Complete Guide to Using Your Yealink Handsets

Complete Guide to Using a Yealink Desk Phone

This guide explains how to use the main calling, voicemail, directory, tannoy and lockdown features available on a Yealink desk phone.

1. How to Make an Internal Call on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Lift the handset, or press the Speaker or Headset button if you wish to make the call hands-free.
Using the keypad, enter the extension number you wish to call. Or if your handset has soft keys, locate the extension keys displayed on the screen. Press the soft key for the extension you wish to call.
Check that the extension number displayed on the screen is correct.
Press the call soft key, or lift the handset and wait for the phone to automatically dial if auto-dial is enabled.
The Yealink phone will place the call to the selected internal extension.
Wait for the recipient to answer the call.
Once the call is connected, continue your conversation using the handset, speakerphone or headset.
During the call, adjust the volume if required using the Volume button on the side of the phone.
When you have finished the conversation, replace the handset or press the Speaker or Headset button to end the call.
Confirm that the call has disconnected and the phone has returned to the home screen, ready to place or receive the next call.

2. How to Make an External Call on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Lift the handset, or press the Speaker or Headset button if you wish to make the call hands-free.
Using the keypad, enter the external telephone number you wish to call.
Check that the number displayed on the screen is correct.
Press Call, or wait for the phone to automatically dial if auto-dial is enabled.
The Yealink phone will place the call to the external number.
Wait for the recipient to answer the call.
Once connected, continue your conversation using the handset, speakerphone or headset.
During the call, adjust the volume if required using the Volume button on the side of the phone.
When you have finished the conversation, replace the handset or press the Speaker or Headset button to end the call.
Confirm that the call has disconnected and the phone has returned to the home screen, ready to place or receive the next call.

3. How to Answer Calls on Your Yealink Desk Phone

When you receive an incoming call, the phone will ring and the caller's details will be displayed on the screen, where available.
To answer the call using the handset, lift the handset from the cradle.
To answer the call using the speakerphone, press the Speaker button.
If you are using a headset, press the Headset button to answer the call.
Once connected, speak clearly into the handset, headset or towards the phone when using speakerphone.
During the call, use the Volume button to adjust the audio level if required.
If multiple calls are received, use the on-screen prompts to select and answer the required call.
To end the call when using the handset, return the handset to the cradle.
To end a speakerphone call, press the Speaker button.
To end a headset call, press the Headset button.
Confirm that the call has disconnected and the phone has returned to the home screen, ready to receive the next call.

4. How to Adjust the Volume on Your Yealink Desk Phone

Ensure your Yealink desk phone is powered on and idle.
Locate the Volume button on the side of the phone. This button is marked with + and – symbols.
To adjust the ringtone volume while the phone is idle, press the + or – side of the Volume button.
The current ringtone volume level will be displayed on the phone screen.
Continue pressing the Volume button until the desired ringtone volume is reached.
To adjust the handset volume during a call, lift the handset or answer a call.
While the call is in progress, press the + or – side of the Volume button to increase or decrease the audio level.
The volume changes take effect immediately, allowing you to find a comfortable listening level.
If using the speakerphone, press the Speaker button to place the call on speaker.
While the speakerphone is active, use the Volume button to adjust the speaker volume.
If using a headset, answer or make a call using the headset and adjust the audio level using the Volume button in the same way.
Once the desired volume has been set, simply end the call or return the phone to its idle state. The phone will retain the selected volume setting for future use.
If you are not hearing any calls, your phone may be on Do Not Disturb - please visit section 11 to find out how to rectify this.

5. How to Use Speakerphone on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
To make a call using the speakerphone, press the Speaker button.
Enter the extension or external telephone number you wish to call using the keypad.
Press the Send soft key, or wait for the phone to dial automatically if auto-dial is enabled.
Once the call is connected, speak clearly towards the phone while listening through the built-in speaker.
To answer an incoming call using the speakerphone, press the Speaker button while the phone is ringing.
During the call, use the Volume button to increase or decrease the speaker volume as required.
If you wish to continue the call using the handset, simply lift the handset from the cradle.
If you wish to switch to a headset, press the Headset button if one is connected and configured.
To end the call while using the speakerphone, press the Speaker button again.
Confirm that the call has disconnected and the phone has returned to the home screen, ready to place or receive the next call.

6. How to Mute a Call on a Yealink Desk Phone

Answer or make a call using your Yealink desk phone.
Once the call is connected, locate the Mute button on the phone.
Press the Mute button to mute your microphone.
A mute indicator will appear on the phone display, confirming that your microphone has been muted.
While muted, you will still be able to hear the other caller, but they will not be able to hear you.
Continue listening to the caller while your microphone remains muted.
When you are ready to speak again, press the Mute button a second time.
The mute indicator will disappear, confirming that your microphone has been re-enabled.
Continue your conversation as normal.
Once the call has finished, replace the handset or press the Speaker or Headset button, depending on how the call was answered, to end the call.
Confirm that the call has disconnected and the phone has returned to the home screen, ready to place or receive the next call.

