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The answers to your questions are:
1. It depends on the make and model number of the phone system - please advise.
2. You can edit the photo of the document to reduce the file size - there should be an edit option available in the menu when you are viewing the photo.
3. The menu on the phone is usually in the upper right corner - it consists of 3 dots.
4. You should install all updates. To change the language to English, go to Settings then System and tap "Languages & input." Then tap Languages and select English.