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Intermedia VoIP Tips and Tricks

Practical tips and guides to help you get the most from your Intermedia VoIP and collaboration tools.
These tips are designed to improve communication, enhance security, streamline call handling, and support more efficient meetings and teamwork.

Improve Team Collaboration with Public Folders in Exchange Email

Public Folders in Intermedia Exchange Email provide a simple way to share documents, calendars, and information across teams. Instead of forwarding emails or searching through old message threads, shared content is stored in one central location that everyone can access.

How to Set Up and Use Public Folders

  1. Log in to HostPilot
    Access the Intermedia HostPilot Control Panel (admin login required).

  2. Navigate to Public Folders
    Go to Services → Exchange Email → Public Folders.

  3. Create a New Folder
    Click Add Public Folder, give it a clear name (e.g., “Sales Docs” or “HR Policies”), and save.

  4. Assign Permissions

    • Select the folder.

    • Click Permissions → Add User.

    • Choose appropriate rights for each team member or group (read, write, delete).

  5. Access from Outlook

    • Outlook (Windows): Go to Folder Pane → Public Folders → Add to Favourites for easy access.

    • Outlook Web Access (OWA): Click the Public Folders icon in the left panel.

Pro Tip: Structure your folders by project, department, or topic to make it even easier for your team to find what they’re looking for.

Keep Meetings in Sync with Intermedia Calendar Integration

Managing meetings across different platforms can quickly become messy. Intermedia Unite’s calendar integration keeps your meetings aligned with Microsoft Outlook or Google Calendar, so appointments, join links, and availability stay up to date automatically.

How to Set Up Calendar Integration:

  1. Log in to Intermedia Unite
    Sign in to the Intermedia web portal using your account credentials.

  2. Open Settings
    Click your profile icon in the top-right corner and select Settings.

  3. Locate Calendar Integration
    From the left-hand menu, choose Calendar & Contacts (this may appear under Integrations, depending on your setup).

  4. Connect Your Calendar

    • Select Connect next to Microsoft Outlook or Google Calendar.

    • Sign in to your calendar provider and authorise access.

  5. Adjust Your Preferences

    • Choose which calendars to sync (work, shared, or personal).

    • Enable meeting reminders and notifications.

    • Allow one-click Join Meeting buttons within calendar events, if required.

  6. Save and Test
    Save your settings and create a test meeting to confirm it appears correctly in Intermedia Unite and your calendar.

Calendar integration helps remove manual steps from meeting management, keeping your schedule accurate and your day running smoothly.

Keep Your Meetings Smooth and Secure with the AnyMeeting Waiting Room

Want to make your meetings more secure and professional? Intermedia AnyMeeting’s Waiting Room feature lets you control who joins and when, so only the right participants get in. It’s a simple way to keep your meetings organised and distraction-free.

How to Set Up and Use the Waiting Room:

  1. Turn on Waiting Room in Your Account

    • Log in to your Intermedia AnyMeeting account.

    • Go to Settings → Meetings.

    • Find the Waiting Room option and switch it on.

  2. Schedule a Meeting with the Waiting Room

    • Click Schedule Meeting.

    • Make sure Enable Waiting Room is checked when setting your meeting options.

    • Save your meeting and send the invites as usual.

  3. Manage Participants During the Meeting

    • Start the meeting as the host.

    • Attendees will appear in the waiting room as they join.

    • Admit them individually or all at once, depending on your preference.

Make Calling Easier by Integrating Intermedia Unite with Microsoft Teams

If your team already uses Microsoft Teams every day, integrating Intermedia Unite allows them to make and receive business calls directly within Teams. This removes the need to switch between applications while keeping all calls on your Intermedia phone system.

How to Set Up the Microsoft Teams Integration:

  1. Access the Intermedia Admin Portal
    Log in to your Intermedia Elevate administration portal and go to Apps & Integrations.

  2. Enable Microsoft Teams Integration
    Select Microsoft Teams Integration and click Enable.

  3. Authenticate Your Microsoft Account
    Follow the on-screen instructions to sign in with your Microsoft credentials and approve the required permissions.

  4. Assign Users or Groups
    Choose which users or groups should have access to the integration from the user management section.

  5. Install the Intermedia App in Teams
    Ask users to open Microsoft Teams, go to Apps, search for Intermedia Elevate, and install the app.

