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Campus phones are changing

Stay connected with Microsoft Teams (Teams Calling)

Teams Calling basics

Teams Calling extends the functionality of Teams by adding the ability to make and receive external calls using an integrated dial pad


Your new dial pad in Teams

The Covid-19 pandemic has accelerated the use of and familiarity with Teams, with it fast becoming the preferred communication and collaboration tool in the University.

Teams Calling at the University

Providing a unified, modern and flexible phone service


Keith Zimmerman, Chief Operating Officer

Keith Zimmerman, Chief Operating Officer

I'm delighted with the University's progress in its move to Teams Calling. The pandemic required us to dramatically adapt the way we work, and Teams helped us to stay connected. As we continue to evolve our ways of working, we require greater flexibility, to strengthen our connections and collaboration. In a further exciting development, we will shortly be rolling out the ability to make and receive calls from anywhere, on any device, benefiting us all, and is an exciting progression for the University.

Project background

In 2019 the University approved a strategic recommendation to adopt Microsoft Teams as its preferred phone system. A significant driver for this is the ability for staff to work in a hybrid way, from any device, in any location. In addition, we have some very old phone systems, which are no longer fit for purpose and need to be replaced.

Teams Calling made simple

How to use the Calling feature on Microsoft Teams


Benefits of Teams Calling

Voice, video, chat, and collaboration all in one place


Flexibility

  • Make and receive calls from anywhere in the world, on any device (desktop, laptop, smartphone, or tablet) running Teams
  • Chat, voice, conferencing, and collaboration all in one place, within Teams

Cost savings

  • An opportunity to audit active phone lines that departments are paying for (in line rental) but aren't using
  • UK calls are free (international calls are subject to charges, as per the existing service)
  • Free voicemail
  • No additional costs for line enablement/moves or setting up call queue type systems
  • Teams is a cloud service, which removes the need for data centre space and periodic upgrades of software, including reduced electrical consumption

Features

  • Keep your existing extension number and features such as voicemail, but with all the additional features of Microsoft Teams
  • Driven by the University staff database: no need to search Person Finder for someone’s number, just click to call

Autonomy

  • Quickly manage your ‘Call answering rules’ and configure your voicemail within one place
  • Schedule your availability: set focus/quiet times and out of office schedules, so your phone does not ring when you are not available
  • Use your ‘presence statuses to let colleagues know when you are contactable

Our Teams Calling journey

Follow our progress


  • We have engaged with initial departments, completed pilot migrations and collected user feedback. From this, we have developed an effective migration process

  • We will migrate the remaining departments in a phased approach, consulting with each department or service to decide on a convenient migration date

  • If you would like to migrate sooner, we may be able to arrange this. Contact us to discuss this further

Migration progress


  • Using Teams Calling - 2278
  • Extension numbers remaining - 1064

This chart compares the number of individuals already enjoying the benefits of Teams Calling with the remainder of extensions that need to be reviewed and possibly migrated.

Replacing your existing phone

What will happen to your existing phone


  • 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 a handset, a Teams compatible C450HD IP Phone will need to be purchased as part of your departmental migration. There is a £160 charge for these handsets, which will need to be covered by your department.

Shared phones and business devices

Certain phones and devices may require special arrangements


A shared handset

Shared phones

Existing shared phones (for example, those in a staff room, post-grad office etc.) will be replaced by a Yealink SIP-T30P phone as shown in the image above. These will be provided free of charge by the project. They will be migrated after individual migrations are complete (within the same week).

Critical phones in laboratories and lifts

Existing emergency phones (red handset) are not currently in scope for this project and will remain as they are.

Fax machines

We will continue to support fax machines as required.

Card payment devices

Devices connected via iSDX or the Mitel phone system will need to be migrated.

Help and Support

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