skype for business - phone service · web viewskype for business 2015 - phone service contents how...

University of Kansas Information Technology Skype for Business - Phone Service

Version: 2.0 1 10/12/2015

Skype for Business 2015

Phone Service


Skype for Business 2015 - Phone ServiceContents

How Skype for Business Phone Service works at KU.........................................................................................................4

A special note about 911 location services and emergency calling:..................................................................................5

What you will notice when on the Lawrence campus and connected to the Jayhawk Network:..................................5

What you will notice when off of campus and/or connected to KU Anywhere:............................................................5

What to do if the network is down:...............................................................................................................................5

Initial setup........................................................................................................................................................................6

How to set up your voicemail PIN:................................................................................................................................6

How to create a new personal greeting using the desktop Skype for Business interface:............................................6

How to create a new personal greeting by calling in using your phone:.......................................................................6

How to set up your Skype for Business PIN:..................................................................................................................6

How to log in to your phone using your user credentials:.............................................................................................7

How to log in to your phone using your number and Skype for Business PIN:..............................................................7

How to set up additional phone numbers in Skype for Business:..................................................................................8

How to set up delegates:...............................................................................................................................................8

Skype for Business 2015 Desktop Software Instructions (PC)...............................................................................................9

Make, Receive, and Manage an Audio Call........................................................................................................................9

Making a phone call......................................................................................................................................................9

Answering a phone call...............................................................................................................................................10

End a call.....................................................................................................................................................................10

Call control options (hold, mute, change device, transfer, dial-pad)...............................................................................10

Changing the way calls are answered using Skype for Business software.......................................................................13

Forward call to voice mail or another number using Skype for Business software.....................................................13

Set up simultaneously ring..........................................................................................................................................14

Team Calling................................................................................................................................................................15

Skype for Business-enabled Phone Instructions..................................................................................................................17

Polycom VVX500 Phone Keys and Features....................................................................................................................17

Make, Receive, and Manage an Audio Call......................................................................................................................18

Making a phone call....................................................................................................................................................18

Answer a phone call with a Skype for Business-enabled phone..................................................................................18

End a call.....................................................................................................................................................................18

Call control options (hold, mute, change device, transfer, dial-pad) for Skype for Business-enabled phones................18

Version: 2.0 2 10/12/2015


Changing the way calls are answered using a Skype for Business-enabled phone..........................................................19

Forwarding..................................................................................................................................................................19

Using Do Not Disturb...................................................................................................................................................20

Setting up Favorites.....................................................................................................................................................20

Skype for Business voicemail and options (It's not just voicemail)......................................................................................21

Voicemail PIN..............................................................................................................................................................21

Recording a personal greeting.....................................................................................................................................22

Checking your voicemail..............................................................................................................................................22

Resetting your voicemail PIN and specifying other options.........................................................................................23

Setting up text message voicemail notifications..........................................................................................................24

Managing email and meetings with Skype for Business Phone Service.......................................................................24

Version: 2.0 3 10/12/2015


How Skype for Business Phone Service works at KUSkype for Business Phone Service is an extension to Skype for Business that adds a voice telephony feature to the standard Skype for Business client. With Skype for Business Phone Service, you can make and receive telephone calls from numbers internal and external to KU. In addition to making and receiving calls, Skype for Business Phone Service offers Unified Messaging via your Outlook mailbox. Your voice messages will be delivered to you within Outlook and can be retrieved via phone, web, or desktop. Benefits of Skype for Business Phone Service:

Provides added mobility as you are able to answer your KU phone number(s) from your computer or tablet (when you have internet access) or your smartphone

Ensures you don’t miss important calls because you can easily forward voice calls to other numbers, such as your mobile phone or home phone

Saves time as you can quickly read summaries or listen to recordings of voice messages from your computer using Outlook

Gives you a virtual assistant. By calling the Outlook Voice Access number, 785-864-1900, you can hear an overview of your calendar on a specific day and even have your email read to you.

The steps for starting to use Skype for Business Phone Service are below. Faculty/staff accounts are not enabled for Skype for Business Phone Service by default.

How do I know if I have Skype for Business Phone Service?You will receive a notification containing your initial voicemail PIN.

