{"id":3833,"date":"2019-08-22T06:00:03","date_gmt":"2019-08-22T13:00:03","guid":{"rendered":"http:\/\/www.numberbarn.com\/blog\/?p=3833"},"modified":"2026-04-11T05:29:55","modified_gmt":"2026-04-11T12:29:55","slug":"the-experts-guide-to-creating-a-menu","status":"publish","type":"post","link":"https:\/\/www.numberbarn.com\/blog\/the-experts-guide-to-creating-a-menu\/","title":{"rendered":"The Experts Guide to Creating a Menu"},"content":{"rendered":"\n<p>Learn how the pros create effective Auto Attendant (IVR) Menus for their businesses to save time and money. <\/p>\n\n\n\n<p>Remember the last time you called customer service? You heard this recording:<\/p>\n\n\n\n<p><em>Thanks for calling. Press 1 to speak with sales. Press 2 to speak with support. Press 3 to leave us a message. To repeat this message, press 0.<\/em><\/p>\n\n\n\n<p>When you select an option on the menu, it routes to your selected department.<\/p>\n\n\n\n<p>Just. Like. That.<\/p>\n\n\n\n<p>An Auto Attendant Menu, or IVR menu, will answer incoming calls, directing them to the proper location without you ever having to actually lift a finger. IVR stands for Interactive Voice Response.<\/p>\n\n\n\n<p>Auto Attendant Menus are included with your <a href=\"https:\/\/www.numberbarn.com\/call-forwarding\">Call Forwarding plan<\/a>. Not sure if that\u2019s the right plan for you? Here\u2019s a quick resource for more <a href=\"https:\/\/www.numberbarn.com\/blog\/the-ultimate-guide-to-call-forwarding\/\" target=\"_blank\" rel=\"noreferrer noopener\">information on call forwarding<\/a> and all its amazing benefits.<\/p>\n\n\n\n<p>Yup, NO extra fees for using this service. <\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Get started with your Menu with this Step by Step guide:<\/strong><\/h4>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"How to Guide: Using an Auto Attendant Menu\" width=\"952\" height=\"536\" src=\"https:\/\/www.youtube.com\/embed\/1OY-X_eOYHM?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>Increase the effectiveness and organization with these professional tips:<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Tip 1: Script Out Your Auto Attendant Menu Greeting<\/h4>\n\n\n\n<p>Your Auto Attendant Menu greeting<strong> provides instructions for your callers.<\/strong><\/p>\n\n\n\n<p>Writing out your menu script before recording will ensure that your instructions are clear, concise and direct.<\/p>\n\n\n\n<p><strong>Ask:<\/strong><\/p>\n\n\n\n<p><em>What do you want to happen when someone calls your number?<\/em><\/p>\n\n\n\n<p><strong>Example answer:<\/strong><\/p>\n\n\n\n<p><em>When someone calls my number, I want my menu greeting to play. If someone presses 1, it will ring on my personal cell phone to help existing customers. If someone presses 2, it will ring to my assistant\u2019s cell phone for new customers to place an order. If someone presses 3, it will allow the caller to leave a voicemail.<\/em><\/p>\n\n\n\n<p><strong>Great! Now, format that into a script, like this example:<\/strong><\/p>\n\n\n\n<p><em>Thanks for calling Pig Troughs of Southern California. <\/em><\/p>\n\n\n\n<p><em>If you\u2019re an existing customer needing help with your tough, press 1. <\/em><\/p>\n\n\n\n<p><em>If you\u2019re interested in ordering a new trough for your pigs, press 2. <\/em><\/p>\n\n\n\n<p><em>To leave us a voicemail, please press 3. <\/em><\/p>\n\n\n\n<p>Keep that script handy \u2013 you\u2019ll need it for the next step.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Tip 2: Record your greeting<\/h4>\n\n\n\n<p>If you\u2019re a Mac user, you can use\u00a0<a href=\"https:\/\/www.apple.com\/mac\/garageband\/\" target=\"_blank\" rel=\"noreferrer noopener\">GarageBand<\/a> to create your menu greeting on your computer.<\/p>\n\n\n\n<p>There are also free open source tools out there, such as\u00a0<a href=\"http:\/\/www.audacityteam.org\/\" target=\"_blank\" rel=\"noreferrer noopener\">Audacity<\/a>, in which you can download for free to create your greeting.