How to Dial an Extension on Any Phone? [Android, iPhone, Landline]

Senior Writer: Juhi Parekh

Published : August 6, 2025

Extensions are short internal codes (usually 3–6 digits) that help route calls to the right person without needing separate phone lines. But when callers get stuck in IVR menus, it’s a problem: 51% of customers have abandoned a business entirely after reaching an automated phone system, costing companies $262 per lost customer each year.

This guide breaks down exactly how to call an extension from any device, so you can skip the frustration and connect fast, whether you’re on mobile, landline, or VoIP.

How to Dial an Extension from Different Devices?

Dialing an extension isn’t one-size-fits-all. The method changes slightly depending on the device you’re using. Let’s break down the exact steps for each so you’re never stuck mid-call.

1. On an Android Phone

There are mainly 3 ways to dial an extension on your Android Phone. Let’s understand each in detail.

Manual Entry

Using an Android phone, you can manually dial an extension:

• Dial the main phone number.
• When the automated system or auto attendant answers, listen for instructions to “enter your party’s extension.”
• Simply dial the extension number on the keypad to get in touch with the accurate person.

Using Comma (,) or Pause

If you want your phone to automatically connect to a specific extension:

• Add a comma (pause) between the business number and the extension.
• Example: 800-123-4567,789 will first dial the main line and then enter extension 789.
• This method is useful when calling small businesses with people divided in different departments.

Adding Extensions to Contacts

• Open Contacts.
• Then select a contact or create extensions in a new contact.
• Add the main number, insert a comma, and then type the last digits for the extension.
• Save the contact.
• The next time you tap the call button, your phone automatically reaches that specific individual without going through menu options.

2. On an iPhone

iPhone allows three easy ways to help you dial an extension to any number. Have a look at them:

Using “Pause” and “Wait” Options

• Open the contact screen.
• Tap on the phone number field.
• Then, tap the Pause option to add a comma.
• Use “Wait” (semicolon) if you want confirmation before entering the extension directly.
• Example: 800-555-1234;456 waits for your approval before dialing 456.

Adding an Extension to Saved Contacts

• Add a new or existing contact.
• Enter the main phone number, choose Pause or Wait, and type the correct extension.
• Calls will be routed automatically to the right staff member.

Pro-Tip

Create a quick extension directory in your team handbook or onboarding doc. You just need to create a one-pager with names and numbers. It’ll save new hires (and reception) a significant back-and-forth.

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3. On a Landline or Office Phone

Here’s how to dial an extension on a landline, including what to do if you hear an auto-attendant or need to wait for prompts.

Standard Dialing with Extension

• Dial the main line.
• When connected, press the call button.
• Then, input the extension number to route calls internally or externally.

Responding to Auto-Attendants or Menu Systems

• Automated attendants let callers “dial the extension at any time.”
• You can enter the specific extension during the greeting without waiting for menu options.

Dialing During/After Automated Prompts

• Some phone systems require you to wait until the message ends.
• Once prompted, dial an extension to connect to a specific individual or department.

Set up Extensions and
Make Dialing Effortless!

• Direct Dialing
• Quick Routing
• Fewer Transfers

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What is an Extension Number and Why Is It Used?

An extension can be defined as a set of digits assigned to a user within a business phone system. It’s used for internal communication without requiring different phone numbers for different employees.

Common Use Cases

• Directing incoming calls to departments like support or billing.
• Connecting external callers to internal calls seamlessly.
• Call forwarding within small businesses and large enterprises.

How Phone Extensions Work with VoIP Systems?

Modern VoIP phone systems like CallHippo let businesses create extensions, assign extensions to team members, and modify phone extensions easily for routing calls across different locations.

How to Add an Extension to a Phone Number? (Speed Dial or Contact List)

When you regularly call someone at a specific extension (like a coworker at 800-555-1234 extension 567), manually entering the extension every time can be annoying. So, you can save the full number with the extension in your phone’s contacts or set it as a speed dial.

Here’s how you do that, depending on the device:

Note: For more information on how business phone numbers and telephony systems are regulated in the U.S., check the FCC’s guide on telephone services.

Best Practices for Managing Extensions in a Business

Setting up phone extensions might seem like a backend task, but it’s actually a big deal for how smoothly your team communicates. It also decides how fast customers reach the right person. Here are the top practices to manage extensions:

• Group extensions by team or department so it’s easy to remember who’s where.
• Skip using “1” as most systems reserve it for internal functions.
• Stick to 3–4 digits because anything longer becomes forgettable.
• Use the same structure across locations to reduce confusion.
• Train your team to make sure everyone knows how extensions work and how to guide external callers.