What equipment is needed? All you need for a voice call is a speaker and microphone, however additional devices may improve audio quality and privacy. See this page for a complete list of recommended audio devices: http://technology.ku.edu/recommended-Skype for Business-devices

How to start using Skype for Business Phone Service:1. KU IT will work with your department’s leadership to get required information and timelines.2. Based on the agreed timeline, KU IT will port your number(s) to your phone in groups. Not everyone in

your department will be enabled at the same time.3. KU IT will enable you for Skype for Business Phone Service. You will receive an email notification of the

activation from Microsoft Outlook. The email includes your initial voicemail PIN.4. Optional: Set up your PIN at lyncpin.ku.edu. Your Skype for Business PIN is separate from your voicemail

PIN and can be used to start online meetings by phone.5. If you have ordered a Skype-for-Business-enabled phone, you will receive it and can log in to your

phone.

How will I know if I’ve been switched over? If you pick up your regular phone and hear a dial tone, you haven’t been enabled yet.

How your status works when people call you:You will receive call notifications when your status is set to Free, Away, Busy, etc. Set your status to Do Not Disturb (DND) to send all calls directly to voicemail without notifications. All calls received while in DND will be logged in your Recent Calls list.

Version: 2.0 4 10/12/2015

https://lyncpin.ku.edu/

http://technology.ku.edu/recommended-lync-devices


A special note about emergency calling and 911 location services:Your computer software is capable of making calls to 911, however we encourage you to use your personal or KU-provided cell phone using your cellular network as your primary method for making 911 emergency calls.

When you are phone enabled, you will start to see your location automatically appear in the Skype for Business interface below your name. This is an automatic setting designed so that, should need to call 911 from your work number, the responder will know your general location.

What you will notice when on the Lawrence campus and connected to the Jayhawk Network:

1. Within the first hour you are connected, it may show the generic location as "KU Lawrence Campus.”2. After that, it will change to a specific location, which will be highly abbreviated.

How to choose not to show others on Skype for Business your location:You can choose not to show your location to others at KU, however this information will always be transmitted to 911 services. To do this:

1. Click the drop-down arrow beside your location.2. Deselect Show Others My Location.

What to do if your location is inaccurate:If you’re location is inaccurate, please notify KU IT by contacting the Customer Service Center at 785-864-8080 or [email protected].

What you will notice when off of campus and/or connected to KU Anywhere: If you are off of campus and/or using KU’s VPN, KU Anywhere, you will not see an automatic location. Instead below your name, you will see a red X and will be prompted to enter your location. This is in the chance that you will need to make a 911 call while not on campus. In this situation, you are encouraged to always use your personal or KU-provided phone to make a 911 call.

What to do in the case of a service outage:In the event of an IT-related service outage during an emergency situation, your 911 call will not go through. In those cases, you'll have to use a mobile phone or a lobby phone.

Version: 2.0 5 10/12/2015

mailto:[email protected]


Version: 2.0 6 10/12/2015


Initial setupHow to set up your voicemail PIN:After you are enabled for Skype for Business Phone Service, you will receive an email from Microsoft Outlook that includes a PIN number for your voicemail. Refer to that email then:

1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900, enter your Voicemail PIN at the prompt.

How to create a new personal greeting using the desktop Skype for Business interface:

1. In the Skype for Business desktop interface, select the Phone icon.

2. Click on the Voice Mail Options button.3. Select Change Greetings.

How to create a new personal greeting by calling in using your phone:1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your voicemail PIN at the prompt.2. Say “Personal Options.”3. Press 2 to record greetings4. Press 2 to record a greeting for when you are away.5. Press 1 to record a greeting.6. Once you have recorded your greeting, press 1 to accept or press 2 to re-record. Or, you can press 3 to

delete the greeting and use the default.7. When you are satisfied, you can hang up.

Version: 2.0 7 10/12/2015


How to set up your Skype for Business PIN:Note: Your Skype for Business PIN is how you will identify yourself if you start a meeting by calling in. In addition to your Skype for Business PIN, you also have a separate PIN for your voicemail. You will receive your voicemail PIN via email when you are enabled to use Skype for Business Phone Service. You can later change your voicemail pin to be the same as your Skype for Business PIN.

1. Go to Skype for Businesspin.ku.edu.2. Select Sign In. 3. Choose a language or leave as the default. Depending on your browser, you may need to select Sign In.4. By User name, enter home\ followed by your KU Online ID and then enter your Online password. Select

Sign In. 5. Enter and confirm the PIN you’d like to use. Please note: Your PIN must be between 6 and 24 digits long

and cannot contain letters, spaces or special characters. You use this PIN when you dial in to conferences and meetings on your company network.

