Do you need to contact a specific person or department within a company, but only have their extension number? Making a phone call with an extension can seem daunting, but it’s actually quite simple. Whether you’re using a landline or mobile phone, with our step-by-step guide, you’ll be able to connect with the right person in no time.
When calling a phone number with an extension, the process may vary slightly depending on whether you’re using a landline or mobile phone. However, the general steps are similar. First, dial the main company phone number. Once you’re connected to the company’s automated attendant or receptionist, you’ll need to enter the extension number. On a landline, you typically do this by pressing the “#” key followed by the extension number. On a mobile phone, you may need to tap a button or icon on the screen to dial the extension.
After entering the extension number, wait for the call to connect. If the extension is busy or unavailable, you may hear a message or be asked to leave a voicemail. If the call connects, you’ll be speaking directly to the person or department you’re trying to reach. Remember to be polite and professional, and clearly state your name and the reason for your call.
Dialing the Main Telephone Number
Step 1: Gather the Necessary Information
Before placing a call, gather the following information:
- The main telephone number (MTN): This is the main line to the business or organization you’re calling.
- The extension number (Ext.): This is a specific number that connects you to a particular person, department, or service within the organization.
- Dialing format: Determine if you need to include the area code or any special dialing prefixes when calling the MTN.
Step 2: Dial the MTN
- If no area code is needed: Dial the MTN directly.
- If an area code is required: Dial the area code followed by the MTN.
- For special prefixes: Consult the specific dialing instructions provided for the organization.
Step 3: Listen for the Automated Attendant
- Once you hear the automated attendant, it will typically guide you through options to connect you to the desired extension.
- Follow the instructions provided by the attendant.
- If you’re prompted to enter the extension number, proceed to the next step.
Step 4: Enter the Extension Number
- Enter the extension number you wish to connect to using your phone’s keypad.
- The number may be preceded by a star (*) or hash (#) key, but these symbols may vary depending on the organization’s phone system.
Example
To call the main telephone number (1-888-555-1212) and reach extension 2567:
| Action | Instructions |
|---|---|
| Dial the MTN | Dial 1-888-555-1212 |
| Listen for the attendant | Follow the prompts provided by the automated attendant |
| Enter the Ext. | Dial *2567 or #2567 |
Listening for the Extension Prompt
Once the automated system answers the call, you’ll be given a series of prompts. These prompts can vary depending on the company you’re calling and their phone system. Generally, you will hear the main menu options, which may include:
1. Press 1 for Sales
2. Press 2 for Customer Support
3. Press 3 for Technical Support
4. Enter the extension number
The extension prompt will usually be the last option, and it may be phrased differently, such as:
| Phrasing | Example |
|---|---|
| Enter the extension number | “Please enter the four-digit extension number.” |
| Dial the extension | “Dial the extension followed by the pound key.” |
| Connect to the extension | “Connect me to extension 1234.” |
Once you hear the extension prompt, you can enter the extension number you want to reach. Typically, this will be a four-digit number, but it can be longer if the company uses a specific coding system. If you do not know the extension number, you can ask the automated system or a customer service representative for assistance.
Entering the Extension Number
To specify the extension number, follow the general steps described below:
- **Locate the extension number:** The extension number is typically listed on the contact information for the desired recipient, such as a business card or email signature. It is usually a 3-4 digit number.
-
**Dial the main phone number:** Enter the main phone number of the business or organization you are trying to reach. This number can be found on the company’s website, social media pages, or other publicly available sources.
-
Wait for the automated attendant:** After dialing the main phone number, you will often be greeted by an automated attendant system.
– **Dial the extension number:** When prompted by the automated attendant, enter the extension number of the person or department you wish to reach using the numeric keypad on your phone.
– **Press the appropriate key:** Some automated attendant systems may require you to press a specific key (e.g., “#” or “*”) after entering the extension number to complete the call.
– **If no automated attendant:** If you do not reach an automated attendant, you may be able to dial the extension number directly after the main phone number. For instance, if the main phone number is (555) 123-4567 and the extension number is 234, you would dial (555) 123-4567234. -
**Complete the call:** Once you have entered the extension number, the call should be connected to the appropriate person or department.
Reaching the Desired Extension
After dialing the main phone number, you will likely hear an automated attendant or an operator.
1. Following Automated Instructions
Automated attendants typically provide a series of prompts, instructing you to press specific keys or speak specific words to reach different departments or individuals. Listen carefully to the instructions and follow them precisely, pressing the appropriate key or saying the requested word.
2. Speaking to an Operator
If you are unable to reach the desired extension using the automated system, you can request to speak to an operator. Say “Operator” or “Customer service” to be connected to a live person who can assist you.
3. Asking for the Extension Directly
If you know the extension number of the person you wish to reach, you can ask for it directly. Once connected to the automated system or an operator, say “I would like to speak to extension [extension number].”
