive calls on various mobile devices.

The IP address and device identification of an extension is not known. A VoIP phone system includes this feature. The fees associated with setting up and using a virtual phone number are in your agreement with your VoIP provider. Most extensions are free. However, there might be a cap on the number of attachments you may install. Using an extension number, you can reach a specific person, department, or even a specific voicemail box.

How Easy it is to Add Extension

Most VoIP phone systems make it simple to add new users or extensions. Once you’ve logged into your account’s dashboard, you can choose to add a new user to the system. You can also designate a specific extension for a new employee. You may learn how to add users in VoIPStudio by watching this video. The interfaces of other services will be similar.

It’s possible to add an extension to the existing staff or user account. You can add an extension to a current user by editing the user’s profile. Let’s say a team member is transferred to a different location. You don’t need to modify anything, and their present extension will operate even if the area changes. Department extensions make it easy to change a person’s extension when they move departments or get promoted.

It’s also simple to remove an extension or a user from your account. The auto-attendant can be updated if an employee leaves or the business no longer requires as many extensions (if necessary). Your phone service provider may not charge more for extensions, but you may want to eliminate those no longer needed.

How are Calls Routed to Extensions?

As you can see, from the end user’s perspective, extensions are not that different from phone numbers. They do, however, play a vital role in the background. After the caller dials the number, it’s crucial to know how calls are routed to different extensions.

One of the algorithms determines how calls are routed to phone extensions. Individuals, teams, and departments all have their own set of guidelines for receiving a gift.

The first step is making a directory that routes incoming calls to specific departments or persons. The ring is automatically routed as soon as a phone number is dialed or a choice is made.

Benefits of Extension

1. Share Several Lines of Text

Extensions become a necessity when an organization grows. Instead of giving each employee their phone line or number, even a small firm can reap the benefits of using extensions. Whether you have ten or a thousand numbers, the savings pile up rapidly.

Adding a second phone line isn’t the only issue. Every additional line necessitates more bandwidth since hosted VoIP solutions increase the network load. Extensions allow you to maximize your resources.

2. For Internal Use, it’s Simple to Call

Extensions make it easier to communicate with coworkers. There is no need for your employees to remember vast phone numbers for each person they need to contact. A three- or four-digit extension is considerably easier to remember. It may not signify much to a company with only five employees. Nevertheless, how many teams does a worker have to interact with during a day? Everyone benefits from shorter extensions.

3. Make it possible for customers to bypass the automated phone system

Having an auto-attendant is a great convenience, especially for large corporations with numerous divisions and divisions inside the organization. If it’s your first time contacting you or you don’t know the correct number to dial, you can still get through.

However, returning callers who already know where they want to go may find it boring. When clients know the correct extension, they may instantly reach their manager or account person.


Hosted VoIP services have widened the scope of phone extensions, allowing them to be used in new ways. Call forwarding and external line sharing were the primary functions of attachments in the past. On the other hand, modern phone extensions are capable of much more. Whether you’re still undecided, give the feature a spin and see if you like it. Since most vendors make them available for free (at least a set number initially or infinite ones in some circumstances), there’s no reason not to give them a try in your company.


What does extension mean for the phone?

Extension Dialing: What Is It? Whether it’s a desk phone, a DECT phone, a mobile phone, or a softphone, an extension is often a three- or four-digit number that enables a direct link to a system-defined user or phone. Any number of offices, divisions or teams can organize extensions.

What is an example of a phone extension?

My cell phone number is 801-555-9864. I could create an extension code 964 and list it in my company directory (as either “801-555-9864 extension 964” or simply “801-555-9864-964”) as an example. When a caller dials in with a valid extension code, the phone will ring.

How do you write an extension number?

On the same line as the phone number you’re displaying, type “extension” and the extension number next to it, or just write “ext.” next to the extension number. As a result, it should appear as either the extension number 5 or the number 5, depending on which one is used.

How do I know my phone extension iPhone?

The Extensions tab may be found in Safari’s Settings menu. Add-ons from the App Store can be accessed by clicking More Extensions. Tap on the price or Get if it’s free, then follow the on-screen directions when you discover one you like.

Can cell phones have extensions?

When it comes to small- and medium-sized enterprises, we’ll use real estate brokers as an example because that’s where we see them most frequently.

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