<\/p>\n\n\n\n<p>Or, if you\u2019d prefer to record on your phone using an app, there are many to choose from. Check out the\u00a0<a href=\"https:\/\/www.pcmag.com\/feature\/346474\/sound-off-6-voice-recorder-apps-to-try\/2\" target=\"_blank\" rel=\"noreferrer noopener\">PC Mag\u2019s article about the 6 Voice Recorder Apps to Try.<\/a><\/p>\n\n\n\n<p><strong>Here\u2019s how to upload the file after you\u2019ve recorded:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.numberbarn.com\/login\" target=\"_blank\" rel=\"noreferrer noopener\">Login<\/a> to your account<\/li>\n\n\n\n<li>Select\u00a0<strong>Numbers<\/strong><\/li>\n\n\n\n<li>Select on your number<\/li>\n\n\n\n<li>Select the\u00a0<strong>Calls<\/strong><\/li>\n\n\n\n<li>Locate\u00a0<strong>Send all calls to<\/strong><\/li>\n\n\n\n<li>Select\u00a0<strong>menu\u00a0<\/strong>from the drop down menu<\/li>\n\n\n\n<li>Select\u00a0<strong>Edit Menu<\/strong>\u00a0to proceed<\/li>\n\n\n\n<li>Upload a <strong>M4A, MP3 or WAV<\/strong> file from your computer to use as your menu greeting.<\/li>\n\n\n\n<li>When you return to your NumberBarn account online, select the\u00a0<strong>Save Message<\/strong>\u00a0button to save your recording.<\/li>\n<\/ul>\n\n\n\n<p><strong>Or, ditch the fancy recording stuff and just record straight from your cell phone:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.numberbarn.com\/login\" target=\"_blank\" rel=\"noreferrer noopener\">Login<\/a> to your account<\/li>\n\n\n\n<li>Select\u00a0<strong>Numbers<\/strong><\/li>\n\n\n\n<li>Select on your number<\/li>\n\n\n\n<li>Select the\u00a0<strong>Calls<\/strong><\/li>\n\n\n\n<li>Locate\u00a0<strong>Send all calls to<\/strong><\/li>\n\n\n\n<li>Select\u00a0<strong>menu\u00a0<\/strong>from the drop down menu<\/li>\n\n\n\n<li>Select\u00a0<strong>Edit Menu<\/strong>\u00a0to proceed<\/li>\n\n\n\n<li>Enter the phone number of the physical telephone that you will be placing your recording from, such as your cell phone.\u00a0<\/li>\n\n\n\n<li>Select\u00a0<strong>Call Me to Record<\/strong><\/li>\n\n\n\n<li>The system will call your number with instructions on recording.<\/li>\n\n\n\n<li>When you return to your NumberBarn account online, select the\u00a0<strong>Save Message<\/strong>\u00a0button to save your recording.<\/li>\n<\/ul>\n\n\n\n<p><strong>A few pieces of advice:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>If using a phone, eliminate distractions \u2013 turn off phone notification sounds, buzzes, etc.<\/li>\n\n\n\n<li>Pay attention to your environment \u2013 are there dogs barking in the background? Is the room providing you with a quality sound?<\/li>\n\n\n\n<li>Using an\u00a0<a href=\"https:\/\/www.phonearena.com\/news\/Five-great-external-microphones-for-iPhone-and-Android_id82907\" target=\"_blank\" rel=\"noreferrer noopener\">external microphone<\/a>\u00a0plugged into your cell phone often helps the sound quality.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Tip 3: Set up calls to ring to the right phone numbers<\/h4>\n\n\n\n<p>Now that you\u2019ve uploaded your menu greeting, it\u2019s time to set your menu options to route to the right destinations. <\/p>\n\n\n\n<p>Each number on the keypad will route to a destination of your choosing \u2013 such as your cell phone, your assistant\u2019s cell phone, or voicemail. <\/p>\n\n\n\n<p>The steps below guide you through how to make those selections:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.numberbarn.com\/login\" target=\"_blank\" rel=\"noreferrer noopener\">Login<\/a>\u00a0to your account<\/li>\n\n\n\n<li>Select\u00a0<strong>Numbers<\/strong><\/li>\n\n\n\n<li>Select on your number<\/li>\n\n\n\n<li>Select the\u00a0<strong>Calls<\/strong><\/li>\n\n\n\n<li>Locate\u00a0<strong>Send all calls to<\/strong><\/li>\n\n\n\n<li>Select\u00a0<strong>menu\u00a0<\/strong>from the drop down menu<\/li>\n\n\n\n<li>Select\u00a0<strong>Edit Menu\u00a0<\/strong>to proceed<\/li>\n\n\n\n<li>Select\u00a0<strong>Add Option<\/strong>\u00a0on the