What is Call Forwarding and How Does it Work?

Have you ever missed your calls? Especially if you run a business. Imagine your business phone rings nonstop, but you’re stuck away from your desk, or worse, your line is busy. That one missed call could have been a big client, a sales lead, or an urgent request. Missed calls can be a nightmare.

That’s exactly where call forwarding comes in. Call forwarding is one of those call features that sounds technical but is actually a lifesaver.

In this blog, we will learn about what is call forwarding, and how does it works, why it’s an important feature for anyone who wants to stay connected and never miss an important call.

Let’s drive into it.

What is Call Forwarding?

Call forwarding is a telephone function for the transmission of incoming calls from your primary number to the line of your choosing. That is, when someone dials your office phone, or your VoIP phone system, the call is not required to ring at just one location. It can ring at your mobile phone, another desk phone, or service line, and essentially, anywhere you want it to go.

If, for example, your line is busy or if you are running an errand, instead of missing the call, you can just forward it to a backup phone number.

This service is available on most telephone systems, whether you are using a traditional phone company or a modern VoIP business phone system. Best of all, your caller does not have to do anything special. They would call your regular number, and the metered telephone system does the rest.

In short, call forwarding can help you be “reachable,” even though you might not be at the desk.

Types of Call Forwarding

The type of call-forwarding determines its activation for different scenarios and can be used to achieve a variety of different outcomes.

There are many types of call forwarding, but primarily, they are classified into two categories: immediate and conditional call forwarding. Let’s discuss both of them in detail.

1. Unconditional Call Forwarding

This is the most straightforward option. Unconditional call forwarding, also called “always forward,” redirects every incoming call to another number. It doesn’t matter if your phone is on, off, or busy; the call never rings on your main line.

This is perfect if you’re out of town, working remotely, or just want all your calls forwarded to a single number like your mobile or a colleague’s line. Many VoIP business phone systems let you activate this in a few taps.

2. Conditional Call Forwarding

Conditional call forwarding is a smart feature that only kicks in under certain conditions. Your phone doesn’t forward every single call, just the ones you might miss. With conditional call forwarding, calls are only routed when specific circumstances are met. It is triggered by your phone’s status and isn’t always active.

Some conditional call forwarding is as follows:

I. Call Forwarding When Busy

Sometimes your lines can be busy during this time this type of steps is in. It will only forward calls if you are already on the phone and you will not miss a call or frustrate the other person on the line.

For example, let’s say you are on the VoIP system in a long meeting, and another call comes in. Instead of letting it go to voicemail, it will forward to another team member. I would recommend getting this feature on any phone system that is taking a high volume of support or sales calls.

II. Forwarding Calls When No One Answers

There are instances when you’re simply not available to take the call. This type kicks in after a specific number of rings if you still haven’t answered it (e.g., missed a call while making coffee or stepped away from your desk).

This service will redirect the incoming call to another number, like on-call staff or voicemail, if you step away. You have control, and your client never feels neglected.

III. Call Forwarding When Unreachable

If your phone suddenly dies or the signal drops, call forwarding is there to save you. This style of forwarding will take effect when your primary line is off, out of battery, or out of the service area. It will be called “forward when unreachable.”

For example, if your voip phone went offline or your mobile went out of service, your phone system can automatically forward the call to your backup landline or another team member. This makes sure you’ll never miss those urgent calls when technology fails.

IV. Selective Call Forwarding

This method is useful if you want to forward specific phone calls only. You can forward calls from specific numbers, your boss, VIP clients, or specific departments, while letting all other incoming calls ring normally.

This can help you stay responsive to the important people without having to answer the dozens of incoming calls you get. Your VoIP business phones may be able to set these rules based on Caller ID or time of day as well.

V. Scheduled Call Forwarding

If you work on a set schedule, this is one of the best options for you. Scheduled call forwarding allows you to set certain times to forward calls for your business. In this example, after 6 PM on your business phone, you want to forward all calls to your on-call agent or support line.

This can be convenient if your team is working in shifts (which is common in the healthcare field) or if you run a customer service line that is open 24/7/365. Some of the newer VOIP systems and virtual phones actually let you create a multi-tier routing plan, including weekends and holidays.

How Does Call Forwarding Work?

