A Comprehensive Guide: What is a Virtual Phone Number and How Does it Work?

Imagine a phone number that isn’t tethered to a physical device or location, providing flexibility, privacy and a host of customizable features.

In this article, we unravel the intricacies of virtual phone numbers, delving into their functionality, how they work, their types and the transformative impact they have on personal and business communications.

Buckle up as we embark on a journey into the realm of virtual telephony, where the traditional phone line takes a back seat to a more dynamic and adaptive mode of connection.

What is a Virtual Phone Number?

A virtual phone number, like one from Phoner, is typically hosted and managed by a service provider in the cloud. It is not directly associated with a physical telephone line or device.

Virtual phone numbers can be used to make and receive calls, send and receive text messages and perform other communication functions, similar to traditional phone numbers. Popular examples of virtual phone number providers are Phoner, Google Voice, etc.

However, it’s a popular misconception to confuse virtual phone numbers with VOIP and cell phone numbers. Thus, we’ll shed more light on these terminologies.

Virtual Phone Number vs VOIP 

Here are the main differences:

Now let’s do a comparison between a virtual phone number and a cell phone number:

Virtual Phone Number vs a Cell Phone Number 

Here’s a tabular representation of the differences between a Virtual Phone Number and a Cell Phone Number:

What’s next? We’ll delve a bit into the technicality of how a virtual line works. 

How Does a Virtual Phone Number Work?

Have you ever wondered how virtual numbers work? Let’s shed more light on that for a more in-depth understanding: 

1. Number Provisioning

Obtain a virtual phone number from a service provider, either via an app or web-based provider. You can then give out this number to prospective callers or make outgoing calls at will. 

2. Call Routing 

When a call is initiated, the call is first directed to a cloud-based or provider-managed system that makes routing decisions. Calls are forwarded to the designated device associated with the virtual phone number, whether it’s a phone, computer or other endpoint.

3. Management

Users manage their virtual phone numbers through a web portal or app, accessing features like voicemail, call recording and text messaging. They can pick up or reject incoming calls via this platform. 

4. Global Accessibility and Security

Virtual phone numbers offer global accessibility and security measures such as encryption to protect user data and communications.

Many virtual phone services employ protocols like Secure Sockets Layer (SSL) or Transport Layer Security (TLS) to encrypt voice and data traffic.

Types of Virtual Phone Numbers

There are so many types of virtual phone numbers, but here are the most prominent ones –  local, toll-free, landline and mobile. 

Type 1: Local

With this type, a virtual phone number provider offers phone digits associated with a specific geographic area or locality but is not tied to a physical line at a specific address. These numbers are assigned with a specific area code, often corresponding to a particular city or region. This allows businesses to create a local identity in that area and connect better with residents.

Businesses and individuals often use local virtual phone numbers to establish a local presence in a particular city or region without having a physical office or phone line in that area.

Type 2: Toll-free 

A toll-free virtual phone number is a telephone number that allows callers to reach a business or individual without incurring any charges for the call. Instead of the caller paying for the call, the business that owns the toll-free number covers the cost. Toll-free numbers typically start with specific area codes such as 800, 888, 877, 866, 855, 844 and 833.

Type 3: Landline 

Virtual landline numbers mimic the appearance of local landline numbers, featuring an area code and an eight-digit sequence. 

This proves particularly advantageous for internal communication within an organization, facilitating the redirection of calls to different devices and enabling seamless workflow across diverse locations. 

Notably, numerous sales organizations and small businesses opt for virtual landline numbers, presenting them as their primary office contact for enhanced professionalism and flexibility.

Type 4: Mobile 

A virtual mobile number has similar digits to a regular mobile number. In business, it’s often given to field agents to call customers. These agents use virtual mobile numbers to make work-related calls from fields, enabling them to have distinct communication lines for work and personal calls. 

These are cloud-based and don’t rely solely on a particular device or SIM card but can be accessed from most internet-enabled gadgets. Many CRMs integrate with virtual mobile numbers. 

Key Features of Virtual Phone Numbers 

Some specific features are general to virtual phone numbers, including: 

1. Text Messaging (SMS) 

This feature enables users to send and receive text messages using the virtual phone number. For businesses, the ability to send text messages can be valuable for customer communication, appointment reminders, order updates or other transactional messages. 

2. Call Routing 

Call routing is a capability that enables the automatic redirection or forwarding of incoming calls based on predefined rules or criteria. 

This feature ensures that calls are directed to the right destination, improving efficiency and providing a better experience for callers. 

Call routing allows users to establish criteria for directing incoming calls. Common criteria include time of day, location and caller’s input. 

3. Interactive Voice Response (IVR)

Interactive Voice Response (IVR) is a technology that enables automated interaction with callers through the use of pre-recorded voice prompts and the recognition of keypad inputs. 

IVR systems are designed to guide callers through a series of options, allowing them to interact with the system and access information or services without the need for human intervention. It’s a salient requirement by businesses with a large consumer base as it reduces the need for in-person customer service agents. 

