Alterations to phones

All requests for moves and changes to your telephone facilities should be made through your Telephone Co-ordinator (generally the administrator or bursar).

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Alterations to the directory

All requests for moves and changes to your telephone directory number should be made through your Telephone Co-ordinator (generally the administrator or bursar). If you want your phone number to appear in the Global Address List they will need to include your SSO username in your entry. Your phone number will automatically be updated in the Global Address List and contact search at www.ox.ac.uk after 48 hours (unless you request to be ex-directory).

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Call Centre

If you need features that are more complex than are possible in a hunt group, for instance you want to have menus or automatically routed calls or reports on calls, Call Centre functionality may be what you need. This is only possible with VoIP phones. Contact the Telecoms Helpdesk on 88888 or telecommunications@it.ox.ac.uk for more information.

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Disposal of the internal directory

Internal directories are for use by University members only and must not be made available to the general public. It must be shredded upon disposal; The Telecommunications Department will arrange for your old directory to be shredded. Old directories must be delivered to Telecommunications, The Malthouse, Tidmarsh Lane.

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Diverting to an external number

It is now possible to divert your phone calls to an external number (including mobiles). Contact the Telecoms Helpdesk on 88888 or telecommunications@it.ox.ac.uk for more information. As there is a cost implication, you will need to obtain permission from your telephone co-ordinator beforehand.

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Extensions

In this directory, there are the following types of numbers: An extension on the University network e.g. 88660 Dial the extension number only. An extension on an exchange connected by tie-line e.g. 553 30548 (553 = tie-line code, 30548 = extension number) Hospital numbers have a 553 tie-line, Oxford University Press have 530 Dial the 553 or 530, then the relevant extension number without a pause. A telephone on the public network e.g. 9 812812 (9 = access code for public network, 812812 = external number.) Dial 9, then the external number including STD and international codes if necessary. If you are not allowed access to the number you have dialled you will receive the number unobtainable tone during dialling. You can ask the departmental or college operator to dial the number for you. All University extension numbers consist of five digits, beginning with 1,2, 3, 7 or 8. All calls within the network are carried by university-owned circuits and therefore are not subject to call charges. Most extensions can be reached from outside the system by prefixing with the appropriate number as below: Extension number range: DDI number 1xxxx 01865 6 1xxxx 2xxxx - Non-DDI Dial 01865 280000 for auto attendant 7xxxx 01865 2 7xxxx 8xxxx 01865 2 8xxxx The DDI numbers of department enquiry points and College lodges may also be publicised in the BT directory. Calls may also be answered by the main central University operators on 01865 270000 or by the auto-attendant 01865 280000. University employees who are based on the Hospital network dial 731 plus the University 5-digit extension.

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Faults

First-check that your telephone is not faulty by plugging in a spare telephone (normally available from your Departmental/ College administrator). If the problem still persists call the Telecoms Helpdesk on  88888 or email telecommunications@it.ox.ac.uk. They will arrange for an engineer to call if necessary. Note that we may pass on the cost of unnecessary visits. Out of normal working hours, urgent faults, i.e. those affecting several telephones or the main department or college enquiry number, may be reported to Security Services on extension 72944. For detailed instructions on how to report a fault and for up-to-date information on major network faults please go to www.oucs.ox.ac.uk/telecom/news

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Help

Call the Telecoms Helpdesk - 88888, email telecommunications@it.ox.ac.uk or browse the webpages at www.oucs.ox.ac.uk/telecom

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Home working

If you are on the new VoIP system you can arrange to have a VoIP phone at home and receive calls there on your University extension. Your department/college will have to agree and purchase an additonal handset for you. Contact the Telecoms Helpdesk on 88888 or telecommunications@it.ox.ac.uk for more information.

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Hunt groups

Hunt groups are a method of distributing telephone calls from a single phone number to a group of several phone handsets. Phone calls can be distributed to one phone after another (in a list or longest idle) or to all the phones at once. A pickup group differs from a hunt group in that the user has to dial a number or press a button to pick up the call, wheras in a hunt group the call will be delivered automatically. Contact the Telecoms Helpdesk on 88888 or telecommunications@it.ox.ac.uk for more information.

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Malicious Calls

Making malicious calls, whether obscene, threatening or just a plain nuisance, is a criminal offence. Calls within the University network can normally be traced by the call logger and criminal misuse of the network has been successfully prosecuted using this type of evidence. If you are suffering by receiving such calls the University Security Service can help. Call 72944. If you receive a malicious call: Remain calm. Try not to encourage the caller with an emotional response; and remember, it’s your telephone and you are in control. Do not enter into a conversation. Simply place the handset down beside the telephone and ignore it for a few minutes before replacing it gently. If the caller phones repeatedly, do not say anything when you pick up the handset; a genuine caller will speak first. If the calls are silent do not attempt to coax the caller into speaking; just replace the handset if no-one speaks. Never give out any details about yourself or your family unless you are absolutely sure you know and trust the caller.