6. Select OK.7. You have now set up your PIN. Select Sign Out.

How to log in to your phone using your user credentials:3. Depending on your phone model, touch the More button then touch Sign In or select the button on the

phone located under those options.4. Select User Credentials…5. By Sign-in Address, enter your SIP address. Your SIP address wis the email address you use most often.

TIP: For touch-sensitive phones, touch the keyboard in the upper right corner.6. By Domain, enter home.7. By User, enter your KU Online ID.8. By Password, enter your online password.9. Depending on your phone model, touch the sign in button or select the button on the phone located

under Sign In. 10. Your phone will show a screen with “Signing into Microsoft Skype for Business Please wait…”11. If you successfully signed in, you will see your name appear by the phone after icon on the screen after a

few seconds. Any contacts that you’ve added as Favorites on your Skype for Business contact list will appear.

How to log in to your phone using your number and Skype for Business PIN:1. On the screen, touch More then touch Sign In.2. Select PIN Authentication…3. Enter your phone’s extension number by Extension. Note: You can enter it as any of the following

formats: 4-#### 864-#### 785-864-####

4. Depending on your phone model, touch the screen next to PIN or use the arrow down button on the circular keypad to advance to the PIN entry.

5. Enter your Skype for Business PIN.6. Depending on your phone model, touch the sign in button or select the button on the phone located

under Sign In. 7. Your phone will show a screen with “Signing into Microsoft Skype for Business Please wait…”

Version: 2.0 8 10/12/2015

https://lyncpin.ku.edu/


8. If you successfully signed in, you will see your name appear by the phone after icon on the screen after a few seconds. Any contacts that you’ve added as Favorites on your Skype for Business contact list will appear.

How to set up additional phone numbers in Skype for Business:If you add additional numbers set up in Skype for Business, such as your mobile number or home phone number, you will be able to quickly transfer or forward individual calls or even your office phone to that number.

1. In the Skype for Business desktop interface, select the settings icon .2. Select Phones from the left column.3. To enter a number, select the button by the type of number. 4. Enter your number starting with area code. 5. Select OK. 6. If you do not want your mobile phone number to appear on your contact card, deselect Include in my

contact card.

4

How to set up delegates:You can designate one or multiple people as your Skype for Business delegate. Your delegate can make calls on your behalf and answer your incoming calls after 0, 5, 10, or 15.

1. In the Skype for Business desktop interface, select the settings icon .2. Select Call Forwarding from the left column.3. Select Edit my delegate members.

Version: 2.0 9 10/12/2015


Skype for Business 2015 Desktop Software Instructions (PC)Make, Receive, and Manage an Audio Call

Making a phone callHow to call someone by contact or username:

1. Find a contact or type a person’s name in the search box.2. Point to the contact’s presence icon.

3. Do one of the following:a. Click the Phone icon to call the contact with Skype for Business. If the person has been Skype for

Business Phone Service-enabled, it will call them via Skype for Business. If not, it will call their desk phone.

b. Click the arrow next to the Phone icon and select a number.

4. When the call is accepted, use the audio controls to mute, unmute, and so on.

How to call someone using a phone number:1. From the contact view, persistent chat view, or phone view, enter the phone number in the search box.

For best results:a. Use your keyboard’s number pad or copy and paste the number instead of clicking on the dial

pad numbers on the screen.b. While the five-digit extension and phone number will work, it’s best to get in the habit of dialing

the ten-digit number like you would using a cell phone starting with area code and then the number. You do not need to enter dashes. For international calls, you will still need to dial 011.

2. Hit enter on the keyboard or select Call.3. When the call is accepted, use the audio controls to mute, unmute, and so on.4. When you’re finished with the call, click the Phone button in the window, or just close the window.

Answering a phone callWhen you receive a voice call, you will see and hear a notification on your computer, as well as your Skype for Business-enabled phone if you have one. Where you answer the call will determine your audio device.

Version: 2.0 10 10/12/2015


How to answer a phone call:When someone calls you, an alert appears on your screen.

