How to choose
an IP phone.

Power and the network connection

Power over Ethernet (PoE) lets a compatible switch or injector power a phone through its network cable. Check the device’s required PoE standard, the switch’s total power budget and any extra demand from accessories. A PoE logo is not a guarantee that your switch can power every desk.

Ethernet pass-through lets some phones share a network outlet with a computer. Check the speed of both ports and the network design: a slower phone port can constrain the attached computer. If the office needs continuity during a power cut, include the switch, router and upstream connection in the plan.

Wi-Fi and cordless are different choices

A Wi-Fi-enabled desk phone uses a wireless network connection but normally still needs local power. It is not necessarily a cordless handset. Verify built-in Wi-Fi versus a supported adapter, coverage and how voice behaves under load.

A DECT handset normally connects through a compatible base station; multi-cell deployments need coverage and roaming planning. A portable Wi-Fi phone has a different radio and network design. Choose around where people walk and work, rather than treating all wireless devices as interchangeable.

Accounts, lines and function keys

A SIP account is a configured identity for registration with a service. A ‘line’ on a phone specification may refer to an account, a line appearance or a programmable key; it does not automatically mean another public number or more carrier call capacity. Confirm the manufacturer’s terminology and the platform’s limits.

Busy Lamp Field (BLF) keys can show another extension’s status and may support pickup or transfer when the platform permits it. Expansion modules add more physical keys, but need compatible firmware, provisioning and power. Test the receptionist’s daily workflow, not only the number of buttons.

Headsets and Bluetooth

Check the actual connection: USB, a telephone headset socket, Bluetooth or a supported adapter. A headset that carries audio may still lack answer/end-call control. Electronic Hook Switch (EHS) support can require a specific cable, adapter and phone configuration.

Bluetooth may connect a headset or another supported device, depending on the model. Range, pairing behavior and supported profiles matter. For busy desks, test mute, ringing, call control and switching between computer and phone with the intended headset.

Display and audio quality

A colour display or touchscreen should make caller information, directories and transfers easier to use. Check contrast, text size, physical controls and accessibility with the person using it. A touch interface is a preference to evaluate, not a performance grade.

Codecs such as G.711 and G.722 describe audio formats. The usable codec depends on the endpoint, platform and other call legs. Microphones, speakerphone echo control, headset fit and network conditions also affect clarity. Listen to real calls in the intended room; ‘HD’ branding alone is not a quality test.

Provisioning and day-to-day management

Provisioning delivers settings such as the account, server, directory and key layout. Platform-supported templates can make replacement phones consistent and reduce individual setup work. Check whether the device can be enrolled into your service and whether an existing provider lock or provisioning assignment must be released.

Keep administration credentials and provisioning access protected. Plan how updates are tested, how a failed change is reversed and how a device is securely reset or retired. A cheap replacement can become expensive if every change requires a desk visit.

Firmware, support and platform fit

Firmware is the phone’s operating software. The correct platform edition and supported version can matter as much as the model name. Native Teams phones and generic SIP phones are not equivalent; Microsoft’s SIP Gateway has its own eligible devices and limitations.

End-of-sale means new sales are ending; end-of-life and support milestones describe different stages that each manufacturer defines. Check security-update coverage, replacement availability and the platform’s support list. A legacy handset that still registers may lack supported provisioning or fixes for future problems.