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Campus phones are changing

Stay connected with Microsoft Teams (Teams Calling)

What is Teams Calling

Teams Calling adds telephone services to the Teams application


Teams Calling (formerly known as Teams Telephony) was introduced in March 2020 and over 1,200 staff members are now using it across the University.

Teams Calling moves telephone services away from a fixed handset to the Microsoft Teams application. It offers greater flexibility as it's available wherever and whenever you are signed into Teams, whether on a PC, laptop, or mobile device.

Many of us are already familiar with Teams, using it for internal calls and collaboration with colleagues. With Teams Calling you can also use it to call people outside of Teams, for example on a landline or mobile number. Incoming calls will also move to Teams Calling (your direct dial number will not change).


Why the University is moving to Teams Calling

Our strategy to minimise costs, increase flexibility and maximise the benefits of our Microsoft Licensing Agreement


There are currently three systems providing telephone services throughout the University:

  • analogue phones connected via a dedicated fixed line (iSDX)
  • VoIP phones connected via the University network (Mitel)
  • Microsoft Teams (known as Teams Calling)

In 2018/2019 the University commissioned an external report into the future of telephone services. We engaged with stakeholders across the University to ensure any changes would meet the needs of the University community. The findings were as follows:

  1. Legacy analogue phones (iSDX):
    • Are no longer supported by the manufacturer
    • Need to be replaced as soon as possible so that the system can be decomissioned
  2. VoIP phones (Mitel):
    • Incur costs for licenses and ongoing software assurance
    • Do not support remote and agile working
    • Do not include the benefits available with Teams Calling, such as integration with Microsoft 365
    • Will no longer support voicemail after March 2022
  3. Teams Calling is included in the University’s Microsoft licensing agreement, therefore this option minimises costs and maximises the value of this agreement

It was therefore recommended that we adopt a strategy to migrate these telephone services to Microsoft Teams Calling. The University accepted this recommendation and DDaT is now actively implementing this strategy.


The migration timeline

Find out the steps to meet full campus migration by mid-2022.


Campus migration timeline

We will migrate phones in order of priority, as follows:

Phase Description
Phase 1a Migrate individuals using an analogue telephone (connected via a dedicated fixed line) to Teams Calling
Phase 1b Migrate unsupported legacy analogue phones (connected via a dedicated fixed line) in common areas to either Teams Calling (non-critical) or to an alternative supported analogue phone (critical)
Phase 2a Migrate individuals using a VoIP telephone to Teams Calling
Phase 2b Migrate location-based (non-critical) VoIP telephony to Teams Calling

When might you be migrated

We have already contacted Department Administration Teams and work is underway to begin Phase 1a. If your department is yet to migrate, you will be contacted when we are ready to migrate you.


Your phone number, permissions and voicemail

Find out the arrangements for your current telephone settings.


Your phone number

Your internal extension and your external direct dial number will stay the same but will be transferred into Teams.

Your calling permissions

You will keep your current calling permissions. For example, if you currently have international calling permission, this will remain.

Your voicemail

Voicemail is an integral part of the Teams Calling application and is free of charge.


Your devices

Certain devices may require special arrangements, which will be reviewed with your department administration


Replacing your existing handset

  • Once you have been switched over to Teams Calling your legacy handset will no longer work and it will be collected by your department and decommissioned appropriately

  • You will be provided with a Teams compatible headset (if required), which will be issued via your department free of charge. A headset is the recommended device for calls as they reduce disruption from background noise

  • If you require an alternative device (e.g. Teams Desk Phone), these will need to be funded by your department

Fax machines

We are able to support fax machines if they are still required. We will consult with your department on this.

Card payment devices

If the device is connected to the legacy telephony system, then it will need to be transitioned. We will consult with your department on this.

Shared handsets

Existing shared phones (for example, those in a staff room, post-grad office etc.) will need to be replaced. You may decide your shared phone is no longer needed, but if you would like to retain and replace them (with a Teams handset) the handset cost will need to be funded by your department.

Critical phones in laboratories and lifts

An existing emergency phone (red handset) will remain in place and there will be no project cost to your department.

Costs and pricing

Monthly line rental

With Teams Calling, standard line rental costs are the same as for the existing service but there are additional savings:

  • Voicemail is free
  • There are no additional costs for line enablement/moves or setting up call queue type systems

International calling

UK calls are free but international calls are subject to charges, as per the existing service.

Devices

  • a Teams compatible headset is provided free of charge
  • a handset can be purchased for £160 as part of your departmental migration

Help and Support

Find out what help and support is available to get you prepared for Teams Calling