4. Call Forwarding 

Call forwarding is a feature that allows calls made to a virtual phone number to be redirected or forwarded to another designated phone number or device. The user, who owns the virtual phone number, sets up call forwarding rules through the service provider’s interface. This can often be done via an online dashboard or mobile app.

5. Local Number 

The Local Presence feature allows individuals or businesses to obtain a virtual phone number with a specific local area code, even if they are not physically located in that geographic area. That is, users can choose a virtual phone number with an area code that corresponds to a specific city or region.

For example, if a business is based in New York but wants to establish a local presence in Los Angeles, it can acquire a virtual phone number with a Los Angeles area code (e.g., 213 or 310).

6. Call Screening

Call screening is a feature that allows users to review or “screen” incoming calls before deciding whether to answer, send them to voicemail or take other actions. This feature provides users with additional control over their incoming calls and helps filter unwanted or spam calls.

When a call comes into the virtual phone number, the user’s device or application displays information about the incoming call, such as the caller’s number and, if available, the caller’s name.

7. Analytics and Reporting 

The feature of analytics and reporting in the context of virtual phone numbers involves the collection and presentation of data related to the usage and performance of the phone number. 

Here’s a more detailed explanation. It shows the geographic location of incoming calls, helping businesses understand their customer base.

Benefits of Using a Virtual Phone Number 

There are multiple benefits to using a virtual phone number, these entail: 

1. Professionalism 

Using a virtual phone number enables businesses to project a more professional image to their customers and clients. 

Instead of relying on a personal local phone number for business, organizations can have a dedicated virtual phone number that is specifically associated with their business. This allows consistent branding, reinforcing the business identity whenever customers see or use the provided contact number.

2. Privacy

Individuals often use virtual phone numbers to maintain personal privacy. By using a separate virtual number for business, online services or public communication, individuals can safeguard their personal phone numbers from unwanted solicitations or potential privacy breaches.

For entrepreneurs and small business owners, virtual phone numbers provide a clear separation between business and personal communication. 

3. Cost-Effectiveness

Virtual phone numbers transmit over the internet rather than traditional phone networks. This can lead to significant cost savings, especially for long-distance and international calls. Many VoIP providers offer competitive rates or even include unlimited calling in their plans.

4. Remote Work Enablement 

Remote employees can use virtual phone numbers on their mobile devices or computers, providing flexibility in communication while working from various locations. Remote workers can receive business calls on their mobile phones or home office phones seamlessly. 

5. Business Continuity 

Virtual phone numbers help to maintain seamless operations despite disruptions. Virtual phone numbers enable this by offering a unified, cloud-based communication solution. 

Your workforce, irrespective of location, can access consistent business lines, forward calls to any location and collaborate through features like conference calling. 

This adaptability ensures uninterrupted communication, supports remote collaboration and enhances overall business resilience, mitigating the impact of unforeseen challenges on daily operations.

6. Improved Employee Productivity 

It enhances employee productivity by enabling a workforce to stay connected, collaborate effectively and maintain professionalism while communicating. It provides a centralized location to access voicemail, conduct conference calls and manage messages from anywhere.

How to Get a Virtual Phone Number: Step-by-Step Process with Phoner App

For a realistic example, let’s consider how to get a number from one of the best virtual phone service providers: the Phoner app. Here’s a step-by-step guide to getting started: 

1. Download and Install Phoner 

• To begin, visit the App Store to download the Phoner app if you’re using an iOS device or the Google Play Store for Android devices. 
• In the search bar, look for “Phoner” to find the application.
• Download the Phoner app and follow the on-screen instructions to install it on your mobile device.

This step establishes the initial connection with the Phoner application, allowing you to proceed with creating an account and obtaining a virtual phone number.

2. Open the Phoner App

Once downloaded, locate the Phoner app icon on your smartphone’s home screen or app drawer and tap on the icon to launch the application.

3. Sign up or Log in

If you are a new user, you can immediately get started without having to sign up. However, it is a good idea to add an email and password for account recovery in the future. To do this, tap on Settings -> Set up Account. 

4. Choose a Phone Number 

After signing in to the Phoner app, you will likely be prompted to choose a virtual phone number. The app will present you with a list of available numbers, which may include local numbers, toll-free numbers or even international numbers.

Browse through the options and select the virtual phone number that best suits your needs or preferences. 

5. Customize Settings 

Explore the app’s settings to customize features such as voicemail, call forwarding and text messaging preferences. Phoner offers additional features that you can configure based on your needs.

6. Use Virtual Number 

Once you’ve set up your virtual phone number, you can start using it to make and receive calls, send and receive text messages and use any additional features provided by the Phoner app.

7. Manage Multiple Numbers 

Phoner allows users to manage multiple virtual phone numbers within the app. If needed, you can acquire additional numbers and switch between them as needed. 

Summary 

Having an in-depth understanding of what a virtual phone number is helps you make the right choice. With a range of benefits, virtual numbers provide the possibility your business desires for better communication and a more collaborative workforce. 

Prioritize factors like usability, support, trials, call quality, storage, offline use and compliance for a tailored selection that aligns with your unique requirements for choosing a virtual phone number. The steps to getting a virtual phone number with Phoner that are provided in this article guarantee that you get the best from your purchase.