Extension Dialing in Cloud Telephony & VoIP Systems

Extensions aren’t just for legacy phone systems anymore. With VoIP or cloud telephony, dialing an extension is one of the fastest ways to get to the right teammate, without bouncing through numerous menus.

1. How Extensions Work with VoIP

Traditional PBX systems needed physical lines and an on-site setup. VoIP doesn’t.

VoIP routes calls digitally, which means you can assign internal extensions, external call handling, and routing from a dashboard. You don’t need separate phone lines for every person anymore. One virtual number gives dozens of personalized extensions.

2. Extensions for Remote and Hybrid Teams

One main number gives custom extensions for every team member, regardless of their location.

When a caller dials your business, the system asks for an extension and sends them straight to the right person without any confusion. This setup is a game-changer for growing businesses with remote teams. It keeps communication organized without needing separate phone numbers.

3. Hosted PBX vs. On-Premise: What’s Better for Extensions?

Hosted PBX (Cloud-Based)

• Easy to scale and modify extensions.
• Less initial cost due to the absence of hardware.
• Your provider handles security, updates, and uptime.
• Perfect for lean teams or startups that want flexibility.

On-Premise PBX

• Full control over setup and security.
• Good for enterprises with in-house IT teams.
• Comes with high upfront and maintenance costs.

Benefits of Using VoIP Platforms Like CallHippo

CallHippo is a cloud-based phone system that makes managing extensions efficient and scalable. This setup streamlines call routes, enhances analytics, and supports both internal and customer communication with ease.

1. Effortless Extension Management

Assign extensions in seconds using CallHippo’s dashboard without waiting for IT support. You can make updates instantly and manage them remotely from any device. It’s fast, flexible, and built for teams of any size.

2. Hassle-Free Setup & Scaling

There’s no wiring, hardware, or installation headaches because CallHippo systems are entirely browser-based. As your team grows, you can continue to add or remove users without downtime. Scaling is seamless and budget-friendly.

3. Intelligent Call Routing

CallHippo’s IVR and routing engine automatically directs callers to the right department or extension. That reduces hold time and misrouted calls while improving caller satisfaction. It’s a polished, hands-off experience.

4. Professional Auto-Attendants

Automatically greet callers with custom messages and menu options. Auto-attendants increase brand professionalism and guide callers efficiently. You can customize languages, greetings, and time-based routing with ease.

5. Unified Team Communication

CallHippo combines internal calls, incoming lead lines, SMS, and call logs into a unified platform. Your team stays aligned across tools and channels, without switching between apps. It enhances workflow productivity and transparency.

6. Powerful Analytics & Insights

Real-time dashboards show call metrics like wait times, abandonment rates, and agent performance. This data helps you improve call efficiency, streamline support queues, and monitor first-contact resolutions. Insights fuel smarter decisions.

7.  Supports Remote & Hybrid Teams

CallHippo works anywhere you have internet access, which is ideal for modern teams. You can route calls based on location, shift schedules, or agent skills. Remote team setup is simple and doesn’t compromise on capability.

Wrapping Up

Phone extensions keep things smooth. No juggling long numbers, no call transfers. Just fast, direct connections, whether you’re a 5-person team or scaling exponentially. Tools like CallHippo make setup extremely easy, so your system can grow with you. That’s what smart extensions are built for.

FAQs

1. How do I dial an extension number directly?

Dial the main number, wait for the prompt, and then enter the party’s extension. You can also add an extension to a phone number in contacts to call automatically.

2. Can I save a contact with an extension on my phone?

Yes, both Android phones and iPhones allow adding a comma or pause for storing phone number extensions.

3. What if the extension doesn’t work after calling the main number?

It may be due to incorrect timing or a misconfigured phone system. Check the correct extension with the company or use their menu options to navigate.

4. How does CallHippo help with extension dialing for businesses?

CallHippo offers a virtual phone number system with auto attendants, enabling external callers and customers to reach the right person quickly without navigating complex menus.

Updated : August 6, 2025

Juhi Parekh

Juhi is a senior content writer with over 4 years of experience in the B2B SaaS industry. A passionate storyteller at heart, she transforms complex ideas into compelling narratives with an adaptive and audience-first writing style. Juhi has helped multiple brands strengthen their voice, connect with their audience, and drive measurable growth through content. When she is away from the screen, she enjoys winding down with a well-written book!

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