7. How to Put a Call on Hold on a Yealink Desk Phone

Answer or make a call using your Yealink desk phone.
While the call is active, press the Hold soft key on the phone display.
The caller will be placed on hold and will hear the configured hold music or announcement.
The phone screen will indicate that the call is currently on hold.
If required, you can now perform another action, such as making a second call or accessing other phone features.
To return to the caller, press the Resume soft key.
The held call will be reconnected, allowing you to continue your conversation.
If multiple calls are on hold, select the required call from the list before pressing Resume.
Once you have finished the conversation, end the call by replacing the handset or pressing the Speaker or Headset button, depending on how the call is connected.
Confirm that the call has ended and the phone has returned to the home screen, ready to place or receive the next call.

8. How to Use the Auto Attendant on Your Yealink Phone System

Ensure your Yealink desk phone is powered on and displaying the home screen.
Dial the extension number assigned to the Auto Attendant.
Wait for the Auto Attendant greeting to begin playing.
Listen to the available menu options provided in the recorded announcement.
Using the phone keypad, press the number that corresponds to the option you require.
The system will automatically route your call to the selected destination, such as an extension, ring group, voicemail or another configured service.
If additional menu options are available, listen to the next level of the menu and make another selection using the keypad.
If an invalid option is selected, wait for the announcement to repeat or follow the prompts to make another selection.
If no option is selected within the configured timeout period, the call will follow the default destination configured for the Auto Attendant.
Continue following the on-screen and audio prompts until your call reaches the required destination.
Once connected, continue your call as normal.
If you need to access a different department or service, end the call and dial the Auto Attendant extension again to make a new selection.

9. How to View and Manage Missed Calls on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Press the History soft key on the phone display.
Select Missed Calls from the available call history options.
The phone will display a list of all missed calls, including the caller's number or name (where available), along with the date and time of the call.
Use the navigation keys to scroll through the list and highlight the required missed call.
Select the missed call to view additional details if required.
To return the call, press the Send or Call soft key.
The Yealink phone will automatically dial the selected caller.
If you no longer require an entry, highlight the missed call and press the Delete soft key to remove it from the call history.
Repeat the process as required to return or delete additional missed calls.
Press the Back or Home key to exit the call history and return to the phone's home screen.

10. How to Forward Calls on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Press the Menu soft key.
Select Features from the menu.
Select Call Forward.
Choose the type of call forwarding you want to configure:
- Always Forward – forwards all incoming calls.
- Busy Forward – forwards calls only when your extension is busy.
- No Answer Forward – forwards calls if your call is not answered within the configured time.
Select the required forwarding option.
Enable the forwarding rule by selecting On.
Enter the extension number or external telephone number that calls should be forwarded to.
If configuring No Answer Forward, enter the required ring time before calls are forwarded.
Press Save to apply the call forwarding settings.
A confirmation message will appear, and the phone will display a call forwarding indicator to show that forwarding is active.
To disable call forwarding, return to Menu → Features → Call Forward.
Select the active forwarding rule and change the status to Off.
Press Save to remove the forwarding rule.
Make a test call to your extension to confirm that calls are forwarded to the correct destination, or ring normally once forwarding has been disabled.

11. How to Enable Do Not Disturb (DND) on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Locate the DND (Do Not Disturb) soft key on the phone display.
Press the DND soft key to enable Do Not Disturb mode.
A confirmation will appear on the phone screen indicating that Do Not Disturb has been enabled.
While DND is active, incoming calls will not ring on your desk phone and will instead follow the configured unavailable or voicemail destination.
To confirm DND is enabled, check for the DND indicator on the phone display.
To disable Do Not Disturb, press the DND soft key again.
The DND indicator will disappear, confirming that your phone is once again available to receive calls.
Make a test call to the extension, if required, to verify that calls ring normally after DND has been disabled.

12. How to Use Call Intercept on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
When another extension is ringing and you want to answer the call, locate the Call Intercept soft key on your phone display.
Press the Call Intercept soft key.
Enter the extension number of the phone that is currently ringing.
Press OK (or the confirmation soft key) to submit the intercept request.
The ringing call will immediately be redirected to your phone.
Lift the handset, press the Speaker button, or use your headset to answer the intercepted call.
Speak with the caller as you would during any normal phone call.
Once the conversation is complete, end the call by replacing the handset or pressing the Speaker or Headset button, depending on how the call was answered.
Confirm that the call has ended and your phone has returned to the home screen, ready to receive the next call.

