Phone Calls

Using Microsoft Teams to Communicate

Need to reach out to someone at NIU? Microsoft Teams is your best option. Through its software, you can:

  • Make voice calls
  • Video chat
  • Instant message a co-worker
  • Share your screen with another user

How-to Instructions for Campus Phones

If you're working remotely or using your benefits time, you should set up a Temporary Absence Greeting to let people know.

Set Up
  1. Call 815-753-7300 and log in.
  2. Press 82 for greeting.
  3. Press 3 for Temporary Absence Greeting (TAG).
  4. Press 5 to record the TAG.
  5. Press # to end the recording.
  6. Press 9 to set the expiration date and time (optional).
  7. Press 4 to exit the greeting.
  8. Press 83 to logoff.
Delete
  1. Call 815-753-7300 and log in.
  2. Press 82 for greeting.
  3. Press 3 for TAG.
  4. Press 76 to delete the TAG. Your regular greeting is restored.

Call 815-753-7300 to log in and use CallPilot features.

Playing Messages
  • Press # to pause, 2 to continue.
  • Press 1 to skip backward 5 seconds.
  • Press 2 to skip envelope information.
  • Press 3 to skip forward 5 seconds.
  • Press 4 for previous message.
  • Press 6 for next message.
Delete or Restore Messages
  • Dial 76.

Forwarding calls will incur charges to the university and should be used only when necessary for university operations. Call forwarding is most appropriate with 815-753-**** published numbers and are the primary method of communicating with the following:

  • Students
  • Parents
  • Vendors
  • Customers
  • Other external parties

To request call forwarding from your 815-753-**** number, follow these steps:

  1. Log into https://it.niu.edu.
  2. Select Make a Request.
  3. Under Service Catalog, select Submit a Generic Request.
  4. In the Detailed Description box, enter the following message: "I am requesting call forwarding for my NIU number 815-753-**** to my remote number 123-456-7890."
  5. You'll receive a confirmation email of your request. You'll also receive an email when the request has been fulfilled.

If you currently have Simultaneous Ring (SimRing) enabled, you do not need to forward your calls.

If you are concerned about giving students or other third parties access to your home or personal cellular phone number, a secondary (Google Voice) phone number protects your privacy.

Learn more about how to set up a Google Voice phone number. If you need assistance, please contact your local IT support.

The phone switch on campus supports a technology called Automatic Call Distribution (ACD). This is typically used in call centers where calls into a single phone number can be distributed among many other phones connected to the same phone system. Unfortunately, our phone system cannot distribute these calls to external phone numbers or external devices.

For offices that use ACD groups, please craft a voice message that states how a new caller can reach your area either at a remote number or use an alternative communication method such as email to the department's resource mailbox or individually. If you have a menu on the front end, see additional instructions below.

Example voice message:

Hello, you have reached the Office of Admissions. Due to COVID-19 precautions, our office personnel have begun working remotely. To get assistance please use one of the following:

  • Call xxx-xxx-xxxx.
  • Send a text message to xxx-xxx-xxxx.
  • Please email [alias]@niu.edu with your question and contact information.
Front End Menu Instructions

This pertains to both ACD and regular press-off menus.

To craft a blanket COVID-19 message for your voice menu stating current department operations and possibly directing to a resource email**:

  1. Dial into voice menu application 815-753-1808 with application number and password.
  2. Change the block that contains the main greeting using the example voice message above or your own.

**This message will not forward to a voicemail. If you have questions or need further assistance, please use the IT Service Portal.

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