right to open that keypad selection<\/li>\n\n\n\n<li>Select the drop down menu below\u00a0<strong>On key press, send call to<\/strong><\/li>\n\n\n\n<li>Make your selection<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter is-resized\"><img decoding=\"async\" src=\"https:\/\/help.numberbarn.com\/hc\/article_attachments\/360041732854\/Screen_Shot_2019-07-18_at_11.17.35_AM.png\" alt=\"Screen_Shot_2019-07-18_at_11.17.35_AM.png\" style=\"width:232px;height:604px\"\/><\/figure><\/div>\n\n\n<p>Selections available:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Disabled<\/strong>: this will disable this selection from the menu. Callers will not be able to select this option.<\/li>\n\n\n\n<li><strong>Forward<\/strong>: forward this menu option to one outside phone number<\/li>\n\n\n\n<li><strong>Voicemail<\/strong>: send the call to the voicemail of the NumberBarn account<\/li>\n\n\n\n<li><strong>Repeat Message:<\/strong>\u00a0This will repeat the main menu greeting<\/li>\n<\/ul>\n\n\n\n<p><strong>Invalid key press<\/strong><\/p>\n\n\n\n<p>Invalid key press will redirect callers who select an option on the menu that is not enabled.<\/p>\n\n\n\n<p><strong>No key press<\/strong><\/p>\n\n\n\n<p>No key press will redirect callers to an option when they do not make any selection on the menu.<\/p>\n\n\n\n<p><strong>After making any changes to your menu, always select SAVE.<\/strong><\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Tip #4: Test your menu<\/h4>\n\n\n\n<p>Now that you\u2019ve put all the bits and pieces together, it\u2019s time to test out your menu to make sure it is working exactly as you need it.<\/p>\n\n\n\n<p>Place a test call to your NumberBarn phone number from a number that is not configured on your menu.<\/p>\n\n\n\n<p>For example, if option 1 is forwarding to your cell phone, place a call from a different number, other than your cell phone, to get an accurate understanding of how your menu will work for an outsider calling in.<\/p>\n\n\n\n<p>If it does not sound the way you want it to, make edits as you see fit.<\/p>\n\n\n\n<p>Have questions along the way? <a href=\"https:\/\/www.numberbarn.com\/contact\" target=\"_blank\" rel=\"noreferrer noopener\">Just ask us!<\/a><\/p>\n\n\n\n<blockquote class=\"wp-block-quote has-text-align-center is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>We\u2019re\u00a0<a href=\"https:\/\/www.numberbarn.com\">NumberBarn<\/a>, we take phone numbers very seriously. But, we also like to have a little fun. To learn more about us, visit\u00a0<a href=\"https:\/\/www.numberbarn.com\">NumberBarn.com<\/a>\u00a0and follow us on\u00a0<a href=\"https:\/\/www.facebook.com\/NumberBarn\/\">Facebook<\/a>,\u00a0<a href=\"https:\/\/www.instagram.com\/numberbarn\/\">Instagram<\/a>\u00a0and\u00a0<a href=\"https:\/\/twitter.com\/NumberBarn\">Twitter<\/a>.<\/strong><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>Learn how the pros create effective Auto Attendant (IVR) Menus for their businesses to save time and money. Remember the last time you called customer service? You heard this recording: Thanks for calling. Press 1 to speak with sales. Press 2 to speak with support. Press 3 to leave us a message. To repeat this&#8230;<\/p>\n","protected":false},"author":5,"featured_media":3835,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[3],"tags":[],"class_list":["post-3833","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-ask-the-pig"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>The Experts Guide to Creating a Menu - NumberBarn Blog<\/title>\n<meta name=\"description\" content=\"Learn how the pros create an effective auto attendant (IVR) menu for their business to save time and money using NumberBarn&#039;s simple menu feature.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.numberbarn.com\/blog\/the-experts-guide-to-creating-a-menu\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The Experts Guide to Creating a Menu - 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