TIP: You should have your headset plugged into your computer in advance of receiving a voice or video call request. It does not work to plug in your headset when you receive the call. If you work at a desk and would like to set up a secondary ringer so that you hear a notification on your computer and headset, follow these direction at technology.ku.edu/Skype for Business/tips-tricks.

1. To answer the call, click anywhere in the blue area. 2. Click Ignore to reject the call and send to voice mail.3. Click Options to do other actions:

Send the call to Voice Mail. Click Mobile or Home to redirect the call. Note: You must

first set up your mobile and phone numbers within Skype for Business to see this option.

Reply by IM to send an instant message reply instead of audio or video. Note: If the person can’t receive an instant message because he/she doesn’t have Skype for Business launched, you will see a notification.

Set to Do Not Disturb to reject the call and avoid other calls.

End a callHow to end a call:

1. When you’re finished with the call, click the red Phone button in the window, or just close the window.

Version: 2.0 11 10/12/2015

http://technology.ku.edu/lync/tips-tricks


Call control options (hold, mute, change device, transfer, dial-pad)How to place a call on hold and resume a call with the Skype for Business software:

1. Select Hold.

2. Select Resume Call to continue the call.

How to mute or unmute a call:

1. Click on the phone/microphone button to mute. A slash will appear on the button. 2. Click on the button again to unmute.

TIP: You can also mute the call using the button with a microphone with a slash through it on your headset.

How to transfer or park a call:

Version: 2.0 12 10/12/2015


1. Choose the TRANSFER icon.

2. Choose an option:a. Choose a number under My Numbers to forward it to your mobile, phone, or other number.

Note: You must first set up additional numbers to see an option appear under My Numbers. Follow these directions to set up additional numbers.

b. Choose Another Person or Number, to transfer the call to someone else. You will then need to search for and choose a contact or type the person’s eight-digit phone number and then select OK.

c. Select Parking Lot, to send the number to park the call. When you park a call, anyone using Skype for Business can dial the number to retrieve it, or you can retrieve it by selecting Retrieve.

Version: 2.0 13 10/12/2015


How to transfer a call to your Skype for Business-enabled desk phone or vice versa:1. Choose the TRANSFER icon.

2. Select Parking Lot, to send the number to park the call. 3. On your Skype for Business-enable desk-phone, dial the number to retrieve it, or you can retrieve it

using the desktop interface by selecting Retrieve.

How to add others to a call:1. To add another person to a call, you can:

a. Drag and drop the person from your contact’s list on the conversation window.

b. Click the Invite More People icon. You will then need to select the person from your contact list, search for the person, or type their eight-digit phone number and select OK.

Version: 2.0 14 10/12/2015


How to use the dial pad for menus:1. Select the dial pad buttons or use your key pad to type the numbers.

Changing the way calls are answered using Skype for Business softwareYou can set up call forwarding and simultaneously ring so calls don’t get missed. Call forwarding is especially useful if you’re traveling or working from home, because calls can be forwarded to your current location. If you’re out of the office, calls can be automatically forwarded to a co-worker.

You forward incoming calls by setting up forwarding rules. You can forward calls to:

Voicemail, or Another number or to another contact, or a Delegate

You can choose to have forwarding occur:

All the time (default), or During work hours (set in Outlook)

The simultaneously ring option is handy for people on the go. When you get a call, it rings on two phone numbers at the same time. You can set your incoming calls to simultaneously ring your phone and another number or contact in case you’re busy or momentarily unavailable.

Forward call to voice mail or another number using Skype for Business softwareThe Call Forwarding option is typically used to forward calls to voice mail or to a number other than your mobile number. When you set call forwarding settings in Skype for Business, all incoming calls are automatically forwarded to the destination you choose.

Version: 2.0 15 10/12/2015


How to set call forwarding:1. On the Skype for Business software interface, select the call-forwarding drop-down menu and select

Call Forwarding Settings.

2. On the Call Forwarding screen, select the button by Forward my calls to: and choose an option:

Voice Mail – Sends calls directly to your voice mailbox where you can retrieve it later. Mobile, Home, or Other – Select a number you’ve added before, such as your mobile phone. Note:

You must first set up additional for these options to appear. Follow these directions to set up additional numbers.

New Number or Contact – Select a contact, search for and select a contact, or type an eight-digit phone number in the search box and select OK.

My Delegates – This will forward the call to contacts set up as delegates within Skype for Business. Follow these directions to set up delegates.