4. Determining the Extension Number
If you do not know the extension number, you can often find it on the company’s website, in a directory, or on the back of a business card.
| Method | How to Determine Extension Number |
|---|---|
| Company website | Visit the website and look for a "Contact Us" page or a list of department extensions. |
| Directory | Check the company directory or phone list for the extension number of the desired person. |
| Business card | Some business cards include the extension number along with the phone number. |
Alternative Methods for Dialing Extensions
Using the Comma Method
Dial the main phone number and, after the automated system answers, press the comma (,) key on your phone. This will pause the call and allow you to enter the extension number. For example, to call the extension 123 for the phone number 555-123-4567, you would dial: 555-123-4567, press comma, then dial 123.
Using the Pause Method
Dial the main phone number and, after the automated system answers, press the pause/star (*) key on your phone. The dial tone will resume, and you can then enter the extension number. For example, to call the extension 123 for the phone number 555-123-4567, you would dial: 555-123-4567, press pause, then dial 123.
Using the External Line Access Code
For some phone systems, you may need to use an external line access code (ELAC) to reach an outside line. The ELAC is typically the number 9, but it may vary depending on the system. To call an extension using the ELAC, dial the following sequence: ELAC + main phone number + comma + extension number. For example, to call the extension 123 for the phone number 555-123-4567 using an ELAC of 9, you would dial: 9555-123-4567, press comma, then dial 123.
Using the Direct Dial
This method only works if you have direct access to the extension number without going through an automated system. To use direct dial, simply dial the extension number after the area code and phone number, without any commas or pauses. For example, to call the extension 123 for the phone number 555-123-4567 using direct dial, you would dial: 555-123-123.
Alternative Method: Dialing Extensions with a Table
Below is a table summarizing the alternative methods for dialing extensions:
| Method | Key Sequence |
|---|---|
| Comma Method | Dial main number, press comma, dial extension number |
| Pause Method | Dial main number, press pause (*), dial extension number |
| External Line Access Code (ELAC) | Dial ELAC + main number + comma + extension number |
| Direct Dial | Dial area code + main number + extension number |
Using the “Star” Key
The “star” key (*), when combined with the pound key (#), can be used to dial a phone number with an extension. Here are the steps on how to do it:
1. Dial the main phone number: Enter the main phone number of the company or organization you want to reach.
2. Press the “star” key: After dialing the main phone number, press the star (*) key on your phone keypad.
3. Enter the extension number: Use the keypad to enter the extension number you want to reach.
4. Press the “pound” key: Once you have entered the extension number, press the pound (#) key to complete the call.
5. Wait for the connection: The phone will now attempt to connect you to the extension you dialed.
Additional Details for Step 6: Wait for the Connection
The connection time may vary depending on the number of extensions in the system and the availability of the extension you are trying to reach. In some cases, you may hear a series of automated messages before being connected to the extension. If you do not hear a connection, hang up and try again.
If you are unable to reach the extension after several attempts, you can try calling the main phone number again and speaking to the receptionist or an operator. They can assist you in reaching the extension you need.
| Step | Description |
|---|---|
| 1 | Dial the main phone number |
| 2 | Press the “star” key |
| 3 | Enter the extension number |
| 4 | Press the “pound” key |
| 5 | Wait for the connection |
Using the “#” (Number Sign) Key
To call a phone number with an extension using the “#” (number sign) key, follow these steps:
1. Dial the main phone number.
2. Wait for the automated attendant to ask for the extension.
3. Press the “#” (number sign) key.
4. Enter the extension number.
5. Press the “Send” or “Dial” key.
There are a few additional points to keep in mind when using this method:
When the automated attendant does not ask for extension
If the automated attendant does not ask for the extension, you can try pressing the “#” (number sign) key after dialing the phone number. In some cases, this will allow you to skip the automated attendant and be directly connected to the extension.
Dialing extensions when calling from a cell phone or a different area code
If you are calling from a cell phone or dialing from a different area code, you may need to dial the “1” prefix before the extension number. For example, if the extension number is 1234 and you are calling from a cell phone, you would dial 1-1234.
Some companies may require you to enter a department code followed by the ‘#’ (number sign) key before entering the extension number. For example, if the department code is 5678 and the extension number is 1234, you would dial 5678#1234.
Dialing Extensions from Voicemail
If you’re in voicemail, you can still dial extensions by following these steps:
- Listen to the voicemail greeting.
- When the greeting ends, press the “*” key.
- Enter the extension number.
- Press the “#” key.
If you need to dial an outside line from voicemail, you’ll need to follow the steps above, and then dial “9” before dialing the outside number.
Here’s an example of how to dial extension 123 from voicemail:
| Step | Action |
|---|---|
| 1 | Listen to the voicemail greeting. |
| 2 | Press the “*” key. |
| 3 | Enter the extension number (123). |
| 4 | Press the “#” key. |
Dialing an Extension
1. Dial the main phone number for the business or organization.
2. Wait for the automated attendant to give you options.
3. Listen carefully to the options and select the one that corresponds to the department or person you want to reach.
4. When prompted, enter the extension number.
5. If you don’t know the extension number, you can try asking the automated attendant to connect you to the directory.
Troubleshooting Extension Dialing Issues
Check the Number
Make sure you are dialing the correct phone number and extension. Check for any typos or missing digits.