13. How to Perform a Blind Transfer on a Yealink Desk Phone

Answer or make a call using your Yealink desk phone.
While the call is active, press the Transfer soft key on the phone display.
Enter the extension number or telephone number of the person you want to transfer the call to.
Check that the destination number is correct.
Press the Blind Transfer soft key (or Transfer again, depending on your phone's configuration) to complete the transfer immediately.
The call will be sent directly to the selected destination without first speaking to the recipient.
Once the transfer has been completed, your phone will automatically disconnect from the call and return to the home screen.
If the destination is unavailable or does not answer, the call will follow the configured routing for that extension, such as voicemail or another predefined destination.
If you entered the wrong number before completing the transfer, cancel the transfer and return to the original caller before trying again.
Use a blind transfer when you do not need to announce the caller before transferring them to another extension or external number.

14. How to Perform a Warm Transfer on a Yealink Desk Phone

Answer or make a call using your Yealink desk phone.
While the call is active, press the Transfer soft key on the phone display.
Enter the extension number or telephone number of the person you want to transfer the call to.
Press the Send or Call soft key to place the transfer call. The original caller will automatically be placed on hold.
Wait for the recipient to answer the call.
Speak with the recipient to announce the caller and confirm they are available to take the call.
If the recipient is available, press the Transfer soft key to complete the warm transfer.
The caller will be connected to the recipient, and your phone will automatically disconnect from the call.
If the recipient is unavailable or does not wish to take the call, press the End Call soft key to disconnect the transfer attempt.
The original caller will remain on hold. Press the Resume soft key to return to the caller.
Continue speaking with the caller and either handle the enquiry yourself or attempt a transfer to another destination if required.
Once the transfer has been completed successfully, or the original call has been resumed, end the call as normal by replacing the handset or pressing the Speaker or Headset button.

15. How to Make a Conference Call on a Yealink Desk Phone

Make or answer a call on your Yealink desk phone.
While the call is active, press the Conference soft key on the phone display.
The current caller will automatically be placed on hold.
Enter the extension number or external telephone number of the second participant.
Press the Send or Call soft key to place the call.
Wait for the second participant to answer.
Once connected, briefly speak with the second participant if required.
Press the Conference soft key again to merge all participants into a single conference call.
Confirm that all participants are connected and can hear each other.
Continue the conversation as a normal conference call.
If required, use the Mute, Speaker, Headset or Volume controls during the conference call.
To end the conference, replace the handset or press the Speaker or Headset button, depending on how the call is connected. All participants will be disconnected when the conference call ends.

16. How to Call an Extension from the Directory on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Press the Directory soft key on the phone display.
Select Local Directory or the appropriate directory containing the contact you wish to call.
Browse the list of contacts or use the search function to locate the required extension.
Highlight or select the contact you want to call.
Press the Call soft key or select the contact to place the call.
The Yealink phone will automatically dial the stored extension number.
Wait for the recipient to answer the call.
Once the call is connected, continue the conversation as normal using the handset, speakerphone or headset.
To end the call, replace the handset or press the Speaker or Headset button, depending on how the call was answered.
The phone will return to the home screen, ready to place or receive the next call.

17. How to Add Contacts to the Directory on a Yealink Desk Phone

Ensure your Yealink desk phone is powered on and displaying the home screen.
Press the Directory soft key on the phone display.
Select Local Directory from the available options.
Press Add to create a new contact.
Enter the contact's Name using the phone keypad.
Move to the Office, Mobile, or appropriate phone number field and enter the contact's telephone number.
If required, complete any additional fields, such as company or account information.
Review the contact details to ensure they are correct.
Press the Save soft key to store the new contact in the local directory.
To confirm the contact has been added successfully, return to the Local Directory and locate the contact in the list.
Select the contact if you wish to view, edit or call them directly from the directory.
Repeat the process to add any additional contacts required.

18. How to Set Up and Use Speed Dial on a Yealink Desk Phone

Creating a Speed Dial

Press the Menu soft key on your Yealink desk phone.
Use the navigation keys to select Features, then press OK.
Select DSS Keys and press OK.
Choose the line key you would like to use as a speed dial.
In the Type field, select SpeedDial.
In the Label field, enter the name you want displayed for the speed dial.
In the Value field, enter the telephone number or extension you want the speed dial to call.
Press the Save soft key to store the speed dial.

Using a Speed Dial

Return to the phone's home screen.
Locate the line key that has been assigned as your speed dial. The label you entered will now be displayed next to the key.
Press the corresponding line key.
The phone will automatically dial the stored telephone number or extension.
Once the call is connected, continue your conversation as normal.
To edit or remove a speed dial in the future, return to Menu > Features > DSS Keys, select the relevant line key, make the required changes, and press Save.

