Can you use VoIP as a regular phone?

The viability of VoIP for businesses relies on its ability to replace traditional phone lines. If VoIP-based solutions are only able to establish calls with other VoIP-based telephones, then they will not work for most organizations. While residential VoIP has caught on and is rapidly being adopted by regular consumers, most people still use traditional carriers for both landlines and cell phones. These are the same people that businesses are targeting, so if VoIP cannot connect to regular landlines and cell phones, then it is a no-go for many companies. Fortunately, VoIP can connect to regular landlines through gateways. VoIP gateways allow digital voice calls from VoIP phones to be converted to analog or multiplexed voice data that can be consumed through regular landlines and cell phones. In turn, it is also able to convert analog multiplexed voice data into a digital format so that it can be broken into IP packets, which can then be transmitted through VoIP.

What Is a VoIP Phone? + Why Your Business Needs One

The world is rapidly embracing new advancements in technology, and large and small businesses alike need to keep up to stay in the game. With a Voice over IP phone system from RingCentral, you can do exactly that and more.

As a leader in cloud communications, RingCentral offers an all-in-one Voice over Internet Protocol (VoIP) phone system. It allows smooth phone calls over the internet and includes other essential enterprise-level functionality like business SMS, online meetings, app integrations, and more.

Whether you want to upgrade your current phone lines, implement a completely new IP telephony system, or scale your business, RingCentral has the perfect solution for you.

What is a VoIP phone?

When someone asks “what is a VoIP phone?”, they’re probably imagining a specific piece of hardware. That fact is, however, that a VoIP phone—sometimes also known as an IP phone or internet-based phone—is any device that uses IP technology to transmit calls.

VoIP phones, therefore, can come either in the form of specialized digital hardware (like a desk phone) or a software program (running on a computer or mobile device) that performs the same functions. The latter is known as a softphone.

Whatever its ultimate nature and appearance, a VoIP telephone takes the sound you generate and converts it into packets of data. It then sends that data over the network and out through the internet. The phone on the other end decompresses the data and plays it back for the other person to hear.

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Benefits of RingCentral’s VoIP phone system

Lower costs

Unlike legacy PBX, a VoIP phone service only requires a strong internet connection. This means significant savings on infrastructure and hardware. VoIP also allows long-distance and international calls via the internet at no added cost.

Easy and simple setup

When you opt for an IP phone system, there’s no need to wait for tedious installations. We understand the value of time in business here at RingCentral. You can count on us to have your virtual phone service up and running in no time.

Additional features

VoIP is not just about making calls. It also presents a chance to utilize a unified communications solution that includes an array of extra features, such as call forwarding, call routing, call recording, SMS messaging, voicemail, video chats, and more.

Mobility and flexibility

VoIP phones don’t tie you to a physical workstation, instead giving your business the means to meet the rising demand for remote work. Employees can work from anywhere, anytime, and from any device.

Unparalleled security

RingCentral VoIP services are encrypted with secure voice between endpoints on the network. This translates to VoIP phone calls that are protected from interruption and threats like power outages, inclement weather, malicious attacks, etc.

Scalability

Traditional business phones are static, but VoIP evolves with you. Whether you have plans to expand to multiple locations or add international people to your team, you can scale easily with a VoIP business phone system like RingCentral.

Unlike legacy PBX, a VoIP phone service only requires a strong internet connection. This means significant savings on infrastructure and hardware. VoIP also allows long-distance and international calls via the internet at no added cost.

When you opt for an IP phone system, there’s no need to wait for tedious installations. We understand the value of time in business here at RingCentral. You can count on us to have your virtual phone service up and running in no time.

VoIP is not just about making calls. It also presents a chance to utilize a unified communications solution that includes an array of extra features, such as call forwarding, call routing, call recording, SMS messaging, voicemail, video chats, and more.

VoIP phones don’t tie you to a physical workstation, instead giving your business the means to meet the rising demand for remote work. Employees can work from anywhere, anytime, and from any device.

RingCentral VoIP services are encrypted with secure voice between endpoints on the network. This translates to VoIP phone calls that are protected from interruption and threats like power outages, inclement weather, malicious attacks, etc.

Traditional business phones are static, but VoIP evolves with you. Whether you have plans to expand to multiple locations or add international people to your team, you can scale easily with a VoIP business phone system like RingCentral.

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How do VoIP phones work?

From a user’s point of view, IP phones work no differently from traditional landlines or cell phones. The only difference is in the technology that drives them.

Voice over IP technology involves a set of different protocols working together to replicate telephony functions. Each protocol has a different function, but all work simultaneously in real time.

Desk phone, computer, and cellphone connecting to network ports

The general purpose of SIP is to set up real-time multimedia sessions between two or more participants over the internet. In VoIP, this protocol is the signaling component of the technology.

