Get your Virtual New York Office

If you have clients around the world it can make a very favourable impression if you provide them with a number local to them.  It can cut their costs and gives your organisation a ‘just around the corner’ feel.  Imageframe is based in Reading, UK but we do have clients in the US so we set up a New York phone number which seamlessly transfers to our switchboard.  This costs roughly £181 per year per number and it also gives us additional UK calling minutes for the organisation.

Let’s start with the basics.

Skype for Business (either as standalone or part of an Office 365 plan) allows you to make calls to other Skype for Business and Teams users.  If you want to make calls to PSTN (public switched telephone network) phone numbers and you don’t already integrate with a phone service provider, Office 365 offers the Phone System and Calling Plan licences.   The Phone System licence provides cloud-based call-management features such as hold, forward, transfer and voicemail and will cost (as of the date of this post) £6+VAT per month as an add-on for Office 365 E1 or E3 plans.  Once you have assigned the Phone System licence to a user, you can add-on either the Domestic Calling Plan for national calls or the International Calling Plan for calls to both domestic and international numbers in hundred of countries.  Each of these provide a number of included minutes for calling per-month, rather like an included minutes mobile phone contract.

Purchase the Phone System and a Calling Plan licence and assign these to one of your Office 365 users.  Now you can choose their phone number from a wide choice of countries and cities.

The World is Your Oyster (almost).

You can transfer an existing landline number or choose from a selection of phone numbers for your call-enabled users.  Sign into the Office 365 admin centre and select the Skype for Business admin centre.

Link for the Skype for Business admin center

 

In the Skype for Business Admin Centre, you’ll be able to click on Voice and then Voice Users to see staff who have the phone system and calling plan licences assigned.

Skype for business phone system admin

 

You’ll also be able to obtain new numbers from the available countries.  The nice thing is that you can keep requesting new numbers until a funky one comes up like 0118 370 1234.  The image below is a selection of numbers for San Francisco (415).  We can acquire any of these or cancel and try again later to see a new selection.

 

Skype for business acquire new phone number

Once you have acquired numbers you can assign them to voice users.  There are two limitations here:

  1. the user’s country in their licence profile needs to match the country for the phone number you want to assign.
  2. you must set up an emergency location address for each country for which you acquire phone numbers.

We have a couple of unused Office 365 licences that we apply to demo personas.  These are ideal for assigning the international numbers.  View the user properties in the Office 365 admin centre, click on licensing and select edit.  Then change the user’s location in the drop-down at the top.  This will propagate to Skype for Business after a while and you can assign the US number.

Office 365 user licence properties

 

We have also set up a redundant emergency location address for the US as the US number will only ever be used for routing incoming calls and will not actually be used by a bona-fide person.  You can set up emergency locations in the Skype for Business admin centre (under the voice option).

Finish by Setting Up Call Forwarding.

Our demo users now have exotic phone numbers but they are not real users so will never answer the phone.  We can sign into the Skype for Business client as them and configure call forwarding so if someone rings their number, it will forward the call to one of our real users, or our switchboard.  The Skype client also tells us the call has been forwarded so we realise this is an international client.

Skype for Business call forwarding

 

No unused Office 365 licences?

We have assigned our numbers to demo users.  If you don’t have spare Office 365 licences then you can acquire Service Numbers instead of User Numbers.  Service numbers are intended to be assigned to services such as Audio Conferencing in Office 365, auto attendants or call queues.  Service phone numbers have a higher concurrent call capacity than user numbers but you are allowed fewer service numbers than user numbers.

If you acquire a service number, then you can create an Auto Attendant to forward calls to your switchboard.  You do this through the Call Routing option of the Skype for Business admin centre.

Skype for Business auto attendant

 

Give it a go and create your “London, Paris, New York” office locations.  Feel free to contact us if you have any questions.