Contacts and Directory

 

Overview of Directory and Contacts

The Chorus directory can be used to search for telephone numbers across the university. It provides a flexible way to search, e.g. by full name, part name or even by initials. Once a telephone number has been located in the directory, the call can be easily placed – no need to redial it manually.

Frequently used numbers can be added into the contacts list for ease of access. These can either be university numbers or external numbers. Again, the contact list can be used to place a call without having to redial it manually.

Contacts can be organised into groups, and this also allows a quick way to communicate with different teams.

Entries in both the directory and the contacts list can also be used with additional communication options, such as starting a chat session.

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Finding the Directory and Contacts

The directory and contacts pane is on the right-hand side of the web portal:

  

1 –Directory search box

2 – Contacts pane

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Minimise / maximise the directory and contacts pane

To display / hide the directory and contacts pane, use the maximise / minimise buttons:

  

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Searching the Directory

To search the directory for a contact, type the contact’s name or initials (see below) into the search box and press Enter.

  

You can enter the full name, part of a name, or even just initials. 

It is not possible to search by company or department fields.

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Clearing search results from the directory

To clear the results of a directory search (to return to the contacts list):

1. Click the ‘x’ to the right of the search box:

 

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Calling a number from the directory

To place a call to a number in the directory, hover over the name until the Call and Communication options appear:

  

Click the Call Button  to place a call to the contact using your Preferred Device.

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Other communication options

1. Hover over the contact entry to make the Call and Communication options appear.

  

2. Click the Communication Options button to display the Communication Options menu.

  

3. From here you can:

       a) Call Work Phone: Place a call to the contact using your Preferred Device.

       b) E-mail Work: Use Outlook to generate a New Email to the contact.

       c) Chat: Send an Instant Message to the contact.

       d) Start Web Collaboration: Start a Web Collaboration with the contact.

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Adding a Contact from the Directory

If you are communicating with a contact regularly you may want to add that contact to your Contact Pane so that you don’t have to search for them each every time.

To add a contact from the directory:

1. Click on their name in the directory. This will display their full details.

        

2. Click the Add to contacts button (above). The contact will be added to your contact pane.

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Adding an External Contact (Not in Directory)

To create a contact from an external number:

1. Click the button that appears in the top right-hand corner of the Contacts Pane.

     

2. Enter the relevant details into the resulting form and click Save at the top of the form.

     

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Adding a Contact from Call History / Voicemail

Contacts can also be created from an entry in the Call History / Voicemail. To do this:

1. Click on the name in the Call History or Voicemail list.
    Note: The name for unrecognised (non university) numbers will show as ‘Unknown’.

  • For recognised (university numbers), click on Add to Contacts.

OR

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Deleting contacts

1. Click the  pencil icon in the top right-hand corner of the Contacts Pane. This will make an ‘x’ appear next to each of the contact entries.

2. Click on the ‘x’ to delete the relevant contact.

Creating a Contact Group

1. Click on All Contacts to display the Groups drop-down menu.

2. Click on + New Group.

3. In the resulting text box, type the required name of the group.

4. Press Enter to add the new group.

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Adding /Removing Contacts to/from a Group

To add a contact to a Group:

1. Click on their name to display their full details. In the Group section, the names of the groups you have created will appear in grey.

2. Click on the name of the group you wish to add them to.

     

3. The group name will turn green to indicate that the contact is a member of that group. 

4. To remove the contact from the group, click on the group name. The group name will turn grey to indicate that the contact is not a member of that group.

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Filtering Contacts by Group

To see only the contacts in a particular group:

1. Click on All Contacts.

2. Select the group name by which you wish to filter from the drop-down menu.

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Deleting a Contact Group

To delete a Contact Group:

1. Filter by that group (see Filtering Contacts by Group).

2. Click the Pencil Icon that appears to the right of the group name.

     

3. Click the ‘x’ that appears to the right of the group name. The group will be deleted.

     

NB. Deleting a group will not delete the contacts from the contact list.

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Calling a group and other group communication options

To call all the members of a group:

1. Filter by that group (see Filtering Contacts by Group).

2. Hover over the group name make the Call and Communication options appear:

  

3. Click on the Call Button  to place a call to all members of the group (see Dialling multiple people / Ad hoc conference for more information on dialling multiple people).

4. Click the   Communication Options button to display the Communication Options menu.

    

5. From here you can:

    a) Call group: Place a call all members of the group.

    b) E-mail Group: Use Outlook to generate a new email to all members of the group.

    c) Chat with group: Send an Instant Message to all members of the group.

    d) Start Web Collaboration: Start a Web Collaboration all members of the group.

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Written by IT Services. Latest revision 10 February 2017