Remote Phone Book Setup

Owned by Carel
Last updated: Jul 14, 2022 by Pieter Oosthuizen
3 min read

The below guide is applicable to Yealink IP Handsets that are on the latest firmware versions.

 

Having a remote phonebook configured allows users to share a single contact list within the organisation. The user guide below provides instructions on how to configure the remote phonebook:

Prepare the remote phonebook XML file.

Before configuring the Yealink handset, an XML file needs to be prepared that contains all the contacts that need to be present in the remote phonebook file.

  1. Download the sample file here.

  2. Add the contacts to the file in the below format:

<YealinkIPPhoneBook> <Title>Yealink</Title> <Menu Name="Department 1"> <Unit Name="John Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> <Unit Name="Jane Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> </Menu> <Menu Name="Department 2"> <Unit Name="John Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> <Unit Name="Jane Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> </Menu> </YealinkIPPhoneBook>

The relevant sections in the file is explained in the table below:

Section

Description

Example/Guidance

Section

Description

Example/Guidance

<YealinkIPPhoneBook> <Title>Yealink</Title>

The elements should remain unchanged in the file.

N/A

<Menu Name="Department 1">

This line provides information of the department that the contacts need to be grouped in.

<Menu Name="Sales"> OR

<Menu Name="Technical Support">

<Unit Name="John Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/>

This line represents every contact that should be present in the file.

This row can be copied and placed within the </menu> container for every contact. E.g. to add more contacts, simply copy this row and place it within the </menu> container:

<Menu Name="Department 1"> <Unit Name="John Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> <Unit Name="Jane Doe" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> <Unit Name="New Record" Phone1="0115681304" Phone2="0821234567" Phone3="" default_photo="Resource:"/> </Menu>

 

 

</YealinkIPPhoneBook>

This element should remain unchanged in the file.

N/A

After the file has been prepared. It needs to be saved in .xml format.

Upload the xml file to a remote (public) server.

As soon as the file has been prepared and saved in .xml format, the file needs to be uploaded to a web server that is accessible over the internet.

If you’re an existing VL Telecom customer and you’re unsure where to upload the xml file. Submit a support request here with the xml file attached and we’ll host this in our secure hosting environment.

Configure the Yealink device.

The final step in the process is to configure the Yealink IP handset with the remote phonebook.

  1. Login to your Yealink device (default username: admin default password: admin):

  2. Navigate to the Directory section in the top menu

  3. Navigate to the Remote Phone Book section

  4. Paste the remote phone book link in as shown, you are also able to change the display name of the remote phone book

  5. Click on confirm

  6. Navigate to Dsskey section in the top menu

  7. Navigate to Programmable Key section

  8. Change any softkey from 1-4 using the dropdown arrow to “XML Phone Book”, you are able to change the label

  9. Click on confirm

Your remote phone book should be set up, please go to your Yealink device, press the Softkey that you changed to XML Phone Book (Or chosen Label) and test if the remote phone book works correctly.