Summary
This guide explains how to use the BizCloud PBX Phone Book with compatible IP handsets. It is intended for customers who need to import a contact list, clean number formats, and publish a phone book to supported phones.
Tip: when this article includes screenshots, click each screenshot to open or zoom it, then follow the highlighted menu path or field name shown in the image.
1. What the PBX Phone Book Does
The BizCloud PBX Phone Book is a shared contact list that can be managed centrally instead of being entered manually on each phone.
- Internal directory: useful for extensions, staff contacts, departments, and speed-dial style entries.
- External/shared directory: useful for larger customer, supplier, or branch contact lists.
- CSV import/export: useful when contacts are prepared in Excel, Google Sheets, or another spreadsheet tool before import.
2. Open the Phone Book Area
In the BizCloud PBX portal, the phone book area is usually under:
PBX > Tools > Phonebooks
If your article view contains screenshots, click the screenshot first and check the menu path shown in the image. Some systems use slightly different labels depending on version, theme, or tenant permissions.
3. Prepare the CSV File
Before importing contacts, prepare a simple CSV file.
- Use one row per contact.
- Keep names short enough to display on the handset screen.
- Keep phone numbers in a format that the handset can dial directly.
- Avoid merged cells, formulas, special formatting, and hidden columns.
- If the PBX or handset page provides a sample CSV template, download it first and keep the same column names/order.
- Test with a few contacts before importing the full file.
4. Number Format Rules
Different handsets and outbound route rules may handle international formats differently. Normalize the numbers before importing.
- Australian mobile numbers shown as +614... can often be converted to 04... for local handset dialing compatibility.
- China numbers shown as +86... may need to be converted to 001186... when the PBX/handset expects Australian-style international outbound dialing.
- Keep emergency, short-code, and special service numbers unchanged unless your PBX administrator confirms otherwise.
- For large lists, clean the file in a spreadsheet first, then re-import the cleaned CSV.
5. AI Prompt for Contact Conversion
You can use an AI tool to help clean a CSV before import. Do not paste private passwords or unrelated sensitive information. If the contact list contains sensitive personal information, confirm your company policy before using an external AI tool.
Copy and adapt this prompt:
Please clean this phonebook CSV for PBX handset import. Keep the same columns and return a valid CSV only. Convert Australian mobile numbers from +614xxxxxxxx to 04xxxxxxxx. Convert China numbers from +86xxxxxxxx to 001186xxxxxxxx. Keep extension numbers and short codes unchanged. Do not invent missing names or numbers. Flag any rows that look ambiguous instead of guessing.
For a safer review version, use:
Please review this phonebook CSV and list the rows that may need number-format cleanup for PBX handset dialing. Do not change the data yet. Explain which rows use +614, +86, spaces, brackets, or symbols that may not dial correctly from an IP phone.
6. Import or Publish the Phone Book
1. Open the BizCloud PBX administration portal.
2. Go to PBX > Tools > Phonebooks.
3. Create or edit the relevant phone book.
4. Download a sample CSV template if available.
5. Import the prepared CSV or add contacts manually.
6. Save the phone book.
7. If the system provides a phone book URL for supported handsets, copy that URL and configure it in the handset or remote-management profile.
8. Test on one handset before rolling out to all users.
7. Screenshot Checklist
When documenting or troubleshooting this process, keep screenshots of:
- The BizCloud PBX Phonebooks list page.
- The create/edit Phone Book page.
- The CSV template or import page.
- A sample cleaned contact row showing name and number format.
- The handset or remote-management page where the phone book URL is configured.
Click each screenshot to view it larger before following the step. If a screenshot is unclear, ask support for the direct menu path or a refreshed image.
8. Support Notes
If contacts import successfully but cannot be dialed from the handset, check the number format, outbound route rules, and whether the handset supports the selected phone book method. If the issue is specific to a customer tenant, collect the tenant name, handset model, CSV sample, and one example number that cannot be dialed before escalating.
Reference: HashTech / HT Connect BizCloud PBX support notes from real PBX phone book setup discussions.
