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Voice and Phone Calls

You can use the Skype for Business desktop software or your skype-enabled phone to make calls to people both internal and external to KU. When you call others that are using Skype for Business, you will have full access to the Skype meeting features including video, screen sharing, and chat. When making calls to external phone numbers, you will only have access to call features including, hold, transfer, and mute.


Making a phone call

 

Call someone using a phone number

  1. From the Calls tab, enter the 10-digit phone number starting with the area code by selecting numbers or inserting your cursor on the line above the dial pad and entering numbers with your keyboard.

For best results:

  • Use your keyboard’s number pad or copy and paste the number instead of clicking on the dial pad numbers on the screen.
  • For international calls, you will still need to dial 011.
  1. Select the formatted number then, select the phone icon.
  2. When the call is accepted, use the audio controls to mute, unmute, and so on.
  3. When you’re finished with the call, select the red Phone icon, or just close the window.

Call a KU contact using the desktop software

  1. Find a contact or enter a person’s name in the search box, from the Contacts tab.
  2. Right-click on the contact.
  3. Select Start Call.
  4. Select the work number listed.
  5. When the call is accepted, use the audio controls to mute, unmute, and so on.

Add a phone number as a contact

  1. From the Contacts tab, enter the 10-digit phone number starting with the area code in the search box.
  2. Right-click on the formatted number.
  3. Select Add to contacts, or select Group to add the number to a previously created group.

Note: Contacts added in this way only appear as the phone number and not as a name.


Answering a call

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

TIP: If you are using your computer to answer calls,you should have your headset plugged into your computer in advance of receiving a call. 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.

Answer a call

When someone calls you, an alert appears on your screen. If another KU contact who is video-enabled calls you, you will see a preview of your own video. Your video is only shared if you click on the video icon. To answer with just voice, select the blue phone.

  1. To answer a call, select the blue phone icon.
  2. Select the red phone icon to reject the call and send to voicemail.
  3. If you want to send future incoming calls directly to voicemail and receive no call notifications, change your status to Do Not Disturb.

End a call

How to end a call

  1. When you’re finished with the call, select the red phone icon, or just close the window.

Notifications and Call Ring Options

When you receive a call in Skype for Business, you will receive a visual notification in the middle of your the screen and an auditory notification through the device you're using. You can set a secondary ringer and choose to have calls simultaneously ring another number or co-worker so calls don't get missed.

TIP: Make sure your speaker volume is turned up to hear notifications.

Set ringing options

  1. Select Skype for Business from the top menu.
  2. Select Preferences.
  3. Select Audio/Video.
  4. In the Ringing dropdown, select Built-in Output to also have call notifications ring through your computer's speakers.

Forwarding Options

You can forward calls as you receive them to another number or delegate, and set up call forwarding and simultaneously ring so calls aren’t missed.

You can forward calls to another number or contact by setting up forwarding rules. 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 can set your incoming calls to simultaneously ring your phone and another number or contact in case you’re busy or momentarily unavailable.

Set up simultaneously ring or call forwarding

  1. With Skype for Business open, click on Skype for Business from the top menu.
  2. Choose Preferences.
  3. Choose Calls.
  4. Select the button by Turn on call forwarding and choose an option:

Forward my calls

  • Voice Mail – Sends calls directly to your voice mailbox where you can retrieve it later.
  • New Number or Contact – Select a contact or type an eight-digit phone number in the search box and select OK.

Simultaneously ring

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

Things to note:

  • You will receive call notifications when your status is set to Busy. 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 Calls list and you will receive a missed call email in Outlook.
  • You should have your headset plugged into your computer in advance of receiving a voice or video call request so you are always ready to receive calls and have time to put your headset on. You can add clickable hyperlinks for your phone number and Skype for Business for Mac contact to your email signature. See http://technology.ku.edu/skype-for-business/tips-tricks for step-by-step instructions.

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