It:

Initiates the call (when you dial a phone number)
Establishes a connection (when the person being called answers the phone)
Terminates the connection (when either of the participants drops the call).

While more complex processes are going on to establish these connections, that is basically what SIP does for VoIP.

On the other hand, RTP is responsible for carrying multimedia, which in the case of VoIP is voice audio.

It carries the digital voice audio data packet back and forth during VoIP phone calls. After which, codecs then convert the compressed digital audio data packet to uncompressed audio so that it can be played or heard by the call participants.

There are many different types of codecs, which can affect call quality and clarity. RingCentral supports G.722 audio codec and OPUS audio codec for HD voice.

Using desktop computer and mobile phone as VoIP phone

What are the different transport protocols for VoIP?

The next two protocols on our list are Transmission Control Protocol (TCP) and User Datagram Protocol (UDP). They’re the two primary types of transport protocols used for data transmission across the internet, and it’s worth taking a moment to think a little more deeply about what they do in relation to VoIP calls.

Data travels over the internet in packets, which are transmitted using the IP network. Imagine sending a letter: You need an envelope to make sure it is delivered to its destination untouched and without delay.

TCP and UDP are two kinds of envelopes you can use, and they both carry digital signals in the form of data packets. How does one differ from the other? Let’s find out.

TCP is a connection-based protocol module that offers good integrity and error-checking capabilities. That’s why it’s commonly used in most web-based traffic. TCP is the more reliable of the two protocols (compared to UDP) because it’s designed to cope with network failures and can adapt to available resources in the network.

When a packet is sent from one end to the other, the destination acknowledges the receipt by sending a packet back to the source. The packet will be resent if the source doesn’t receive that acknowledgment packet or if the packet states that there was a problem during transmission.

TCP is so prevalent across the internet that it’s usually combined with Internet Protocol (IP) and written as TCP/IP (TCP over IP).

While TCP is optimized for accuracy, UDP is focused on speed. It’s connectionless, meaning data packets can be sent without any “negotiation.” In a sense, it’s almost like a “send and forget” protocol, as it provides just enough control information to understand what app is running and to check whether the packets got distorted in transit.

The process ensures swift transmission. But since there’s little error checking involved, it’s likely that the packets get distorted along the way. For VoIP calls, this could mean a slight slip in words, choppy voice, or distorted audio.

While there are many Voice over Internet phone service providers that employ only one type of protocol, truly good VoIP companies like RingCentral use both to ensure the best call quality and efficiency possible.

What are VoIP ports?

In network terms, a port is a communication endpoint used by the transport protocol to facilitate the stream of information. Every single piece of data has a destination port associated with it, and this port is associated with a number to enable the server to sort traffic and deliver the data to the correct recipient.

Port numbers range from 0 to 65535. For VoIP traffic, the standard port is 5060, which is used for both TCP and UDP connections. Consider it the gateway for VoIP functions such as media streaming and video conferencing. Often, port 5004 UDP is preferred when transmitting packets of data within a computer network.

VoIP phone and communications providers use a variety of ports based on their specific product designs and requirements. They may also have a supplementary list of UDP ports for when they need to upgrade their products.

Apart from network ports, you may also need hardware ports in order to use complementary VoIP accessories. These can include headsets for devices not designed to be used like regular telephones and USB ports for USB phones.

VoIP hardware to maximize your internet telephone usage

As businesses all over the world continue to embrace cloud communications, you should find ways to enhance your internet phone experience. Here are some hardware alternatives that you can utilize to make the most out of VoIP technology:

Desk IP phones look just like traditional desk phones but are connected to computers or routers via Ethernet cables for connection and power.

Most units have a graphical LCD screen that shows different features like caller ID and call transfer, programmable buttons with speed dialing options, and dedicated speakers and microphones. Some even have touch screens and expansion modules for easier manual routing of incoming calls.

Examples include the Polycom VVX series, Yealink SIP-T46S, Yealink W60P, and the latest Cisco 8845 and Cisco 8865 with video phone capabilities. These desk phones work well as regular phones, receptionist phones, or call center phones.

VoIP conference phones are best for multi-party phone calls. They’re sometimes called starfish phones because of their shape, which enables omnidirectional microphone configuration. This means that the lines on the conference phones are electronically balanced so that you can hear and speak with each caller clearly from all sides.

Because there’s no shortage of conference calling in the modern office, it pays to invest in a good IP conference phone. You’ll be surprised how productive your business conversations can get when you have the right tools to help.

One of the more popular examples is the Polycom soundstation IP conference phone.

A router is responsible for forwarding data packets between devices in a network or from the devices to the internet. It designates a local IP address for every device to ensure the data packets don’t get lost within the network.

