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Skype for Business Phone User Guide

Skype for Business Phone User Guide

Owned by Lance Chase
Last updated: Sept 25, 2024 by Lance Chase
5 min read

This article only applies to users with a Skype for Business phone extension. Skype for Business phone extensions start with the number 4.

Search for a user name

  1. In Skype for Business, click the contact button or the dial pad button and type the user's name into the search bar.


  2. Right-click the user's name, point to Call, and then choose the option you want to use to call them.

Call using the dial pad (External Contacts)

  1. Click the dial pad button, dial the number, and click the Call button. You can treat this dial pad like a regular phone.
    This is how you would call contacts outside UW. Note that you do not need to dial 6 before the number to make external calls.

To access your voicemail from Skype for Business

  1. Click the dial pad button.

  2. Click the voicemail icon.

  3. Choose Call Voicemail and it will call and connect to your voicemail.

**IMPORTANT** This option is only applicable to individuals whose roles DO NOT require calling students.

If you wish to use your personal cell phone to make/receive calls, you need to add the Skype for Business app to your phone.

If you wish to install Skype for Business on your personal laptop:

Set up a Delegate

Before you can forward your calls to a different number, you need to set up a delegate.

Your delegate MUST also have a Skype for Business extension or this won't work.

  1. At the top of the Skype for Business main window, click the Options  button.

     

  2. In the window that opens, choose Call Forwarding and then click Edit my delegate members.

     

     

  3. Click Add and then type the same of the person who will be your delegate. Select that person and click OK.

Congratulations!, You now have a delegate.

Turn Call Forwarding on or off

You can turn Call Forwarding on or off a couple of ways.

Option 1: The Options button

  1. At the top of the Skype for Business main window, click the down-arrow next to the Options  button.

     

  2. Select Tools > Call Forwarding Settings.

     

     

  3. Select Forward my calls to and then choose an option from the drop-down menu. If you choose My Delegates, it will forward your calls to the delegate(s) you set up in the section above.

     

  4. To turn off Call Forwarding, select Turn Off Call Forwarding.

Option 2: The Call Forwarding button

  1. At the bottom of the Skype for Business main window, click the Call Forwarding button.

     

  2. Select Forward my calls to and then choose an option from the drop-down menu. If you choose My Delegates, it will forward your calls to the delegate(s) you set up in the section above.

     

  3. To turn off Call Forwarding, select Turn Off Call Forwarding.

If you need to block incoming calls while doing a call, you will have to set your status to Do Not Disturb. Notice that you would need to change the status back to Available once you are finished with your call and would like to receive new ones.

 

Consult, don’t Transfer

When you are in a call and wish to move the call to another number, it is MUCH better to use the Consult button rather than the Transfer button.

  • Transfer does an unannounced (blind) transfer and sends the call automatically to the new number and disconnects you from the original call without allowing you to confirm the connection was made or speak with the person receiving the transfer.

  • Consult allows you to listen as the new number is dialed to hear if someone picks up. If they don’t, you can easily resume the original call with the caller.

Procedure for using Consult

When you are done speaking with a caller and are ready to move the call to someone else, you would do the following:

  1. Select the Call Control icon, which is in the bottom-right corner of the call window.

    image-20240925-194752.png

  2. Select the Consult button on the Call Control window.  The original call will automatically be placed on hold.

  3. In the Consult Before Transferring window that opens, enter the phone number or extension to which you wish to move the call in the search bar.

  4. Select the number (not the person) and click the Consult button at the bottom-right.

    image-20240925-195301.png

  5. Select the blue telephone icon to speak directly to the new person to which you are transferring the call before actually transferring the call. The original caller will not be able to hear this conversation.

    image-20240925-201219.png

    1. If the call connects and the new person picks up:

      • Announce that you are transferring a call to them and provide any details they need to know about the call.

      • Click the blue down arrow next to the blue telephone icon at the top-right of the consult window and select the number to transfer the call.  The call will automatically be transferred.

    2. If the call doesn’t connect, click the Back to Call button to return to the call on hold and provide alternative options to the caller (e.g., call directly at extension #####, try again later, etc.).

  6. Once the call has successfully been moved, a new window will open indicating the transfer is complete. Click OK to close the window.

Overall, it takes a few seconds for a call to be transferred. It is crucial to make sure the call transferred is completed, before returning to other calls on hold.