Telephone FAQs

I'd like to have my phone calls diverted, after 5 rings, to a colleague, is this possible?

Yes it is, but it isn’t something that you can setup yourself.  You will need to email your request to telecoms@sussex.ac.uk detailing the extension number you want your calls diverted to.

(FAQ 2650: last updated 2 April 2014)

I work in a big office and we'd all like to be able to pick up each others phone calls, how do we set this up?

To setup a ‘pick up group’ you will need to email telecoms@sussex.ac.uk detailing the extension numbers that you’d like in the group.

(FAQ 2651: last updated 2 April 2014)

We'd like to make changes to our 'pick up group' what do we do?

To amend a ‘pick up group’ you need to email telecoms@sussex.ac.uk with details of the extension numbers you’d like to add or remove.

(FAQ 2653: last updated 2 April 2014)

We have lots of phones in our 'pick up group' and often more than one is ringing at a time. Is there a way that we can answer a specific phone?

Yes there is but you’ll need to know the extension number even if it’s part of a general ‘pick up group’

When you hear the phone ring, lift your receiver and press *3 and the extension number that you want to answer, to be connected.

(FAQ 2655: last updated 2 April 2014)

I'm a new member of staff, do I need to let the switchboard know that I have arrived?

Quite often when new staff arrive the School Administrator will have made arrangements for a new line or handset to be installed, but they may not have notified the switchboard of your extension number.  It is good practice for all new staff to call the switchboard, by dialing 01 from their handset, so that their extension number can be added to the University’s central database.

(FAQ 2656: last updated 2 April 2014)

I need to move my office telephone line, how do I arrange this?

In the first instance discuss your telephony requirements with your School Administrator. They will arrange any telephony moves on your behalf.

(FAQ 2657: last updated 2 April 2014)

How do I dial an outside line from my office phone?

If your phone allows off campus calls then you should dial 9 before the external number you are calling.

 

(FAQ 2658: last updated 2 April 2014)

How can I make contact with the emergency services on campus?

From an internal phone dial:

3333 for the campus Emergency Services

8234 for Security.

From a mobile phone dial:

01273 873333 for the campus Emergency Services and

01273 678234 for Security 

(FAQ 2661: last updated 2 April 2014)

Can I call the police non emergency line or NHS 111 from my office phone?

Yes you can, to call the non emergency police line lift the receiver and press #6101

To contact NHS 111, lift the receiver and press #6111

 

(FAQ 2662: last updated 23 February 2015)

How can I find out a University staff member's extension number?

You can access the Staff telephone directory by following the 'Staff Search' link at the top of the University’s external homepage httpp://www.sussex.ac.uk

(FAQ 2663: last updated 2 April 2014)

Are there any Skype for Business information sheets or videos available?

Skype for Business* is available to all staff to make Skype to Skype calls*, Instant Messaging (IM) and video conferencing. (Difference between Skype and Skype for Business)

Videos

Overview of Skype for Business video

Microsoft How to Create a Skype for Business Meeting

How to Join a Skype meeting

 

PDF Information leaflets are available to download below

Login with your Sussex username@sussex.ac.uk eg  xx123@sussex.ac.uk followed by your password

Information sheets to download

  1. Audio setup and Making calls - Call 2 or more people
  2. Contacts, presence and Instant Messaging - chat with 2 or more people, share files

  3. Meetings - schedule meetings using Outlook, share your screen/presentation, join a meeting

  4. Using Dial-in-Conferencing - allows audio dial in only via a phone

  5. Using your mobile device - download the app, use chat and meetings

  6. Video - use via a phone, from a meeting or IM chat session

  7. Collaboration - share your desktop.application and share control

 

When using the online version of Outlook with Office 365 you might see the Skype icon on the top right when you are in Calendar. This can be useful to check the presence of a colleague or for one to one chat. 

  1. Login to Office 365 via Office.com
  2. Open Outlook online and
  3. Use the Skype button on the top right

 

For information on how to install Skype for Business on your own equipment see our Skype Installation guide 

* For a majority of staff Skype calls limited to University contacts

See Also 2907 How can I see an old Skype Chat?

 

(FAQ 2906: last updated 26 March 2020)

I'm working in a colleague's office for a couple of days and would like to divert my phone calls to their phone, is that possible?

Yes it is, on your handset, lift the receiver and press #9 followed by the extension number that you want the calls diverted to, then replace the receiver. 

All your calls will now be diverted to the selected extension. 

To cancel the diversion, from your handset, lift the receiver and press ##9, then replace the receiver.