3. (Optional) Set up conditions for when calls should be forwarded. a. By These settings will apply, select All the time or the underlined option.b. Select from the options and select OK.

4. Select OK to apply. 5. You will now see an alert message notifying you that your calls are being forwarded.

TIP: To quickly forward calls or use simultaneous ring, use the drop down option and then choose one of your additional number. See directions on how to set up additional numbers.

How to stop call forwarding:1. Do any of the following:

Select Turn Off from the alert message. On the Skype for Business software interface, select the call-forwarding drop-down menu and

select Turn Off Call Forwarding. On the Skype for Business software interface, select the call-forwarding drop-down menu and

select Call Forwarding Settings. Select the button by Turn off call forwarding and select OK.

Set up simultaneously ringUnlike call forwarding where your work phone doesn’t ring, you can set your incoming calls to simultaneously ring your phone and another number or contact. This setting can help ensure that callers don’t get the busy signal and their calls don’t get missed. At the same time, they won’t be aware that their call was forwarded.

Version: 2.0 16 10/12/2015


How to set simultaneously ring:1. On the Skype for Business software interface, select the call-forwarding drop-down menu and select


2. On the Call Forwarding screen, select Simultaneously ring and choose an option:

Mobile, Home, or Other – Select a number you’ve added before, such as your mobile phone. Note: You must first set up additional for these options to appear. Follow these directions to set up additional numbers.

New Number or Contact – Select a contact, search for and select a contact, or type an eight-digit phone number in the search box and select OK.

My Delegates – This will forward the call to contacts set up as delegates within Skype for Business. Follow these directions to set up delegates.

My Team-Call Group – Select a group of contacts or numbers to create a team-call group, which will simultaneously receive your incoming calls. Note: This is different from a Response group, which is used for department or shared numbers. See Team Calling for more information.

3. (Optional) Set up conditions for when calls should ring other phones

By These settings will apply, select All the time or the underlined option. Select from the options and select OK.

4. Select OK to apply the settings.5. At the bottom of the Skype for Business interface, you will see a message saying, “SIMULTANEOUS RING

ON.”

How to stop simultaneous ring:1. On the Skype for Business software interface, select the call-forwarding drop-down menu and select

Call Forwarding Settings. 2. Select the button by Turn off call forwarding and select OK.

Team CallingYou can set up a group of people to answer your incoming calls. This feature may be useful if you are part of a work group in which any of you can accept incoming calls. You can configure team calling to ring you and your team-call group simultaneously, or you can set a delay so that your calls ring you first and then the rest of the group after a specified number of seconds. When you set up a team of one or more people to answer your calls, you become the “team leader” of your calls. As a team leader:

If your Presence is set to Offline or Do Not Disturb, your calls are routed to the team; If your designated team is unable to answer, your missed call goes to your voice mail; and

Version: 2.0 17 10/12/2015


If contacts with the ‘Friends & Family’ privacy relationship call you, the call will not be forwarded to the team-call group.

Note: this feature requires that you and all members of your team-call group are using Skype for Business Phone Service.

How to configure team calling:1. On the Skype for Business software interface, select the call-forwarding drop-down menu and select


3. On the Call Forwarding screen, select Edit my team-call group members.4. Select Add…

5. Search and select the contact(s) and select OK.6. Specify when to ring your team-call group (0-at the same time; or 5, 10, 15 rings).7. Click OK.8. Select the radio button by Simultaneously.9. Use the drop-down menu to choose My Team-Call Group.

Version: 2.0 18 10/12/2015


Skype for Business-enabled Phone InstructionsFor complete instructions, see the following Polycom webpages:

VVX400 User Guide VVX500 & VVX600 User Guide

Polycom VVX500 Phone Keys and Features

Feature Description Speaker Provides ringer and hands-free (speakerphone) audio output. Dial pad Enables you to enter numbers, letters, and special characters. You can also use the dial pad

keys to select menu items that have index numbers. Security slot The connector on the left side of your phone that enables you to attach a laptop cable lock to

your phone so you can secure it to a desktop. For more information on locking your phone to the desktop, see Security Slots on Polycom Phones (Technical Bulletin 64654).