Call forwarding may sound complicated, but it’s easier, in fact. Then, getting your coffee order right in the morning. You can forward your phone calls using a phone number from a mobile device, fixed landline, or a VoIP business phone in just a few taps or clicks.

We’ll break it down by device:

For Android Devices

Most Android phones come with a built-in call forwarding feature. Here’s an easy way to set up call forwarding:

Step 1: Open the Phone app.

Step 2: Press the three dots (top right) and select Settings.

Step 3: Select Call Settings or Calls, depending on your phone.

Step 4: Select Call Forwarding.

Step 5: Select the option (Always Forward, Forward when Busy, etc.) you would like.

Step 6: Enter the number to which the calls will be forwarded.

Step 7: Tap Turn On or Enable.

For iOS Devices

Apple iOS keeps it simple, but you’ll need a carrier that supports it.

Step 1: Open Settings.

Step 2: Scroll down to the option Phone

Step 3: Then, select call forwarding

Step 4: After that, turn it on.

Step 5: Then, enter the number to which calls should be forwarded.

For landlines

Some people still prefer to use landlines, especially in the office. Here’s the step-by-step guide for it.

Step 1: Pick up the handset and wait for the dial tone.

Step 2: Dial your service provider’s call forwarding code.

Step 3: After that, dial the number to which you want calls forwarded.

Step 4: Then, wait for confirmation (usually a second dial tone or a beep).

Step 5: Hang up.

For VoIP Phones and Virtual Phone Systems

If you’re using a VoIP phone or VoIP business phone system, it’s even easier. Steps are given below:

Step 1: First, log in to your VoIP system.

Step 2: Go to the Call Settings.

Step 3: After that, find the Forwarding setting

Step 4: Decide where and when to send.

Step 5: Then, click Save changes.

Benefits of Call Forwarding

Whether you’re a solo freelancer or managing a team with a full VoIP business phone system, this feature saves time, saves money, and maybe even saves your job.

Here are its benefits:

A. Never miss Important Calls

You aren’t stuck at your desk 24 hours a day . With the help of it, you can send calls to your mobile phone, a backup number, or even your cat if he/she could talk. The point is that clients and coworkers can still reach you, even when you are away from your actual business number.

B. Stay Available Anywhere

Whether you work out of your house, on the road, or even in five places at once, the various call forwarding features keep you connected. When you use a virtual phone or VoIP system, your calls are forwarded to a destination, whether you’re on your mobile, tablet, or even a landline. You don’t have to give out multiple numbers.

One number does the job, and your calls are forwarded to the proper destination. This can be advantageous when your job does not often involve sitting at a desk.

C. Manage Work-Life Balance

You can control when and where your phone rings with more smart settings, like scheduled call forwarding.

For example, you can have calls directed to your office number during business hours. After hours, you could choose to have calls forwarded to your voicemail or another agent.

It is easy to separate work from personal time while still being mindful of customer service. Your VoIP business phone system likely has this feature as well; it just needs to be activated.

D. Great for Remote Teams

Remote work is not going away. And if your team is virtual, call forwarding will help keep everyone in sync. You can forward calls from your main business line to whatever line is needed, regardless of location.

And with many VoIP business phone systems, you can apply call routing rules, sending calls based on available team members in time zones or shift schedules, so someone is always available even though your main office is closed.

E. Backup When the Line is Busy

If your line is busy, it’s not a dead end. Call forwarding when busy automatically sends the next incoming call to another line. That could be another agent, your assistant, or even a backup VoIP phone.

This feature reduces missed calls and makes sure your customers always speak to someone. That’s especially helpful in call centers, sales teams, and customer support, where every missed call can mean a missed opportunity.

F. Works with Any Setup

Most allow you to set up call forwarding in a matter of minutes, regardless of whether you’re using a mobile device, a VoIP system, or a traditional phone provider. You don’t require technical support. You don’t need to read a twenty-page manual. A few touches or dial codes are enough.

Additional Features to Enhance Call Forwarding

Some of the additional features to enhance them are:

• Intelligent call routing allows you to send incoming calls to different numbers based on time of day, caller ID, or who is available. Perfect for shift work and teams.

• Call transfer allows you to move a live call to someone else without dropping it. No need to make callers repeat themselves.

• Caller ID control allows your business number to show even when calls are forwarded. This means your identity remains consistent.

• Call recording works with many VoIP phone systems and allows you to record forwarded calls as training tools, for reviews, or evidence.