(FAQ 2649: last updated 2 April 2014)

A call for a colleague has come through to me by mistake, how can I transfer the call to the right person?

With the caller on the line, press the Recall/Transfer button, then dial the correct extension number.  When the extension starts ringing you can either hang up straight away or wait until the extension is answered and then hang up.

If you don't know the correct extension number, then with the caller on the line, press the Recall/Transfer button, then dial 01 to connect to the switchboard.  When the switchboard answer ask them to transfer the call to the correct person.

(FAQ 2648: last updated 2 April 2014)

How do I contact the switchboard staff?

Switchboard staff can be contacted by dialling 01 from any extension on campus. They can also be contacted by sending an email to telecoms@sussex.ac.uk

(FAQ 2632: last updated 3 March 2014)

How can I see an old Skype Chat or meeting comments?

Skype Chat and comments entered during meetings is stored in Outlook in a folder called Conversation History depending on your settings.  

To Skype Chat save settings 

  1. Open Skype and click on the Settings cog
  2. Select Personal from the list on the left of the window
  3. Ensure there is tick next to "Save IM conversations in my email Conversation History folder"
  4. Click OK to save the settings

 

 

(FAQ 2907: last updated 18 March 2020)

My office phone appears to be dead, what should I do?

If you are unable to make calls because the line appears to be dead then email telecoms@sussex.ac.uk or call them, from another extension, on 01 and ask for a line test.

Do not be tempted to plug in another handset as not all handsets are the same and it is possible that by plugging in the wrong kind of handset you could damage the equipment in the exchange.

(FAQ 2659: last updated 1 April 2014)

People are ringing me but my phone isn't ringing, why?

There could be a number of reasons for this so check the following:

Is your handset plugged into the socket properly and do you have a dial tone?

Check that the ringer is switched on at the handset (if applicable)

Check the setting of the volume switch (if applicable)

Is your extension the number that you think it is?  Has anyone requested your line be changed as part of an office move?

Ask the switchboard (extension 01 from your handset) to confirm the number from which you are calling.

Is your line set to 'divert' in some way? The switchboard can advise you of this.

(FAQ 2664: last updated 1 April 2014)

I have forgotten my Voicemail PIN, what should I do?

To arrange to have your Voicemail PIN reset, email telecoms@sussex.ac.uk

(FAQ 2646: last updated 2 April 2014)

I have an interview in my office and want to set my phone to Do Not Disturb, is this possible?

Yes it is, pick up the receiver and press #5 and replace the receiver.

Once activated callers will get the busy tone.

To cancel Do Not Disturb, pick up the receiver and press ##5 then replace the receiver.

(FAQ 2647: last updated 2 April 2014)

How will I be billed for my calls?

Bills are sent electronically on a monthly basis to Heads of Budgetary Units.

(FAQ 2635: last updated 24 February 2014)

How do I get a new fax line installed?

New fax lines can be installed internally or by BT.  For further information on how to arrange for an installation please email telecoms@sussex.ac.uk

(FAQ 2634: last updated 2 April 2014)

What services can I obtain from my telephone handset?

Advice regarding telephone services can be obtained by sending an email to telecoms@sussex.ac.uk

(FAQ 2636: last updated 3 March 2014)

Can I have a specific type of handset as I have special needs?

Special telephone handsets can be ordered.  Please email telecoms@sussex.ac.uk to discuss your requirements.

(FAQ 2633: last updated 3 March 2014)

How do I get a new telephone line installed for a new member of staff?

New telephone line installations can be requested, by School Administrators, by sending an email to telecoms@sussex.ac.uk

(FAQ 2631: last updated 2 April 2014)

I need to give my contact number to an off campus caller but how do I know if my extension is Direct Dial In (DDI)?

Direct Dial In facilities enable off-campus callers to dial an extension directly, without going through the University's switchboard. A prefix is required and this varies depending on your extension number, eg. (67) 8090

The following extensions are DDI enabled:

Extension numbers in the range 2500 - 3999 can be prefixed by (87)

Extension numbers in the range 6500 - 7999 can be prefixed by (87)

Extension numbers in the range 8000 - 8999 can be prefixed by (67)

The following extensions are NOT DDI enabled and external callers will need to dial the University's main switchboard, 01273 606755 and ask for the extension they require:

Extensions in the range 2000 - 2499

Extensions in the range 4000 - 5999

Extensions in the range 6000 - 6499 (these extensions do not have voicemail)

 

 

(FAQ 2639: last updated 6 March 2014)