  6. Sign In and Test
    Users sign in with their Intermedia credentials and make a test call directly from Teams. All calls will route through the Intermedia phone system.

Why Integrate Intermedia with Teams

  • Make and receive business calls without leaving Teams

  • Keep company phone numbers and call quality consistent

  • Reduce app switching and improve day-to-day efficiency

  • Ideal for hybrid and office-based teams

For best results, encourage staff to use Microsoft Teams as their main workspace for chat, meetings, and calls, while Intermedia handles the telephony in the background.

Make Every Call Count with Auto-Attendants

You can improve your business’s efficiency and professionalism by setting up Auto-Attendants in Intermedia Unite. These automatically greet callers and direct them to the right department—no receptionist needed. It’s a simple way to ensure every call is handled promptly.

How to Set Up an Auto-Attendant

  1. Log in to HostPilot®
    Access your account and navigate to Voice Services → Auto-Attendants.

  2. Create a New Auto-Attendant

    • Click Add Auto Attendant.

    • Give it a clear Name (e.g., “Sales Line AA”).

    • Assign a Direct Phone Number if needed for callers to reach this line directly.

  3. Record or Upload a Greeting
    A friendly, professional message sets the tone. Example:
    “Thank you for calling XYZ Company. For sales, press 1; for support, press 2.”

  4. Configure Menu Options

    • Add options for keys 1–9, * or #.

    • Assign each option to an extension, user, call queue, or voicemail.

  5. Set Business Hours Rules (Optional)
    Adjust greetings or routing for after hours to keep callers informed.

  6. Save and Activate
    Once saved, your Auto-Attendant is live and ready to manage incoming calls automatically.

Why Use Auto-Attendants?

  • Never Miss a Call: Calls are routed even when staff are busy or away.

  • Professional Impression: Callers get a consistent, responsive experience.

  • Keep it Up to Date: Regularly review menus and greetings to reflect staffing or departmental changes.

Setting up an Auto-Attendant is an easy way to improve your business’s first impression and ensure calls reach the right people every time.

Simplify Meeting Scheduling with Intermedia Unite and Outlook

Scheduling online meetings doesn’t need to involve copying links or manually adding dial-in details. With the Intermedia Unite Outlook add-in, meeting links and conferencing information are added automatically when you create a calendar invite, saving time and avoiding mistakes.

How to Set Up and Use the Outlook Add-In:

  1. Install the Intermedia Unite Add-In

    • Open Outlook and go to Home → Get Add-ins.

    • Search for Intermedia Unite and click Add.

  2. Sign in to Intermedia Unite

    • Once installed, the add-in appears in the Outlook toolbar.

    • Click it and sign in using your Intermedia Unite account.

  3. Create a Meeting with Unite Details

    • In Outlook, select New Meeting or New Appointment.

    • Click the Intermedia Unite add-in from the toolbar.

    • Meeting join details, dial-in numbers, and the conference ID are automatically added to the invite.

  4. Finalise and Send

    • Adjust the subject, time, attendees, and agenda as usual.

    • Send the invitation — recipients receive everything they need to join the meeting in one click.

This integration is ideal for teams that rely on Outlook for daily scheduling and want a quicker, more reliable way to organise Intermedia Unite meetings.

Stay Connected with Voicemail to Email

Missing a call doesn’t have to mean missing the message. Intermedia’s Voicemail to Email feature automatically sends voicemails to your email inbox, allowing you to listen, save, or forward messages wherever you are.

How to Enable Voicemail to Email:

  1. Log in to the Intermedia Voice Portal
    Sign in at the Intermedia control panel using your user or administrator credentials.

  2. Open Voice Settings
    Select Voice, then choose My Phone or the relevant user or extension.

  3. Access Voicemail Settings
    Scroll to the Voicemail section within the settings menu.

  4. Enable Email Delivery

    • Tick Send voicemail messages to email.

    • Enter the email address where voicemails should be delivered. Multiple addresses can be added if required.

  5. Optional Settings

    • Choose whether voicemails should remain on the phone system after being emailed.

    • Enable missed call notifications if needed.

  6. Save Your Changes
    Click Save to activate the feature.

Voicemail-to-Email is a simple way to keep communication flowing and ensure important messages are never overlooked.

Need further assistance?

If you require support or advice on your Intermedia services, please contact our team and we will be happy to help.

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