Message Waiting Indicator Flashes red to indicate new messages. Home key Press from any screen to display Home view. From Home view, press to display other phone

views. Color touchscreen display The screen is touch-sensitive. Tap to select and highlight screen items. To scroll, touch the

screen, and swipe your finger up, down, right, or left. Headset key Enables you to place and receive calls through a headset. The key glows green when an analog

headset is activated, and blue when a USB headset is activated. Speakerphone key Enables you to place and receive calls using the speakerphone. The key glows green when

activated. Mute key Mutes local audio during calls and conferences. The key glows red when activated. Volume keys Adjust the volume of the handset, headset, speaker, and phone’s ringer. Microphone Transmits sound to other phones. Message Waiting Indicator Flashes red to indicate new messages. Home key Press from any screen to display Home view. From Home view, press to display other phone

views. Color touchscreen display The screen is touch-sensitive. Tap to select and highlight screen items. To scroll, touch the

screen, and swipe your finger up, down, right, or left.

Version: 2.0 19 10/12/2015

http://support.polycom.com/global/documents/support/user/products/voice/VVX500_UserGuide_UCS_4_0_1.pdf

http://support.polycom.com/global/documents/support/user/products/voice/VVX_400_410_UserGuide.pdf


Make, Receive, and Manage an Audio CallMaking a phone callHow to call someone by contact or username:You can view and call contacts added to your contacts list within your Skype for Business software from your phone.

1. On your phone, select More using the touch screen or button under the option.2. Select Contacts using the touch screen or button under the option.3. Navigate to the contact by touching, swiping and selecting on the screen or use the navigation buttons

on the phone.4. Select Dial using the touch screen or button under the option.5. The phone will dial the number. Pick up the handset to talk.6. Hang up the phone or select End Call using the touch screen or button under the option.

How to call someone using a phone number:You have two options. You can dial the number and then pick up the phone to call. Or, you can pick up the phone, dial the number, and select Send.

1. Pick up the phone.2. Dial the number using the keypad.

a. While the five-digit extension and phone number will work, it’s best to get in the habit of dialing the eight-digit number like you would using a cell phone starting with area code and then the number. For international calls, you will still need to dial 011.

3. Pause.

Answer a phone call with a Skype for Business-enabled phoneHow to answer a phone call a Skype for Business-enabled phone:

1. When you receive the call, you can pick up the phone. Or, to pick up using the speakerphone, select

Answer using the touch screen or push the speaker button on the phone. Note: If you are already using the handset or speakerphone and press Answer, the phone will automatically use the mode you’re in and place the first call on hold.

2. Select Reject to send the person to your voice mail.3. Select Forward to forward the call to another number. Enter the eight-digit phone number and select

Forward. 4. To ignore the call without sending it to voice mail, select More and then select Ignore.

Note: If you don’t answer the call within 10 seconds, the Incoming Call window disappears.

End a callHow to end a call:

1. Hang up the phone or select End Call using the touch screen or button under the option.

Call control options (hold, mute, change device, transfer, dial-pad) for Skype for Business-enabled phones

How to place a call on hold and resume a call with a Skype for Business-enabled phone:1. To place a call on hold, select Hold using the touch screen or button under the option. Select Resume

using the touch screen or button under the option to continue the call.

Version: 2.0 20 10/12/2015


How to mute or unmute a call:1. On the phone, press the mute button (microphone with a slash through it).

How to transfer a call to another number:1. Select Transfer, using the touch screen or button under the option.2. Dial the eight-digit number and select Send, using the touch screen or button under the option.

How to park a call:1. Select More, using the touch screen or button under the option.2. Select Park, using the touch screen or button under the option.3. You will see the number to retrieve the parked call. Anyone using Skype for Business can dial that

number using a phone or the interface to retrieve the call. Or, select Retrieve to retrieve it from your phone.

How to add others to a call:1. Select More, using the touch screen or button under the option. Select More again.2. Select Confrnc, using the touch screen or button under the option. The active call is held.3. Using the Dialer, call the second person.4. When the second person answers, press More and then Confrnc to join everyone to join everyone in a

conference. The Active: Conference screen displays.

How to use the dial pad for menus:1. Use the dial pad like you would a cell phone for touch key options.

Changing the way calls are answered using a Skype for Business-enabled phoneChange the way calls are answered by doing the following:

Forwarding all calls to another person. Rejecting calls from a contact. Diverting calls from a contact to another person. Temporarily refusing all calls by enabling Do Not Disturb.

