> ## Documentation Index
> Fetch the complete documentation index at: https://docs.voxo.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Phone Books

> This document provides a step-by-step guide for managing phone books within the Omnia Admin Portal.

## This document provides a step-by-step guide for managing phone books within the Omnia Admin Portal. It includes instructions for accessing, adding, editing, deleting, searching, and bulk importing contacts. Phone books populate the **Directory** on auto-provisioned Yealink and Polycom desk phones — if a phone's Directory shows as blank or "None," check that the assigned phone book has entries.

<Warning>
  This document applies to the following user roles within Omnia:

  Account Administrator
  Partner Administrator
</Warning>

### Accessing Phone Books

1. **Navigate to Phone Books:**
   Go to the [Admin Portal](https://app.voxo.co/dashboard) and sign in.
   Click the **Phone System** tab to expand it, then select **Phone Books**.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/72b8f1d0-de14-478e-82f9-b757cb8033fe/stack_animation.webp)

### Adding a New Phone book

2. **Add a New Phone Book:**

* Click **Add New**.
* Enter a name for the phonebook in the **Name** field.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/c8c574c7-0c87-4875-b98e-7051be3646e7/stack_animation.webp)

### Adding Contacts

3. **Add Contacts**:

* **First Name**: Enter the first name of the contact.
* **Last Name**: Enter the last name of the contact.
* **Phone Number**: Enter the phone number of the contact.
* **Email**: Enter the email address of the contact.
* **Company**: Enter the company name associated with the contact.
* Click **Clear** to remove.
* Click the **Add "+"** button to add this contact.
* Continue to add additional contacts as needed. Added contacts will appear in the list below.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/cb2b0702-a3a8-4527-9b8f-254459dd0438/stack_animation.webp)

4. **Search the Phone Book:**

* Enter a number or description in the **Search** field to find specific contacts from the list.

![](https://ajeuwbhvhr.cloudimg.io/colony-recorder.s3.amazonaws.com/files/2024-06-08/a64e9bc9-2d96-4952-b987-8a94709b3e59/ascreenshot.jpeg?tl_px=343,242\&br_px=1203,723\&force_format=jpeg\&q=100\&width=860\&wat_scale=76\&wat=1\&wat_opacity=1\&wat_gravity=northwest\&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/F43F5E_standard.png\&wat_pad=402,255)

5. **Remove a Contact:**

* If you need to remove a contact from the list after selecting add, clicking **Remove** (-) will remove an entry before saving.

![](https://ajeuwbhvhr.cloudimg.io/colony-recorder.s3.amazonaws.com/files/2024-06-08/c63c8c56-af03-4a7c-8d5e-331f2567999d/ascreenshot.jpeg?tl_px=673,242\&br_px=1533,723\&force_format=jpeg\&q=100\&width=860\&wat_scale=76\&wat=1\&wat_opacity=1\&wat_gravity=northwest\&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/F43F5E_standard.png\&wat_pad=402,350)

6. **Save the Phone Book:**

* Once you have completed adding contacts, click **Create**.
* Click **Yes** to confirm and save.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/178b7cb2-7e64-416c-9492-a828406c0cb5/stack_animation.webp)

### Bulk Adding

7. **Import from CSV:**

* Hover over **Import from csv** and click **Download example csv** to get a template to add your contacts in bulk to the phone book.
* Complete the template, save it, and click **Import from csv** to upload the spreadsheet.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/30456daf-8fe3-450b-ba4b-f7e50b2d9c2f/stack_animation.webp)

8. **Map CSV Fields**:
   Select **First Name**, **Last Name**, **Phone,Email,** and **Company** from the dropdown menus for each corresponding column.
   All listed fields must be selected to continue.
   Click **Reset** to remove the CSV and reupload if needed.
   Click **Add**.
   Added entries will appear in the list below.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-17/1ef3ae46-2c8c-40ba-87b3-0e377fc7bc77/stack_animation.webp)

9. **Remove an Entry:**

* If you need to remove a phone number entry from the list after selecting add, clicking **Remove number** (-) will remove an entry before saving.

![](https://ajeuwbhvhr.cloudimg.io/colony-recorder.s3.amazonaws.com/files/2024-06-17/c55b19ce-a557-41dc-8dc6-53301a6a8ee9/ascreenshot.jpeg?tl_px=516,387\&br_px=1376,868\&force_format=jpeg\&q=100\&width=860\&wat_scale=76\&wat=1\&wat_opacity=1\&wat_gravity=northwest\&wat_url=https://colony-recorder.s3.amazonaws.com/images/watermarks/F43F5E_standard.png\&wat_pad=402,212)

10. **Save the Phone Book:**

* Once you have completed adding entries, click **Create**.
* Click **Yes** to confirm and save.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-17/c9a78603-9b38-49d7-84de-16daf94a5e2f/stack_animation.webp)

### Editing a Phone Book

11. **Edit a Phone Book:**

* Click on the phone book you want to edit or click the **Edit** button next to it.
* Make your edits.
* Click **Save**.
* Click **Yes** to confirm and save your changes.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/146430b2-d36e-44e7-92dc-9a723cac05a9/stack_animation.webp)

### Assigning a Phone Book to a Device

After you create a phone book, assign it to each desk phone so the directory pushes to the device. The assignment control lives under **Phone System > Devices**, not on the Phone Books page.

* Go to **Phone System**, then **Devices**, and click the device you want to update.
* Under the **Phonebook** dropdown, select the phone book you created.
* Save. The phone pulls the new directory on its next reboot or re-provision.

### Deleting a Phone Book

12. **Delete a Phone Book:**

* Click the **Delete** button next to the Phone Book.
* Confirm the deletion by clicking **Yes**.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-08/0a30c863-1b3d-484b-b352-3e84adf9b015/stack_animation.webp)

### Search and Sort

13. **Search for a Specific Phone Book:**

* **Search Bar**: Quickly find specific items by typing the name or a keyword in the search field. The system will filter the list based on your search input, displaying the relevant results.
* **Sort:** Click the sort icons next to column headers to arrange items in ascending or descending order.

![](https://colony-recorder.s3.amazonaws.com/files/2024-06-13/39db3766-5bad-45ff-b5c3-6370938ae317/stack_animation.webp)