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Operator

Dial 70000.

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Pickup groups

Pickup groups allow a group of people to pick up any calls for another person in the group from their own phone. It differs from a hunt group in that the user has to dial a number or press a button to pick up the call, wheras in a hunt group the call will be delivered automatically. Contact the Telecoms Helpdesk on 88888 or telecommunications@it.ox.ac.uk for more information.

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Personal information in the directory - your rights

You may now require that a gender-specific title (Mr, Mrs, Miss, Ms) be omitted from the directory. In addition you may request that your name be omitted from either this printed directory or on the web. If you wish to be ex-directory, you will need your head of department’s or head of house’s permission. This may be refused if he or she decides that such publication is essential for the interests of the University. If you do wish to have such personal information withheld, please contact the telecommunications co-ordinator for your college or department (normally the administrator or bursar).

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Voicemail

Once you have set up voicemail with diversions, it will answer your telephone if it is busy or you are unable to answer it. Callers will hear a greeting recorded by yourself, and you can be notified of the incoming message in the following ways: - by your telephone ringing briefly - displaying a message (depending on the phone) - by email (with or without an attached sound file) - by text You can pick up voicemail from your own phone, from the attached sound file in email, from a web page or from any phone.

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To set up your mail box

If you dial 00 and have not enabled voicemail on your extension before, you will be prompted to personalize your mailbox. To activate your voicemail box, you will need to record a PIN, a personal greeting and to record your name. In order for callers to be able to leave messages in your voicemail box, you will then need to place diversions from your extension to your mailbox. Please see the appropriate instructions depending on whether you use a Cisco or analogue phone.

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Changing your personal greeting

You have the possibility of having multiple personal greetings. This means you can record several messages and change them over as appropriate. When callers are diverted to your voicemail box, they will hear the personal greeting before being prompted to leave a message. Dial 3 from the Main Menu to personalise your mailbox. To review your personal greetings dial 1. To hear the active personal greeting, dial 1. To review personal greeting recordings, press 2. Enter the number of the personal greeting you wish to review - if you only have one greeting, dial 1. Listen to the personal greeting. Press 3 to re-record and then any key to stop recording. To review - Press 2 If you are satisfied with your greeting press 1.

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Changing your pin

From the Main Menu, dial 3 to access the personalization menu. From the Personalization/Auto-registration menu, dial 2 to access the PIN code menu. *Please choose a memorable 6 digit-length PIN number*

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Recording your name

After the greeting you will then need to finish personalising your mailbox by recording your name. Press 3 for the name recording sub-menu (if you are in the main voicemail menu, please press 3 for personalisation options.) To record - Press 3 to start recording and any key to stop recording. To review - Press 2, to save your recording press 1. If you would like to re-record your greeting press 3.

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To listen to messages

You may listen to messages from your own extension, or from any other University extension or from any telephone in the world which has tone dialling. To listen to messages from your own extension: Dial 00 and follow prompts. To listen to messages from another University extension: dial 01, then dial in your extension number, your pin then follow prompts. To listen to messages from outside the University Network: dial 01865 280001. Whilst listening to messages several useful commands are available: 1 Save 2 Repeat 3 Delete 4 Skip back 10s 5 Pause 6 Skip forward 10s 7 Skip back 1 msg 8 Take action 9 Skip forward 1 msg * Return to Main Menu

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Online access to voicemail

Web access for voicemail is available at:- https://voicemail.telecoms.ox.ac.uk/ Web access to voicemail is available to either internal users, or users using VPN/remote access. To log in, you will need your extension number and voicemail PIN.

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Voicemail notifications

Log on to the voicemail web access at: https://voicemail.telecoms.ox.ac.uk/ In the Mailbox Configuration section, edit the email to get notifications sent via email. If you want a sound file attachment of your email, please request this using this page: http://www.oucs.ox.ac.uk/telecom/voicemail/vmrequest.xml Edit the SMS section to be in the format mobilenumber@oxsms.co.uk to get voicemail notifications sent via text. To log into voicemail using your SSO, go to : https://my.telecoms.ox.ac.uk

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Getting help with voicemail

  By Telephone — Ring 14999 for the voicemail help line.   On the Web   — http:/www.oucs.ox.ac.uk/telecom/voicemail

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VoIP phones (Cisco)

  There is a large selection of Cisco phones with different features and setups. To find information about your particular type of phone, please visit www.oucs.ox.ac.uk/telecom/voip

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Webex

  WebEx is a web conferencing service that gives participants the tools to seamlessly collaborate and share information. With WebEx, you can share presentations, applications and your entire desktop with colleagues from around the world. For more information email webex@ox.ac.uk or browse the webpages at www.oucs.ox.ac.uk/webex

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What is my telephone number?

  Dial 10888. You will hear an automated message informing you of your telephone number and also whether it is on the ‘regular’ or analogue system or on the new VoIP system.

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