How to Connect VoIP Phone to Laptop (2023)

The days of having to solely rely on landlines and being limited to the use of old communication tools are long over! Nowadays, businesses want a seamless way to communicate, exchange ideas and ensure that all information received can be processed in the best way possible. With that in mind, most businesses have now made a switch to more modern business phone systems.

For those who aren’t familiar with this type of technology, it’s easy to understand. VoIP systems, also known as Voice over Internet Protocol systems, allow users to make phone calls and receive them through a stable and strong internet connection.

VoIP phones allow for large ranges of added capabilities that older traditional phone lines are unable to match. All in all, VoIP systems offer users effortless communication means and an easy setup, all for a low and affordable price!

how to connect voip phone to laptop

Table of Contents

How a VoIP Service is Setup

After a provider is contacted, and your VoIP setup process starts to begin, installing this type of system is relatively simple.  First, to get started, your VoIP provider will need to add what is needed at their end into a VoIP portal.

The next day, onsite software will be installed, and any needed hardware will be put in place in your office or home. Most providers will grant employees and managers a short training course on the system, in order to help them get familiarized with the new equipment.

Once everyone’s caught up and ready to utilize this system, the final step is to choose telephone numbers and locations for which you’d like your numbers to be set up. Because VoIP systems operate through the internet, phone numbers aren’t given out based on location and are, in fact, hand-picked by businesses. Telephone number porting is also available on request and can be done by your service providers during the installation day. 

The service will then be activated, and your team can get back to work as needed. Essentially, no individual employee will have to experience any steps for installation themselves, because certified technicians will be responsible for getting everything taken care of beforehand.

Once everything is finished, individual telephone numbers will then be available for use. If your business used a previous system where numbers were ported from, all that was owed must be paid in order to make these numbers your own again through your new service provider. If this is done, your system will be fully operational and ready to use. 


Steps for Connecting a VoIP Phone to Your Laptop

The reason why you want to connect your VoIP phone and laptop is because you want them to have a shared internet connection, since connecting directly to modems is not always an option. There are extra wiring and cable requirements, so it’s just easier to go this route.

There are two ways to connect your VoIP phone to your laptop; through the Ethernet Port or through Wi-Fi. the traditional way is to connect via the Ethernet port, however, some modern phones now have built in Wi-Fi which makes the process a lot easier. For the purpose of this article, we’re going to go over connecting your phone through the Ethernet port since that is the most common method in use today.

  • First, you must take your Ethernet cable and plug each end into the respective port on both your laptop and your VoIP phone. You’ll find a power port and two additional ethernet ports behind your VoIP phone. One is made for a PC connection and the other for Ethernet, make sure to not get those mixed up.
  • Next, you must plug your phone’s power cord back in, and allow it to try and obtain an IP address. Remember that an internet connection has to be established between both devices before you can proceed.
  • The next step is to set up your laptop. You must first ensure that it’s connected to the Wi-Fi. If so, you can find the “Control Panel” icon on your screen and look for the network connections that your laptop is offering. In most cases, the two connections that show up are the basic Wi-Fi connection and an Ethernet connection. Out of those two, double click on the Wi-Fi network and open its “Properties” to establish network sharing. Once opened, you will be allowed to find the option that allows sharing and simply check the box corresponding with this option.
  • Along with network sharing, you must also change your Wi-Fi IP settings. Double-clicking the Wi-Fi network option, you can search for its IP settings. Once found, you must set up DNS and change its settings. By copying the numbers and clicking ok, your IP settings will be altered. Once this is done, you must perform the same steps through the Ethernet’s networking properties. Some of the times, these changed settings will automatically be available on your Ethernet connections properties, so all you must do is double-check that these numbers are the same and click ok.
  • The internet connection should now be established between the two devices. In order to utilize these functions, you first have to update your phone’s settings and configurations. By looking at your phone’s settings, there is an option to update its system and configure the settings, which will allow the Ethernet connection to be activated. Tests can be done following this configuration to ensure that your desk phone is in fact working and calling a simple number will do the trick. If the call is connected, then you will know that the connection is established. It’s important to note that as soon as your laptop or PC is on, your phone will also be online as well.


Benefits of Choosing VoIP Over a Traditional Phone Line

VoIP systems offer several benefits over a traditional phone line. The greatest one perhaps is that these systems can utilize any communication device! The entire system is setup over the internet which means that any device with Wi-Fi or data capabilities can be put to use.

For larger businesses, purchasing individual phones for employees requires a sizable investment, however, employees already have laptops for their day to day use. VoIP phones can easily connect to a desktop or a laptop, and the actual phone itself is, in most cases, acquired for free through the provider. A VoIP system not only helps save money on equipment but the service itself is also a lot cheaper. You can also automate outgoing and incoming calls. You can set up a Text Mail Subscriber to handle outgoing sales calls.

As previously mentioned, your VoIP provider will provide all hardware that is needed. Traditional landlines will require the use of wiring and complicated switchboards, making things difficult to fix whenever a problem arises. On top of all this, whenever updates or security patches are needed, your landline provider will need to halt business functions in order to fix the problem at hand. 

When choosing to work with a cloud-based system provider or VoIP provider, the need for troubleshooting and added equipment are eliminated. Users will have the ability to perform updates, maintenance requisitions, customization, and troubleshooting with an online account.

Many VoIP providers will often provide virtual contact center support for all their customers, so any issues can be taken care of accordingly, in a timely manner, and free of charge. 


Final Words

Almost every business is looking for effective ways of communication and being able to join all devices through one connection is key. VoIP services answer all primary communication needs that are required of companies and the ability to utilize these systems through a single link, is the icing on the cake.

When linking your VoIP phone to a laptop, you and your employees will be able to access countless features online. Conference calls will be made easy, and the client interaction that you face every day will become a breeze. Employees will be able to take calls on their desk phones, all while sending emails or updating spreadsheets on their PC, using the same quick connection. There is a similar method for using to pair your Android phone to a Windows laptop.

Besides VoIP phone systems being your companies saving grace for all things “business”, these phone systems are easily installed as well. All equipment from previously used systems can be moved from the office space, so that a smooth transition can take place. All outdated equipment or downloaded software applications won’t be needed, so that way, newer phone systems, desktops, and internet routers can be put to use. The bottom line is that the only thing needed is one cable, leaving your devices to simultaneously work together.

With this peace of mind and total flexibility that VoIP systems offer to businesses, your company and employees will be able to function at the highest capacity. Your business will save plenty of money from upfront and ongoing costs, when making the switch to VoIP phone systems!