ForwardingYou can set up your phone to forward all calls to another number, even if the Do Not Disturb feature is enabled. Call forwarding is not available on shared lines.

How to forward all calls to another person (VVX 400):1. From the Home view, select Forward. (You can also select Settings from Home view, and select Features

> Forward, or if your phone is idle, press Forward from Lines view.)2. If your phone is set up with multiple lines, select the line to apply forwarding to.3. From the Forwarding Type Select screen, select the forwarding type you want:

Always—To forward all incoming calls. No Answer—To forward all unanswered incoming calls. Busy—To forward calls that arrive when you’re already in a call.

4. Enter the forwarding number, and select Enable. If you selected the No Answer option, you can enter the number of rings before your phone forwards the call. A value of 2 is recommended.

5. The forwarding number you chose displays in the status bar.

Version: 2.0 21 10/12/2015


How to forward all calls to another person (VVX 500):1. From the Home view, select Forward. 2. If your phone is set up with multiple lines, select the line to apply forwarding to.3. From the Forwarding Type Select screen, select:

Forward to a Contact Forward to Voicemail

4. If forwarding to a contact, enter the forwarding number, and select OK. 5. The forwarding number you chose displays in the status bar.

How to disable call forwarding:1. From Home view, select Forward.2. If your phone is set up with multiple lines, select the line to disable forwarding.3. Select Disable.

Using Do Not DisturbEnabling Do Not Disturb (DND) stops your phone from ringing and sends all incoming calls directly to voicemail. All calls you receive while DND is enabled are logged to your Recent Calls list.

When you enable Do Not Disturb, the following happens:

• The Do Not Disturb icon displays in the status bar.• If your phone is idle, the Do Not Disturb icon, displays next to your phone line in Lines view. If you have new

messages or forwarding enabled, the messages or forwarding icon will display instead.• The DND icon in Home view changes.

Note: Enabling Do Not Disturb on shared lines disables ringing only. You’ll still see a visual notification of the call and have the option to answer the call.

To toggle Do Not Disturb on and off:1. From Home view, select DND.

Setting up FavoritesContacts that you add as Favorites within your Skype for Business Contact List in the desktop interface will appear on your phone’s default screen.

How to add a contact to Favorites:1. Right click on a contact within Skype for Business.2. Choose Add to Favorites.

How to add a phone number to Favorites:1. Type the number in the search box either in the contact view or phone view of the Skype for Business

desktop interface.

Version: 2.0 22 10/12/2015


2. Right click on the number and choose Add to favorites.

Skype for Business voicemail and options (It's not just voicemail)With Skype for Business Phone Service, you can use Skype for Business to configure, retrieve, and manage your voicemail. Using the available features in this service mode, you can receive email messages in Outlook notifying you of missed instant message conversations, phone calls, and other conversations. You may optionally follow up on the missed communications directly from the message in your Outlook Inbox. You can also forward your calls in a variety of ways from the Skype for Business console. When you first configure voicemail, you will need to supply your Personal Identification Number.

Things to note:

After you are voice-enabled, you will notice new folders in Outlook for Missed Calls and Voicemail. You can forward a missed call or voice mail just as you would any other email. You can create a rule for voicemail email notifications as with any other mail message. Voicemail messages do count against your email storage quota. If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and

send you an email with a new temporary voicemail PIN. If you check a voice mail in Outlook or Skype for Business, the voicemail notification light on your Skype for

Business-enabled phone will disappear.

Voicemail PINHow to set up your voicemail PIN:After you are enabled for Skype for Business Phone Service, you will receive an email that includes a PIN for your voicemail. Refer to that email, then:

1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your temporary voicemail PIN at the prompt. You will receive your temporary voicemail PIN in a welcome email from Microsoft Outlook. It will then ask you to enter a new one.

Version: 2.0 23 10/12/2015


Note: PINs must be at least 6 characters long, and cannot contain sequential numbers (12346), or repeating numbers (444444).

Note: If you enter your voicemail PIN incorrectly five times via the voice access number, it will automatically reset and send you an email with a new temporary voicemail PIN. If you don’t remember your voicemail PIN, see how to reset your voicemail PIN.

