How To Setup a Multi-line Phone System – 7 Steps to Done

A single line is for residential or personal use but when you will build the fastest communication for the office then you may not stick to the single line. Hence, at least two or more lines are required for your office.

To solve your complicated directory, numbers, and area code there are no other choices are left except multi-line phones. It excellently improves communication among many people makes your business grow allowing flexibility.

Again, it does not come with lots of equipment and technical setup is easy all you need to do is to know how to fix it up. Hence to know how to set up a multi-line phone system, read between the lines of our article.

How to Set Up a Multi-Line Phone System

How To Set up a Multi-line Phone System

As you can read below to know that a multi-phone line system has 2 or more telephone lines so it doesn’t configure like the traditional single line.

These lines need to connect with each other and you need to know how you can do this. There would a number of setting up processes afterward you will get to know how to set up a multi-line phone setup.

Step 1

First off, you need to unplug the modular jack from the individual phone line and then connected it to the NID (Network Interface Device). It is a plastic junction box that is installed at your business and your service provider you fix it for you.

When finishing the setup, you can see it at the outside of your office building or wall. So you are supposed to be curious what the functionalities of the junction box?

Well, the junction box connects with the incoming lines that come directly to the telephone company from the inside lines after that it finally reaches to your telephone. If you want to trace out the junction box follow your telephone cable where it runs from the utility pole.

Step 2

Now you need to introduce with the CAT-6 cable across the rubber grommet which is located at the underneath of NID and then it up and bring it into the box. Using the diagonal pliers, now strip off 2″ of insulation at the end line of your cable. With the twisted wires now you can see the need to straighten out and then strip half of an inch of insulation, you can use a wire stripper.

Step 3

Now bring a screwdriver and using it you need to loosen the pairs of red and green terminal screws, these are located inside the NID.

To do this, you need to have two individual wires at a time in order to operate, hence you may need a green terminal screw and a red terminal screw. This will help to fix up each incoming line for hooking up.

Step 4

Now start hooking each wire clockwise, across the corresponding terminal post. After that, make sure you have tightened up each screw properly.

For example, if you are dealing with the 3 multi-line telephones for the three incoming lines, then you need to connect the blue for line one along with the white stripe to the screw of the red terminal.

Finally, the white wire for the blue stripe to the green screw, and for the second line, you need to connect both of the white and orange stripes to the green screw.

Again, the orange wire needs to be connected with the white to red screw. Finally, for the third line, connect the green to the white to the green screw. The same way with the green wire with the red screw would be connected properly.

Step 5

Now the time comes up to deal with the CAT-6 cable which is placed at your office. For that, you need to fix the route at the wall to the place where your multi-line phone is placed. At the baseboard, you can now use the cable staples in order to fasten the telephone line however, you need to avoid it to place to the cable parallelly to the power line.

Step 6

The outlet box is already mounted on the wall and all you need to do is to route the cable into the outlet box. So you need to make sure to measure off one extra foot of wire. After that cut off the cable measuring the square. Again, stip off the 2″ of insulation with the help of diagonal pliers. 

With the twisted wires now you can see the need to straighten out and then strip half of an inch of insulation, you can use a wire stripper.

Step 7

From an RJ-25 jack, you will find the terminal screw located behind the faceplate and you need to loosen them. Again, you need to know how each wire of the terminal posts follows to the other lines.

For instance, inline 1, you can see the blue wire comes with white stripes and goes directly to the red terminal screw. Afterward, the white wire is with the blue stripes and found to the green terminal screw.

For line 2, you need to connect the orange wire along with the yellow and white terminal screws. Afterward, the white wire will be connected to the orange along with the black terminal screw. Finally, line 3 will connect white to green and then white wire to green then to the blue terminal screw.

Step 8

In order to secure the whole connection, you need to tighten all the terminal screws. Again, at the wall, mount the jack directly to the telephone box. For that, you may use the screws to come with the jack.

All you need to do is to go to the NID outside your home and also plug the connectors of modular for finishing the whole setup of connection to the indoor jack.

Step 9

In this last step, you just need to plug a multi-line phone and directly set to the RJ-25 jack after that, press number 1 line to listen to the dial tone.

Once you hear it properly, then place another call to test the line. Do the same task again and again until you are done with the rest of the lines.

Different types of Multi-line systems

To manage your business communication you can rely on only the multi-line phone system. There are a few things to know how the setup needs to do. There number of factors you need to take into consideration.

After setting up it and using it, you will be on the right platform with these multi-line phone systems for small business.

