Phone Calls

Call by contact or username

1. Find a contact or type a person’s name in the search box.
2. Click on the contact's picture.
3. Do one of the following:
   1. Click the Phone icon.
   2. Click the arrow next to the Phone icon and select a number.
      

Call by phone number

1. From the contact or phone view, enter the phone number in the search box as the 10-digit number starting with the area code.
   
   Note: For international numbers, enter the number as you would on a cell phone (011 ###  phone number).
   
   
    
2. Press enter on the keyboard, or right-click and select Call.
3. When you're finished with the call, click the red Phone button in the window to hang up, or just close the window.

Answering a phone call

When 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.

How to answer a phone call

When someone calls you, an alert appears on your screen.

TIP: You must 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.

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.

There are a few options you can take advantage of to better hear and receive your calls. These include:

• Setting up a Secondary Ringer - incoming call notifications will play both on your headset and a secondary device that you choose.
• Setting up Call Forwarding - incoming calls will be forwarded to another number, contact, team, or go to voicemail.
• Setting up Simultaneous Ring - incoming calls made to your number will ring at your headset and computer speakers

You can choose for call forwarding and simultaneous ring to occur:

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

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 also choose to delay the simultaneous ring so that it first rings for 5-10 seconds before ringing at another number, delegate, contact, or team.

Setting up a secondary ringer

You have the option of forwarding all calls or individuals calls as you receive them to another number, such as your mobile phone. This is completely optional and is up to your discretion as it could involve your personal device and your personal phone plan.

To forward all calls another number:

1. In the Skype for Business interface, click on the settings icon. [view screenshot]
2. Choose Call Forwarding from the left column.
3. Choose your call forwarding option. [view screenshot]
   1. Forward calls to will send all calls to the option chosen. Those calls will not "ring" on your machine.
   2. Simultaneously ring will make it so the calls ring both through the Skype for Business desktop software and the other option you choose.
4. Optionally, you can choose to apply the settings:
   1. All the time
   2. During work hours set in Outlook
5. Click OK to save the changes.

Forward individual calls to another number:

To forward individual calls to another number, you'll need to first set up the number (or numbers) in the Skype for Business desktop interface.

To set up additional numbers

1. In the Skype for Business interface, click on the settings icon.
2. Choose Phones. [view screenshot]
3. Choose the type of phone using the button and type the number. Enter it as the 10-digit number starting with the area code.
4. Optionally, choose whether or not to show the number on your contact card (viewable to anyone using Skype for Business).
5. Click OK to save.

Forward an incoming call

1. When you receive a call, a notification will appear in the lower right corner of your screen.
2. Click Options and choose the number that you'd like to forward the call to. [view screenshot]
3. The call will be forwarded.

Turn off call forwarding

Select the call-forwarding drop-down menu and select Turn Off Call Forwarding. [view screenshot]

Audio control options during a call:

The call control options (Hold, Transfer, Devices, and number pad) should automatically appear in the middle of the call window when on a call with an external number. If you are on another call with someone at KU using Skype for Business, you may need to click on the grey phone icon to see those options.

How to use the audio control options:

• Use the dial pad to enter digits during the call to interact with voice-prompt menus.
• To put the call on hold, click Hold.
• To Mute, click the microphone button.
• To send the call to another number or park the call, click the Transfer button and select a contact or type a name or 10-digit phone number starting with the area code.
• To switch to a different device that is either connected to your computer or a built-in audio option, click the Devices button. Note: This option does not work to transfer a call to a Skype-enabled desk phone. You'll want to use Transfer > Park for that.
  
  

You can transfer a call to another contact at KU or to another number. An additional option you'll see when transferring is parking a call (more information below).

To transfer a call

1. Click on Transfer. If you do not see this option, click on the grey phone icon and then click Transfer.
2. Select a contact, or look up someone at KU by entering their last name followed by a comma and then first name in the search box, or enter the 10-digit phone number starting with the area code in the search box.
3. Select the contact or number and then click Transfer.
   

When you park a call, the call is placed on hold and you are provided a three- or four-digit number that anyone using Skype for Business can use to retrieve the call. It can be a useful option if you want to switch from your headset that is connected to your computer to a Skype-enabled desk phone or if you pick up a call at the front desk and need to move to another workstation to continue the call. A few notes about parking:

• Only people using Skype for Business on PC or using a Skype-enabled desk phone can park a call.
• Only people using Skype for Business on PC, Mac, or a Skype-enabled desk phone can retrieve a parked call.
• Call parking does not work to transfer calls to a conventional or analog phone.
• Call parking times out after two minutes. At that point, the person who parked the call will be called again.
• Anyone waiting on the parked call will hear music.

To park a call

1. Click on Transfer. If you do not see this option, click on the grey phone icon and then click Transfer.
2. Click on Park the call at the bottom of the menu.
3. You'll now see the number assigned to the call.
   
4. Anyone using Skype for Business or Lync for Mac can enter the three- or four- digit number provided in the Skype for Business interface to pick up the call. You will receive a visual confirmation when they do letting you know who picked up the call and at what time. TIP: Click copy to copy the number. You could then initiate an instant message and paste the number into the message window.
5. Click Retrieve to pick the call back up.

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