Try Again Later
If you are getting a busy signal or an error message, try calling again later. The phone system may be experiencing temporary issues.
Contact the Business
If you are still having trouble dialing an extension, contact the business or organization directly. They may be able to provide you with more information or assistance.
Use a Different Phone
If you are having trouble dialing an extension from your current phone, try using a different phone. This can help rule out any issues with your phone or line.
Check for Call Restrictions
Some phone systems have call restrictions that may prevent you from dialing certain extensions. Contact your phone service provider to check for any restrictions.
Disable Call Blocking
If you have call blocking enabled on your phone, it may be preventing you from dialing extensions. Disable call blocking and try again.
Use the Full Number
If you are still having trouble, try dialing the full phone number, including the area code and extension. This may work even if the automated attendant is not working properly.
Contact the Phone Company
If you have tried all of the above troubleshooting steps and are still unable to dial an extension, contact your phone service provider. They may be able to help you resolve the issue.
Best Practices for Extension Dialing
1. Use a Consistent Dialing Format
Establish a standard dialing format for extensions to ensure consistency and ease of use. This format should include the full phone number followed by the extension number, separated by either a comma, hyphen, or pause.
2. Train Users Thoroughly
Provide clear and comprehensive training to all users on the proper dialing format and procedures. This training should include both written instructions and hands-on practice.
3. Implement a Dialing System
Consider using a phone system or software that automatically dials extensions. This can eliminate the need for manual dialing and reduce errors.
4. Use Voicemail Greetings
In voicemail greetings, clearly state the extension number that callers should use to reach the desired person. This eliminates the need for callers to guess or fumble with the extension number.
5. Provide Visual Aids
Display extension numbers prominently in common areas or on employee badges. This helps users quickly and easily access the information they need.
6. Use a Directory Service
Maintain an up-to-date employee directory that includes extension numbers. This directory should be accessible to both internal and external callers.
7. Consider Phone Tree Menus
For complex or large organizations, consider using phone tree menus that guide callers to the desired extension. This reduces the need for manual dialing and makes it easier for callers to reach the right person.
8. Test and Maintain Your System
Regularly test your dialing system and ensure that all extensions are working correctly. This helps to prevent frustration and downtime.
9. Use Call Forwarding
Implement a call forwarding system to redirect calls to specific extensions during absences or emergencies. This ensures that calls are answered promptly.
10. Utilize Automated Attendant Systems
Automated attendant systems can handle incoming calls, greet callers, provide information, and direct calls to the appropriate extensions. This can improve caller experience and reduce the need for manual intervention. Consider the following factors when choosing an automated attendant system:
| Factor | Considerations |
|---|---|
| Call volume | Choose a system that can handle the expected call volume. |
| Number of extensions | Ensure the system supports the number of extensions in your organization. |
| Customization options | Select a system that allows for customization to meet your specific needs. |
| Integration with other systems | Consider a system that integrates with your existing CRM or PBX. |
| Cost | Factor in the cost of the system, including licensing, maintenance, and support. |
How To Call A Phone Number With An Extension
When you need to call a phone number with an extension, there are a few different ways to do it. The most common way is to dial the main number and then wait for the automated attendant to give you the option to dial the extension. Once you hear the prompt, simply dial the extension number and you will be connected to the person you are trying to reach.
Another way to call a phone number with an extension is to use the dial pad on your phone. To do this, simply dial the main number and then press the star key (*). This will give you the option to enter the extension number. Once you have entered the extension number, press the pound key (#) and you will be connected to the person you are trying to reach.
If you are calling a phone number with an extension from a mobile phone, you can simply dial the main number and then press the pound key (#). This will give you the option to enter the extension number. Once you have entered the extension number, press the pound key (#) and you will be connected to the person you are trying to reach.
People Also Ask
How do I call a phone number with an extension from a landline?
To call a phone number with an extension from a landline, simply dial the main number and then wait for the automated attendant to give you the option to dial the extension. Once you hear the prompt, simply dial the extension number and you will be connected to the person you are trying to reach.
How do I call a phone number with an extension from a mobile phone?
To call a phone number with an extension from a mobile phone, simply dial the main number and then press the pound key (#). This will give you the option to enter the extension number. Once you have entered the extension number, press the pound key (#) and you will be connected to the person you are trying to reach.
How do I call a phone number with an extension from a computer?
To call a phone number with an extension from a computer, you can use a VoIP service such as Skype or Google Voice. Once you have signed up for a VoIP service, you can simply add the phone number you want to call to your contacts list. When you are ready to make a call, simply click on the contact’s name and then select the "Call with Extension" option.
