Contact sales : (800) 799-0600

Organize teams and look bigger with phone extensions.

Reach different departments with simple extension numbers.

Learn more

What are phone extensions?

As a part of a business phone system, a phone extension is a short number that can be dialed to reach an employee or department within an organization.

Phone extensions are used when people call the main number of a business, or when transferring calls internally.

Organizations set up their phone extension numbers to reflect logical segments of their team, such as different departments and internal lines like conference rooms.

Phone extensions are managed from the organization’s phone system, which is known as a Private Branch Exchange (PBX). PBX phone systems provide voicemail, call forwarding, and calling features for phone extensions.

Benefits of phone extensions

As an essential feature of a VoIP phone system, some people might not be aware of its perks. Phone extensions let you:

  • Transfer calls easily. Instead of dialing 10-digit phone numbers, you can dial just two to six digits.

  • Avoid misdialing. Skip the hassle of landlines by providing a seamless customer experience.

  • Reach departments. As your company grows, speak with sales and customer service teams.

  • Eliminate confusion. Don't guess. Extensions let you forward calls to any cell phone you want.

See why over 100,000 companies trust Nextiva for their businesses.

Get started

The most trusted and successful brands use Nextiva.

Conan logo
Taco Bell logo
Stanley Steemer logo
Florida Panthers Logo
Ashley Furniture logo
Nothing Bundt Cakes logo

How to set up phone extensions

Setting up phone number extensions with Nextiva is easy. You always have control over your team's extensions.

  1. Sign in to the Nextiva Voice Portal as an administrator.
  2. Hover over Users at the top, and select Manage Users.
  3. Click the pencil icon next to the user you want to change.
  4. Scroll down and click to expand the Phone Number section.
  5. You can adjust the user's telephone number and extension. The extension may automatically change to the last four digits of the phone number, so you may need to switch it back.
  6. When finished, click the Save button.

For more information about managing your business phone number settings, please read this support article.

Business Phone Service Benefits

Why businesses choose Nextiva

Benefits Mark

Modify your preferences and toggle features in minutes. Don't compromise on scale or flexibility.

Benefits Mark

We handle more than one billion calls every year. Dependable 99.999% uptime you can trust.

Benefits Mark

Nextiva is HIPAA and SOC-2 compliant, with a multi-million-dollar security budget.

Benefits Mark
Call Quality

High-performance data centers and HD Voice technology ensure superior voice quality.

Benefits Mark
Ease of Use

Anyone can set up and use Nextiva’s cloud PBX system, not just technical staff.

Benefits Mark
Amazing Service

Get live support your business needs from our in-house team available 24/7.

Our customers said life became easier after switching to Nextiva.

Eric Siu "We love Nextiva's reliability and features like call pop, free online faxing, auto attendant, IVR and call routing. It gives us the appearance of a bigger, more polished business." Eric Siu CEO, Single Grain
Chris Brencans "Countless sales have been done on the Nextiva mobile app. We couldn't run our business without it. Since adopting Nextiva in 2016, we've seen 203% revenue growth." Chris Brencans CMO, On The Map Marketing

Phone extensions FAQs

For employees sharing the same business phone system, they should be able to pick up their handset and dial the extension number, and the call will be connected.

With a VoIP softphone calling app, you can dial the extension or tap the user from your contacts to be connected.

We recommend setting up your phone number extensions to be four digits long. This phone feature will help avoid issues with speed dial and placing outgoing calls with area codes.

Yes, one of the best aspects of having a phone extension is that it allows employees to share the same business phone service and stay connected. They won't need to divulge personal cell phone numbers. They can dial each other from the company's name directory.

Phone extensions follow the employee with whatever phone they're using, including desk phones and softphones.

If they're taking time off, they can also forward their extensions to an extension of a supervisor or a colleague on their behalf. It's a better option than coming back to a full voicemail box.

Phone extensions are similar to virtual phone numbers, but they serve different purposes.

Virtual phone numbers generally refer to phone numbers that receive incoming calls from the public. Phone extensions are used to direct phone calls to a specific user, team, or department.

Phone extensions and phone numbers are always "virtual" since neither of them is hard-coded to a user. They exist within the logic of a PBX to direct calls to different people. Sometimes called virtual or internal phone numbers, phone extensions function within the office phone system such as a cloud PBX.

Traditional phone service doesn't provide unlimited extensions without additional telecom equipment.

You can save time calling toll-free phone numbers that require extensions or passcodes with your smartphone. One little-known trick is to store a special number to your contacts.

When you add a phone number to your contacts, hold down the asterisk (*) key until you’re able to select a comma. After the comma, enter the desired phone extension. One comma is equivalent to waiting two seconds, so you may want to add two of them together to avoid dialing too quickly.

This feature is perfect for dialing through auto attendants and conference call services. The next time you call from your contacts, the phone digits will be entered automatically.

5/5 Network


94% Customer

according to Gartner

90% Willingness
to Recommend

according to Gartner

9.5/10 Easiest
to Use

via G2

Get more work done. See why we’re the best business phone service since 2008.

By clicking the button, you agree to Nextiva's Terms & Conditions.


By providing information in this form, you agree to Nextiva’s Privacy Policy.

A demo that matches your business needs

Nextiva has developed a solution for the future: One platform, one workspace, zero friction.

Close Icon
XBert Hate filling out forms?
Just talk to a real human.
Eric Siu, CEO

"We love Nextiva's reliability and features like auto attendant, IVR and call routing. It gives us the appearance of a bigger more polished business."

Eric Siu, CEO
Single Grain
We'd like to know you better so we can serve you better.

We'll give you an intro to the perfect solution that fits your business. Get started on your journey to fearless growth.

By providing information in this form, you agree to Nextiva's Privacy Policy

Close Icon
Nextiva Logo

Your personalized demo. What to expect:

  • Expect specifics. Tailored exactly to your business (we do our research).
  • Expect experts. Our product team will personally answer your questions.
  • Expect quickness. Personalized, specific, clear, and to the point - you’re busy!

Hate filling out forms?
Talk to us.

Call (800) 799-0600
Gartner. Leader: Peer Insights Voice of the Customer G2. Leader SUMMER 2023 GetVoIP Customer Reviews
Get started with this form

Request a demo

Fill in your info and we'll come prepared - spoiler, we do our research.

By providing information in this form, you agree to Nextiva's Privacy Policy.

Close icon
Use fewer apps, get more done.

Download the NextivaONE app.