• Voicemail to email means that if someone doesn’t answer, the message will arrive in your inbox. Some systems will even send you a transcript.

• Multiple forwarding rules give you more control as you can choose when to forward based on rules such as “if busy,” “if unanswered” or “after hours.”

• Forwarding to multiple devices means your desk phone, mobile and tablet will all ring together and whichever one you pick-up first is the one that wins.

How to Deactivate Call Forwarding?

After everything is done, and you want to turn it off, it’s simple:

• On Android: Open the Phone app > Menu > Settings > Calling accounts > Call forwarding, then turn off for each option.
• On iPhone: Go to Settings > Phone > Call Forwarding > Toggle it off.

Or use dial codes (works on most VoIP phones and carriers):

• • ##21# – Cancel all
  • ##61# – Cancel when no answer
  • ##62# – Cancel when unreachable
  • ##67# – Cancel when the line is busy

Troubleshooting Common Issues

In some cases, call forwarding might work differently than you want. You can do some simple practices to troubleshoot call forwarding issues.

Here are a few things to check:

• • • Settings: Make sure that you have set up the immediate and conditional call forwarding correctly, and that you have set up the right conditions for conditional call forwarding.
  • • Coverage: Ensure you have adequate coverage in your area.
  • • Phone: If you are still having trouble, try restarting your phone system or resetting the mobile network.

And the common issues are:

1. Call forwarding is not working

There might be various reasons why your call forwarding is not working. The most common reason is a mismatch between settings and the operating system. You might also have mistakenly messed up the settings, which also usually happens.

You can do the following things to solve the call forwarding not working issue:

• • • Go to settings and make sure you have enabled the call forwarding feature.
  • • If you are an iPhone user, turn off the LTE option if it exists.
  • • Turn off your cellular data, Wi-Fi, and Bluetooth.
  • •  Turn on and turn off airplane mode.
  • • Contact carrier support.

2. Incorrect forwarding number

The primary goal of call forwarding is to forward your incoming calls to the phone number that is most relevant and convenient to you. However, sometimes it might route to the wrong phone. To fix this issue, implement these practices:

• • • Check the number you have chosen to forward incoming calls to ensure you have entered a complete, accurate, and correctly formatted phone number.
  • • Check for typing mistakes, as a single wrong digit can cause the forwarding to fail.
  • • If you are still having problems, try using a different phone or landline number.
  • • Contact customer support to get the best solution for the issue you are facing.

3. Network coverage issues

Incoming calls may not be routed correctly to the intended phone number due to weak signals and other connectivity problems. Follow the instructions to fix this problem.

• • • Contact your service provider and tell them about your problems. They might offer solutions specific to your situation.
  • • Update carrier settings to make improvements to network connectivity.
  • • Check for downtime or maintenance notifications from your provider.
  • • If you can choose different networks, switch them and see if it improves the network.

Wrapping Up

It may not feel like much of a feature, but call forwarding can be a total game changer for businesses and remote teams, providing availability for everyone even when you’re in a meeting, off the grid, or just away from your desk.

Call forwarding guarantees you calls are forwarded to someone who is able to answer, whether it’s through VoIP phones or business phone systems, you stay connected, organized, and professional, regardless of where you are and what you’re doing.

So if you’re tired of missing opportunities, leaving awkward voicemails, or assuming the role of phone tag coordinator, create call forwarding for the win. One-time set-ups, tweak them as they change, and never worry about missing a critical call again.

FAQs

What is call forwarding?

Call forwarding is a phone feature that redirects incoming calls from your main number to another number, like your mobile or a teammate’s phone.

Is call forwarding available on all phones?

Yes, it is available on all phones, including smartphones, landlines, and VoIP systems that support it. You just need to know the right steps or dial codes.

Can I forward calls only during certain hours?

Yes, with scheduled call forwarding. If your phone system allows it, you can forward calls according to the time of day, the type of caller, or both.

Will callers know their call was forwarded?

No, calls are routed in the background, and colleagues or clients won’t be able to tell the difference.

Can I forward calls to multiple devices?

Yes. Many virtual phone systems allow simultaneous ringing on your mobile, desktop, or another team member’s device.

Does call forwarding cost money?

Calls that are redirected, particularly to an international number, might incur fees from certain phone companies. Consult your VoIP provider or carrier.