University telephony system upgrade 

What is a needs assessment?

A telephony needs assessment is a survey in which each unit specifies its telephony requirements, including additional lines, headsets, wall mounts, physical telephones and any other special requirements.

Will I still be able to use my physical phone?

Cisco physical phones will stop working once you've migrated to Teams telephony. We will recover these phones over the course of the year.

I'd still like to have a physical phone. How can I get one? Is there a charge?

Talk to your manager about your specific requirements at the time of the needs assessment. Unless you've been assigned a physical phone as a result of the needs assessment, you'll automatically be switched to a Teams softphone. If you still wish to have a physical phone, but have not been authorized to do so, it will still be possible to obtain one. There will be a charge for this, which your department, service or unit will have to pay for. Please speak to your manager.

When will the switchover to Teams phones take place?

We will begin the migration for each department or service in the spring of 2025. You will receive the necessary information and training before the transition begins.

Will I keep my telephone extension number?

Yes, you will keep the same extension number. If you do not currently have an extension number, you will not receive a Teams phone.

I don't have an extension; how do I get a Teams phone?

Anyone who doesn't have an extension and would like to use a Teams phone can request an extension using the current procedure.

Will I be able to call abroad?

If you can make calls abroad with your current phone, you'll also be able to do so with your Teams phone.

Will I be able to make calls outside the university and call people who use regular phones?

Yes.

I don't use Teams; I only use Zoom and e-mail. What will happen?

You'll still be able to use other communication tools, but if you want to make and receive calls and you currently have an extension number, you'll have to use Teams as your phone. 

I never use my phone. Do I have to switch to the new system?

If you don't currently use a phone, but have an extension number, you'll automatically have access to Teams telephony when you need it. If you don't have an extension, nothing will change for you unless you request an extension in the usual way.

Can I get my Teams phone sooner?

Yes, please contact the project team to join the pilot project waiting list.

I have a question about the accessibility of Teams phones. Where can I find out more?

See the information published by Microsoft on this subject.

I receive calls all day long; will Teams be able to handle this volume?

Yes, and we are providing training for heavy users.

I need a headset; how do I get one?

We'll carry out a needs assessment before the migration begins. Please ensure that this requirement is indicated in the assessment.

What about the phones in conference rooms and labs?

We'll assess whether these phones are still useful, and replace them with physical Teams phones where appropriate.

Are there any compatibility issues I need to take into account if I want to download Teams to my mobile device and use Teams telephony on it?

The system requirements for Teams telephony are the same as for Teams.

What happens if I receive a call when my computer is switched off?

The call will be transferred to any other device on which Teams is installed.

What happens if I receive a call while my computer is on, but the Teams application is not open?

If Teams is installed and you are signed in, even if the application is not open, the call will ring on your computer and a notification will pop up. Otherwise, the call will be transferred to your voicemail.

Will I be able to transfer a call from my computer to my mobile device while I'm on the phone if Teams is installed on both devices?

Yes.

What features will the new system offer (voicemail, speed dialing, etc.)?

Teams telephony will offer most of the features of the current system, as well as some new ones, such as call blocking and call recording and transcription.

I use a shared phone line. How will this be handled?

The technical team will assess the best option in each individual case, but everyone will have access to the telephone services they need.

What will happen to the fax machines?

The University's infrastructure is currently being upgraded to support analog lines, such as fax machines. Your fax machine will continue to work after the migration.

Where will my voice messages be stored?

On your OneDrive.