19. How to Record a Voicemail Greeting on a Yealink Desk Phone

Press the Message button (envelope icon) on your Yealink desk phone.
The phone will automatically dial your personal voicemail service.
Wait for the voicemail system to answer.
When prompted, use the keypad to navigate to the Personal Greeting or Greeting Management menu.
Follow the automated prompts until you reach the option to record a new voicemail greeting.
When instructed, begin speaking clearly to record your new greeting.
Speak your full voicemail greeting at a steady pace, then wait for the next set of voicemail prompts.
Once you have finished recording, wait for the voicemail system to play your greeting back.
Listen to the recording to make sure it sounds clear and contains the information you want callers to hear.
Follow the voicemail prompts to either:

Accept and save your new greeting.
Re-record the greeting if you are not happy with it.
Return to the previous menu if required.

11. If you choose to re-record your greeting, repeat the recording process until you are satisfied.

12, Once you have saved your greeting, the voicemail system will confirm that your new greeting has been updated.

13. Hang up the handset or press the End Call soft key to exit the voicemail system.

20. How to Listen to Personal Voicemail Messages on a Yealink Desk Phone

When you receive a new voicemail, a notification will appear on the phone screen showing the number of new messages.
Press the View soft key beneath the screen.
The phone will automatically dial *97 and connect to your personal voicemail service through the phone’s speaker.
Listen carefully to the automated voicemail instructions.
Alternatively, press the Message button, shown by an envelope icon, beneath the phone screen.
The phone will dial *97 and connect you to your personal voicemail mailbox.
Follow the automated instructions to access your messages.
The system will automatically begin playing your newest voicemail message.
Listen to the message in full, or use the keypad options announced by the voicemail system to control playback.
Once the message has finished playing, listen to the available options.
Use the phone keypad to save, delete or replay the message, move to the next message, or return to the previous menu.
Continue following the prompts until all voicemail messages have been reviewed.
When you have finished, hang up the handset or press the End Call soft key to exit your voicemail.

21. How to Access Group Voicemail on Your Yealink Phone System

Ensure your Yealink desk phone is powered on and displaying the home screen.
Press the programmed Group Voicemail (or Virtual Voicemail) soft key on the phone display.
The group voicemail mailbox will open, displaying any available voicemail messages.
Use the navigation keys to scroll through the list of messages.
Highlight the voicemail you wish to access.
Press the Play soft key to listen to the selected voicemail message.
Use the on-screen options to Pause, Resume, Rewind or Fast Forward the message, where available.
After listening to the message, select the appropriate option to manage it. Depending on your system configuration, you can:
- Mark the message as read or listened to.
- Delete the message if it is no longer required.
- Return to the voicemail list to access another message.
Repeat the process for any additional voicemail messages in the group mailbox.
Once you have finished managing the messages, press the Back or Home key to exit the voicemail menu and return to the phone's home screen.

22. How to Use the Tannoy Feature on Your Phone System

Ensure your Yealink desk phone is powered on and idle.
Locate the programmed Tannoy soft key on the phone display.
Press the Tannoy button to initiate a tannoy announcement.
Wait for the phone to connect to the tannoy paging group.
When prompted, lift the handset to begin your announcement.
Speak clearly into the handset. Your announcement will be broadcast to all phones assigned to the configured tannoy group.
Keep the handset at a normal speaking distance and deliver your message clearly.
Once your announcement is complete, replace the handset to end the tannoy broadcast.
Confirm that the tannoy session has ended and the phone has returned to the home screen.
If required, repeat the process to make another announcement.
Use the tannoy feature only for authorised announcements, as it broadcasts immediately to the configured devices.
For any additional queries, please contact our support team.

23. How to Trigger or Update a Lockdown Message on a Yealink Desk Phone

Locate the configured Lockdown button on the Yealink desk phone’s touchscreen.
Press the Lockdown button to activate the lockdown notification.
The lockdown message will automatically be sent to the other phones included within the configured lockdown group.
The receiving phones will activate and play the preconfigured lockdown announcement through their speakers.
Allow the announcement to finish so that the full lockdown message is communicated across the site.
The lockdown status will remain visible on the phone while the announcement is active.
To provide an update or play the lockdown message again, press the Lockdown button once more.
The updated or repeated announcement will then be broadcast to the connected phones.
Check that the message has activated on the required devices and can be heard clearly.
Once the announcement has finished, the phones will return to their standard home screens.
Follow the organisation’s established lockdown and emergency procedures after triggering the message.
Only use the lockdown button during an authorised test or genuine emergency, and notify the appropriate staff before carrying out any planned testing.
If you need to change your lockdown message, please get in touch with our support team by logging a ticket or contacting us on helpdesk@telgroup.co.uk or 0800 652 1900

24. Further Assistance & Queries

If you need further assistance on using features on your Yealink Desk Phone, please get in touch with our support team by logging a ticket or contacting us on helpdesk@telgroup.co.uk or 0800 652 1900.

For information on using the telephony portal to make further adjustments, please view this guide, or alternatively get in touch with the support team.