Suppose, you can easily get the right number along with the area code or can define the more complicated business requirements handling the important features such as call divert, voicemail, and identifying the caller ID

So what types of multi-line you want to set up in your office? This is the very first question that comes to your mind. Normally, the 2 and 4 line systems are pretty common and effective for your office. It can help to grow your business making the communication flexible.

To know how these both line phone system works, let’s talk about this.

2 Line phone system

For any startup company, the 2 line phone system is an ideal mode of communication.Now guess why you should use the 2 line phone system?

Well, it has the call forwarding system so that you can pass the call to the addressing people also the auto attendant feature takes the call instead of you.

The main thing is separating the calls and that’s why it has two different lines so the voicemail inboxes, area codes, numbers, and all the data can be verified by separately but at the same device.

We have seen there are so many popular companies that use this system at an early stage as a startup. This system would be just accurate for developing customer service growth and improving communications.

Apart from the small size businesses, you can use it for any medium-sized enterprises too. The main attention of it, is you can run your business communication at a great pace as it can able to handle and process calls in two ways.

So the multitasking feature is the main thing that you need to consider. On the other hand, you can set up this phone system for the home-based business too.

It can run in the dual-mode call receiving at the same time can transfer the call separately again, it allows to receive a call and make a call personally. So the 2 line is pretty versatile to regulate your office business on a daily basis.

By the way, it can also be used in the larger shape of businesses too. For the variety of departments on a larger scale of business, they need to have personal communication channels whereas they can use it smoothly.

4 Line Phone Systems

The four-line phone system is specially designed for the settlements and communication of larger businesses. Also, it can connect with two separate teams of one business office.

It allows to have an individual phone for each team member at the same time it connects to everyone if necessary.

So when you have this system in your business, that means each of the users can connect to one another anytime they want and also talk as a team. To make sure of it, a total of 16 phones are connected to the 4 line phone system.

So you can see, to bring it to your business, you need to make sure how many members are going to use it separately. So you need to know whether you can utilize all the lines or not otherwise it won’t be worth investing in your business.

Cloud-Based Multi-Line Phone Systems

Businesses crossed many borders and it goes beyond your office environment. So many big giants are now switching to dedicated cloud-based multi-line phone systems.

There are tons of advantages they get while switching on to that system. Because it offers the most versatility and scalability.

The main attention of it, it does not have any physical limitations with the number of lines you will have normally. You can reach the numbers from 4 to 100 and even more.

Why should you use a Multi-Phone system?

Using a multi-phone system line has many benefits with adding features whereas the other means of communication are unable to provide it.

Why should you use a Multi-phone system?

Starting from the office phone systems for small businesses to the large businesses are using it and you can commonly find it in every means of business communication. Let’s talk about some reasons that every business enterprise should use it.

Versatile features

A traditional phone feature is a stick to the normal mode and it doesn’t operate with many features as the same as the multi-line phone.  Therefore, now it becomes easier for you to conduct your business with it. The features are like caller ID, voice mail, call forwarding, call tapping mode, storing numbers, conference call, muting, and quick dial to the directories.

Professional usage

Having a multi-line phone system means your business gets a professional appearance. This is why most offices do have this equipment. Moreover, it can allow more voice messaging options also, you can program it in different modes for operating different tasks. Most importantly, the customer calls need to handle a multi-line phone system for holding and transferring the calls to the addressing person.

Call tracking

It is important to track phone calls, especially for business purposes. The multi-line system, it allows you to track your outbound calls so that you can easily commensurate with the sales performance at the end of the sales project.

Moreover, it helps you to track the call time, lengths, and the recipients who made calls. All of these different call reports will help you to examine the overall business performance.

Conference calling

It is pretty usual to make a conference calling in any office while all are not present in the same conference hall.

Hence, using any multi-line phone saves the time and effort of an office and within a few seconds, it gathers all the employees over the phone call. For the virtual attendants, the conference call has pressing importance.


Though a multi-line system phone has so many features and benefits, still it is affordable to bring to your office. The affordability of this equipment allows every small, medium, and large business to bring it right away.

The alternatives to this system are pretty expensive like the VOIP system. On the other hand,  internet calls are not safe or unable to satisfy you with minimized features.

Final Verdict

Hopefully, you get to know how to set up a multi-line phone system under different circumstances at an office. We have broadly described the process on a step-by-step basis. Again the key features were also shared with you.

Depending on your requirement, you may bring any lines like two, three, or four lines to your business. But make sure you utilize all the lines of the multi-line phone.