Recording a personal greetingHow to create a new personal greeting using the desktop Skype for Business interface:

1. In the Skype for Business desktop interface, select the Phone icon.

2. Click on the Voice Mail Options button.3. Select Change Greetings.

How to create a new personal greeting by calling in using your phone:4. Call the Outlook Voice Access number, 785-864-1900 or 4-1900. Enter your extension if you are not

dialing from your KU number. Enter your voicemail PIN at the prompt.5. Say “Personal Options.”6. Press 2 to record greetings7. Press 2 to record a greeting for when you are away.8. Press 1 to record a greeting.9. Once you have recorded your greeting, press 1 to accept or press 2 to re-record. Or, you can press 3 to

delete the greeting and use the default.10. When you are satisfied, you can hang up.

Checking your voicemailHow to check your voicemail from Outlook 2013:

1. Find and open the email with the voicemail message.2. Click the play button to listen.

Version: 2.0 24 10/12/2015


How to check your voicemail from the Skype for Business desktop interface:1. In the Skype for Business desktop interface, select the Phone icon.

2. Voicemail will be listed at the below the dial pad.

3. Hover over the presence icon, then click the play button to listen.

TIP: Click on the message to call the person back.

How to check your voicemail from a phone:1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900.2. Enter your extension if you’re not calling from your KU number.3. Enter your voicemail PIN at the prompt.

How to check your voicemail from a Skype for Business-enabled desk phone: 1. Touch the messages icon.2. Enter your voicemail PIN and push the # button.

How to check your voicemail from the Skype for Business mobile app:1. Launch the Skype for Business mobile app. (Note: It’s best to only be logged in to Skype for Business on

one device at a time.)2. Touch the phone icon.3. Touch a message to listen to it. 4. You can then choose to Delete of Call Back using the buttons.

Resetting your voicemail PIN and specifying other optionsHow to reset your voicemail PIN or specify other voicemail options:You can reset your voicemail PIN, change voicemail preview, and notification settings, and view call answering rules at mail.ku.edu.

1. Log in with your KU Online ID and password at mail.ku.edu.2. Select the settings icon then select Options…

3. Select Phone in the left navigation to:

Version: 2.0 25 10/12/2015


Reset your voicemail PIN Change your Voicemail Greeting Change Voicemail Preview settings Change Notification preferences Add a mobile number to receive text notifications at when you miss a call or receive a voice

message

Setting up text message voicemail notificationsHow to receive a text notification for voicemail messages:Use the above directions to access the voicemail options via mail.ku.edu. Once you have selected phone in the left navigation:

1. Click on set up notifications under the Notifications section.

2. Select your locale and your mobile operator and click Next.3. Enter your mobile number and click Next.4. Enter the passcode that was sent to your mobile via text, then click Finish.5. In the menu below Notifications, select either I only want to receive text message notifications when I

have voice messages, or I want to receive text notifications about missed calls and voice messages.6. Click Save.

How to view missed calls in the Skype for Business desktop interface:1. In the Skype for Business desktop interface, select the messages icon. 2. Under Voice Mail, all messages will be listed.

How to view missed messages on your Skype for Business-enabled desk phone:1. Touch the home button to view the home screen.2. You will see a small red number on the phone icon.3. Select the phone icon and then select recent to see missed calls.

Managing email and meetings with Skype for Business Phone ServiceWith Skype for Business Phone Service, you can call in and listen to your email messages and meetings from your calendar.

1. Call the Outlook Voice Access number, 785-864-1900 or 4-1900.2. Enter your extension if you’re not calling from your KU number.3. Enter your voicemail PIN at the prompt.

Version: 2.0 26 10/12/2015


4. For email: Say “Email” to hear a listing of your email messages and have them read to you. For each message, you can say: Play, Next, Delete message, Reply, Reply all, Mark as Unread,

Next Unread, Previous, Play Header, Call the Sender, Forward Message, Flag for Follow Up, Find by Name, Delete Conversation, or Hide Conversation

5. For Calendar: Say “Calendar” and the day (for example, “Calendar for tomorrow”) to hear a listing of your

meetings and details. For each meeting, you can say: Next, Cancel Meeting, Meeting Details, Play Header, Clear My

Calendar, Attendance Details, Previous, First, Last, Next Day6. Say Main Menu to exit and return to the main menu.

Version: 2.0 27 10/12/2015

skype for business - phone service · web viewskype for business 2015 - phone service contents how...

Documents