If your company spends a lot of time communicating with customers and suppliers, you are vulnerable to information leakage and cyber attacks. A router is your network’s first line of defense.

Businesses typically have designated IT professionals to ensure their network security is good. But if you sign up for a hosted VoIP service, everything is handled by the provider.

While consumer-level routers can support about a dozen devices, they’re not enough for large and small businesses. It is a must to invest in an enterprise-class router. After all, growth should be in every business owner’s mind.

Originally, “handset” was the term used to describe the device you pick up to listen and talk with the person on the other line. In this traditional sense, the handset is connected by wire to the unit in a regular landline phone. A VoIP handset typically has the same basic features and capabilities as a traditional phone.

Handset has also been used to refer to mobile phones and to the part of the telephone (wired or wireless) that delivers the same function.

VoIP technology is utilized in many innovative ways today (instant messaging, video conferencing, and virtual faxing, among others). Still, if you’re someone who enjoys lifting a handset during calls, this accessory is for you.

By installing an app, you can use your computer as a VoIP phone or turn your mobile device into a VoIP cell phone.

You get the full functionality of a “regular phone” without having to purchase one. This is common practice among businesses, as it offers mobility and usability unseen in traditional phone systems. It also gives your employees flexibility because they don’t have to be tied to their office desks all the time.

Analog telephone adapters allow you to place calls over the internet even if you’re using a traditional landline device—and you can use the same number, too!

An ATA acts as an interface between your analog phone and your VoIP system, converting analog signals into digital traffic.

This seems like a huge money-saving practice at first glance, especially if you want to keep your existing PSTN phones and don’t have enough budget to purchase new VoIP phones. However, an ATA does not give you access to all the advanced features built into modern VoIP handsets.

As such, some businesses use ATA only as a transitional device until they are ready to purchase their own IP phones.

FAQs about VoIP phones

Traditional phones are usually connected via direct copper wires to an on-premises private branch exchange (PBX)—the bulky equipment that allows the system to connect all internal extensions.

The PBX is essentially the brains of the system since it manages all routing and ensures calls reach their destination through the public switched telephone network (PSTN).

PSTN simply refers to old-school telephony, in which phones are hooked up to specific networks—primarily used for landlines. You may have also heard of plain old telephone service (POTS). The two acronyms refer to the same thing, with the latter being a colloquial term for the former.

VoIP, on the other hand, is the technology that allows users to make calls over the Internet. Instead of PSTN, all you need is a stable broadband or mobile data connection.

The viability of VoIP for businesses relies on its ability to replace traditional phone lines. If VoIP-based solutions are only able to establish calls with other VoIP-based telephones—meaning, all your contacts have to have a “VoIP line”—then they will not work for most organizations.

Fortunately, VoIP can connect to regular landlines through gateways. VoIP gateways allow digital voice calls from VoIP phones to be converted to analog or multiplexed voice data that can be consumed through regular landlines and cell phones.

In turn, it is also able to convert analog multiplexed voice data into a digital format so that it can be broken into IP packets, which can then be transmitted through VoIP.

There are two main types of VoIP phones: hard phones and softphones. Each one has a specific purpose you should consider if you plan to have a full VoIP deployment for your company:

Hard phones

What does a VoIP phone look like if it’s a hard phone? Well, just like your everyday desk phones. The only difference is they dial over an IP network instead of traditional phone lines.

Softphones

Softphones are basically software apps installed onto your computer or mobile device so they can be used like a hard phone. In essence, they’re virtual phones that are not restricted to any physical location.

You can connect a USB phone to your computer to leverage the softphone’s functionality and features and communicate as you would using a regular phone.

Softphones running on a computer and coupled with a headset often deliver better call quality than VoIP apps on smartphones. But generally, aside from the computer or mobile device, there is no need for other devices or physical phones that require a power adapter or an AC adapter.

A VoIP phone is a digital transport vehicle for phone calls and is an integral part of your organization’s network infrastructure. Imagine still using a traditional phone system when almost everyone, including your competitors, has switched to VoIP. You don’t want to get left behind.

There are a wealth of VoIP services out there, and VoIP phone price will vary greatly from one to the next. As will the range of features and functionalities available to you.

To save yourself precious time and energy, we say go for RingCentral. Our VoIP solutions don’t end with simply helping you make calls over the internet. We provide a seamless cloud communications platform where you and your team can text, live chat, fax, and collaborate.

Learn more about our plans and pricing.

More resources about VoIP Phones

A snapshot of RingCentral notification for a phone call

VoIP Phone (Hardware)

Learn more

A snapshot of RingCentral notification for an incoming phone call

How VoIP Phones Work