Understanding how Google Voice operates can help you stay connected effortlessly by linking a single phone number that works from anywhere. Find out more about how it works.

If you've ever watched a rerun of "The Little Rascals" or an old Looney Tunes episode, you're likely familiar with the classic communication device: the simple tin can phone. Children once crafted these to attempt communication. While not the most effective method, it hinted at the direction our world was headed. And look at how far we've come with mobile communication.

With the rise of smartphones, the blending of the Internet and email with traditional voice calls has taken center stage. Devices like the Apple iPhone and smartphones powered by RIM BlackBerry and Android have given people numerous ways to communicate and stay informed. As the need for improved organization and communication systems continues to grow, expect even more cutting-edge technologies and services to emerge. Enter Google Voice.

Google Voice is an online platform designed to link multiple phones to a single phone number. But there's more. After launching in early 2009 following Google's acquisition of GrandCentral in 2006, Google Voice was initially available by invite or request only. After a year of ironing out bugs and overcoming slower-than-expected growth, it is now available to everyone, for free. It holds the potential to revolutionize communication once again. When you see what it offers, you'll be impressed. But, like anything, it comes with its drawbacks. Before we explore if Google Voice is right for you, let's dive into its many features.

Google Voice Functions and Features

The key feature of Google Voice is the ability to use a single phone number across all your existing devices. Your Google Voice number doesn’t replace your other phone numbers; rather, it acts like an operator, forwarding calls to all of your phones. Here's how it works: You choose a Google Voice number to share instead of your cell phone or work number. When someone calls this number, all of the phones you’ve selected will ring. You can personalize it further. For example, if you’re always in your office during certain hours, you can set your work number to only ring at the office. Likewise, you could turn off your home phone during that time. It’s that simple. But this is just one of the many features Google Voice has to offer.

All of this is managed through the Google Voice website. To start using its features, you’ll need a Google account. Simply go to the Google Voice website and sign up for a free account to begin.

And speaking of free, now is the perfect time to highlight the free SMS texting feature. You can use the Google Voice website or install the Google Voice app on your non-Apple (we'll get to that in a moment) smartphone to send text messages from both your cell phone and your Google Voice number. If you receive a message sent to your Google Voice number, it will forward the message to any phone connected to your account. When you respond, your reply will appear as though it's coming from your Google Voice number.

Additionally, you can forward these text messages to any email account you choose. This brings us to another neat feature: not only can you send and save text messages to email, but you can also do the same with voicemails. Google Voice will even transcribe voicemails into an email format. SMS management is more organized too, allowing you to store and search for text messages in a similar way to how you'd search for old emails.

When we say Google Voice works like a switchboard operator, we mean it. You can set it up to screen calls, so when your phones ring, you'll hear a recorded voice telling you who's calling. You can then listen to the voicemail in real time and decide if you want to pick up. You can also block unwanted numbers, such as telemarketers or exes. On the flip side, you can personalize the automated greeting and even set unique greetings for specific contacts.

Google Voice offers some great free features that you'd normally have to pay for. For example, you get a free directory service, eliminating the need to pay for 411 calls. Additionally, you can share voicemails via email, record incoming calls, and even host conference calls. You can also create call widgets for your homepage, a great feature for businesses to connect with customers.

So those are the main features and the essence of what Google Voice can do for you. Now, let’s dive into how to make calls in the next section.

Using Google Voice

Making a call with Google Voice is easy. If you’re using the Google Voice app on an Android phone, you’ll first choose one of three settings: use Google Voice for all calls, use it only for international calls, or don’t use it at all. After that, you can either type in a number or select one from your contacts, just as you would on any other phone. When you make the call, your Google Voice number will be displayed as the caller ID. Simple as that.

If you'd like to use your Google Voice number from a landline or a non-Android system, the process is a bit different. One option is to call your Google Voice number and sign into your voicemail. After that, you'll be given a few choices, one of which is to place a call. Once selected, dial the number and your Google Voice number will make the call. Alternatively, you can use the website or mobile site. After logging in, choose the "quick call" field, select the phone you want to use (if you have multiple phones set up), and Google Voice will call you on that phone. Once you answer, the service connects you to the number you're calling.

Next, let’s look at how you can use Google Voice for your business and possibly even save some money in the process.

Making Google Voice Work for You

Google Voice is especially useful for professionals managing multiple phone lines and email accounts. Many people juggle a home phone, cell phone, work phone (and sometimes a work cell phone), along with at least one personal and one work email address. In today’s fast-paced world, where information is constantly changing, it's essential to stay updated and organized.

Small businesses can gain a lot from adopting Google Voice. By providing employees with Google Voice numbers, a business can save money on the costly equipment and phone system services most small companies rely on. Typically, these systems come with high setup costs and an increasing monthly bill with every added line. Google Voice offers many of the same features, but the one caveat is that it cannot port existing phone numbers as of now. Additionally, the voicemail-to-email transcription feature might not be suitable for all business needs. We'll discuss this further in the next section.

Following Google’s acquisition of Gizmo5 in 2009, users of the service were integrated with Google Voice. Gizmo5, a VoIP service similar to Skype, previously worked alongside GrandCentral. As a result, those who used Gizmo5 could easily transition to Google Voice without encountering many obstacles.

Google Voice can help cut down on the costs of extra features in your current phone service and, in some cases, replace complex phone systems—if you're willing to invest the time to learn and configure its settings. Sounds like the ideal solution, right? However, before you cancel your current phone services, be sure to read about the potential challenges in the next section to determine if it’s really the right fit for you.

Google Voice Problems

Not every smartphone has a built-in app for Google’s VOIP service. The iPhone, Palm, and Windows Mobile devices don’t work well with Google Voice. In fact, only Android and Blackberry smartphones come with native applications. Users of iOS, Palm webOS, Windows, and other systems will need to access Google Voice via the website version of the service.

Google developed an app for the iPhone, but Apple removed it from the App Store, prompting an inquiry from the FCC. As a result, iPhone and other smartphone users can only use the Web version. The Web app lacks contact list syncing, which might be a small complaint, but importing contacts from other platforms like Microsoft Outlook or Yahoo Mail is also a challenge. Additionally, text messaging has its limitations—sending messages to multiple recipients at once is impossible, and international texting is not yet supported. Android users face the same restrictions.

One of the standout features of Google Voice is its transcription service, but it’s not without its flaws. The transcriptions can sometimes be wildly inaccurate. Voicemails might be transcribed into text in ways that don't reflect the original message. For example, ‘I hope to see you soon’ could become ‘I love your friend June.’ Until Google perfects this feature, you might want to avoid using it for important business matters—or romantic proposals.

Google Voice really is free—there's no cost for the basic service. However, there are certain features that come with a small charge. For example, long-distance calls within the U.S. and Canada are free, but international calls will incur a fee. Also, some advanced features that work specifically with Google Chrome may require a payment.

Google Voice allows you to record calls, but only for incoming ones. If you’re a journalist hoping to record a conversation, you’ll need to have the other party call you. Additionally, as of now, Google Voice is only available to U.S. residents who have a U.S. phone number. While this used to exclude Alaska and Hawaii, now the service is available in all 50 states.