How to install and use the Voiplink Desktop Application

Desktop Application (VoIP LINK Business Voice)

Downloading the application

Once you have successfully downloaded and installed the application on your desktop computer you will next need to log in.

Setting up the application to fit YOUR needs (Click to Dial Vs. VoIP Link Calling)

Its important to understand that the desktop VoIP Link application can make calls in one of two ways. It can be twinned with your desk phone to place calls using “Click to Dial” or it can make calls without a desk phone using a headset or speakers/mic.

If you are someone who uses a PC that never moves and you will have a desk phone in your office, you will want to use “Click to Dial”. If you are using a laptop and want to be able to make calls on it without a desk phone, proceed to the “softphone call” section.

Click To Dial

While signed into the application. Click on “Tools > Options”

Softphone Dialing (Using VoIP Link for calling)

If you are using a desktop or a laptop with a headset or built in microphone and speakers, you can use the application to make phone calls WITHOUT having your desk phone nearby. This method will place calls using the softphone application and not your desk phone. This is great for people who travel and want to use their laptop for calling or in call centers with limited desk space and don’t need a phone.

When you install your VoIP Link for the first time, it will default to this mode. If you are already using click to dial and want to switch, please follow the steps below. 

While signed into the application. Click on “Tools > Options”

Checking voicemail inside VoIP Link

You can access your voicemail messages via the VoIP Link application. This is very convenient as you do not need to login or listen to all of the prompts you hear when accessing the message center from your actual desk phone. This method does REQUIRE speakers or headphones.

When you have new messages, the cassette icon will illuminate blue and show a voicemail count. To see your messages, click the cassette icon. You can now play and delete your messages from this window.

Deleting your voicemail messages in VoIP Link

You can delete messages one at a time by clicking the “X” next to each message or you can use the “Delete All” button. Its important to know that deleted messages will remain on the phone system for 30 days under the “Deleted” folder. During this 30 day window, the messages will continue to use your mailbox memory. If you receive a message that your “mailbox is full” be sure you “permanently delete” your messages in the deleted folder.

Forwarding voicemail messages in VoIP Link

You can forward voicemail messages from the desktop application to other users via email or via the message center. If you use the message center, messages will be send via the phone system and show up in that users voicemail box. If you elect to send via email, the system will generate a new email in your default email program and attach the audio file.

Adding contacts in VoIP Link

Within the desktop application you can add contacts outside of your phone system. You can add contacts by clicking “File > Add Contact” or by right clicking on a call from your “Recent Calls” and selecting “Add to Contacts”.

Syncing contacts from Outlook

Contacts can also automatically be synced with Outlook. To turn on Outlook synchronization, go to “Tools > Options”. Under the general section you will see an option to “Use contacts from”. From the dropdown you can select “Outlook”. Your contacts will start to populate in the softphone contact list. This can take a minute or so depending on how many contacts you have. Contacts will now automatically be added as you add contacts within Outlook.  

Updating your status / presence

The VoIP Link desktop application is a power tool when it comes to internal communication. Users can tell when you are on the phone, busy, or idle through the application. It will automatically detect when you are on the phone or idle but you can manually assign your own status using the steps below.

While signed into the application, click on the “online” section to the right of your avatar. You can now type any message you like. This message will display to any users in the office or who are also on the same phone system.

If you’d like to users know you are busy in addition this message click your name next to the green check mark and select “Busy”.

Live dial pad

Within the desktop application there is a dial pad that you can type or copy and paste telephone numbers into. You can type in a number and hit the “enter” button on your keyboard. The system will start a new call following your calling method (Click to dial or using the softphone).

The dial pad can also be used a search bar. You can search within your contacts by name, extension, or telephone number. In addition to pulling up the contact, it will also show any related recent calls or chats with this contact. This is a handy tool when you have a larger organization and you don’t know everyone’s extensions.