Accessing, Modifying, and Downloading the Campus Phone Directory
This article covers how Department IT Coordinators (DITCs) can access, modify, and download the Campus Phone Directory. Deans and Vice Presidents also have access to this system.
Any issues in accessing this system should be referred to [email protected].
1. Log in to the IT Service Request Forms and access Account Management.
2. Select Phone Directory.
What do you want to do?
1. Choose Organizational Section in the Phone Directory section.
2. Use the drop-down menu to select the department whose employee information you wish to view/modify.
You will only see departments that you are authorized to view. Contact [email protected] if you do not see a department that you should be authorized to view.
3. Click on the green arrow icons to adjust the alignment of the titles on the left. Click on the blue arrow icons to move an employee row up or down.
- Click on the green arrow icons to adjust the alignment of the titles on the left. This allows you to denote the hierarchy of a department.
- Click on the blue arrow icons to move an employee row up or down. This allows you to denote the hierarchy of employees.
4. To change a single employee's information, click Request Change next to the employee.
5. This takes you to the Modify Computer/Email Account. Primarily, you can change Personal Title for PDF Phone Directory or add/remove the Management checkbox, but you can make any other applicable changes. After making your changes, click Continue.
Remember that the information on this screen MUST match the employee's People Directory position information. If you change the employee's department but they do not have a matching People Directory position in that department, you will likely get an error.
Need to change an employee's phone number or office location? View How Do I Fix an Employee's Outlook Entry?.
View Modifying an Email Account for more information.
6. Review the information and then click Submit.
7. You will see a confirmation that your request has been submitted. You will also get email confirmation of your request.
Requested changes will not show in the campus phone directory until they have been completed.
The Services/Centers section contains departmental directory information. In addition to Department information, there are listings for campus services, centers, and cross-listings (e.g., there are listings for College of Education and Education, College of).
1. Choose Services/Centers in the Phone Directory section.
What do you want to do?
1. Enter the name of the service/center that you want to view/modify. Then click Search.
Note that you need to put the exact name of the service/center; there is no partial matching with this search.
2. The listing appears in the search results. Click Modify to change information about the service/center.
3. You are now viewing the complete listing. If needed, you can update any of the fields on this page. Then click Continue.
Note that changing the service/center's phone number or location will NOT result in any changes to the Zoom Phone app or desktop phones. Please submit a Phone Modifications Request to change a service/center's phone number or a Schedule a Move Request to move a phone.
- Enter the service/center's updated Name.
- Enter the service/center's updated Phone Number.
- Use the drop-down menu to select a different Department to associate with this service/center.
- Enter the service/center's updated Location.
- Enter the service/center's updated Email address.
- Enter the service/center's updated Website.
- Use the drop-down menu to select a different parent Service/Center to associate with this service/center. Depending on the hierarchy of your division, this may be your Division, College, Master Department, or other parent service/center.
- Use the drop-down menu to select a different Department for which this service/center will be used as contact information.
- Then click Continue.
4. Review the information and then click Submit.
5. You are taken back to the Services/Centers screen. The change(s) you requested have automatically been made.
Use the My Services button to view all of the services/centers that are associated with the department ID(s) that you have access to as a Department IT Coordinator (DITC).
1. Click My Services to view all of the services/centers you have access to.
2. All of the services/centers that you have access to appear. Click Modify to change information about a service/center.
Contact [email protected] if you do not see all of the services/centers that you expect to see.
3. You are now viewing the complete listing. If needed, you can update any of the fields on this page. Then click Continue.
Note that changing the service/center's phone number or location will NOT result in any changes to the Zoom Phone app or desktop phones. Please submit a Phone Modifications Request to change a service/center's phone number or a Schedule a Move Request to move a phone.
- Enter the service/center's updated Name.
- Enter the service/center's updated Phone Number.
- Use the drop-down menu to select a different Department to associate with this service/center.
- Enter the service/center's updated Location.
- Enter the service/center's updated Email address.
- Enter the service/center's updated Website.
- Use the drop-down menu to select a different parent Service/Center to associate with this service/center. Depending on the hierarchy of your division, this may be your Division, College, Master Department, or other parent service/center.
- Use the drop-down menu to select a different Department for which this service/center will be used as contact information.
- Then click Continue.
4. Review the information and then click Submit.
5. You are taken back to the Services/Centers screen. The change(s) you requested have automatically been made.
You can create a new service/center to add a new listing to the campus telephone directory.
Before creating a new listing, be sure to check that the listing does not already exist or that an existing listing does not just need to be updated. View a service/center by name or view all of your listings.
1. Click New to create a new service/center listing.
2. Add the information for the new service/center listing. Then click Continue.
Need to request a phone or email account for your service/center?
- Enter the service/center's Name.
- Enter the service/center's Phone Number.
- Enter the service/center's Fax Number (optional).
- Use the drop-down menu to select a Department to associate with this service/center.
- Enter the service/center's Location (optional).
- Enter the service/center's Email address (optional)
- Enter the service/center's Website (optional)
- Use the drop-down menu to select a parent Service/Center to associate with this service/center. Depending on the hierarchy of your division, this may be your Division, College, Master Department, or other parent service/center.
- Use the drop-down menu to select a Department for which this service/center will be used as contact information (optional).
- Then click Continue.
3. Review the information and then click Submit.
4. You are taken back to the Services/Centers screen and you are viewing the new listing you just created.
If a service/center listing is no longer needed, you can delete it from the campus telephone directory.
Note that this is only deleting a listing in the campus telephone directory; your Zoom Phone extensions will not be modified.
1. Enter the name of the service/center that you want to delete. Then click Search.
Note that you need to put the exact name of the service/center; there is no partial matching with this search.
You can also click My Services to view all of your services/centers.
2. The listing appears in the search results. Click Delete to change information about the service/center.
3. A pop-up window will appear. Click OK to confirm you want to delete the service/center listing.
4. The listing is removed immediately. You're done!
Users may download a copy of the complete campus phone directory, just the organizational section, or just the services/centers section.
Note that these PDFs are generated as soon as you click on the PDF link, so some PDFs may take a few minutes to generate.
What do you want to download?
1. Choose Organizational Section in the Phone Directory section.
2. Click on Organizational Section PDF.
3. Depending on your browser's settings, the PDF may open in the browser or be downloaded to your Downloads folder. If it is downloaded, you can click on it in your browser downloads or double click on the file in your Downloads folder.
3.1. If it opens in your web browser, click on the folder icon to download it to your computer.
1. Choose Services/Centers in the Phone Directory section.
2. Click on Services/Centers PDF.
3. Depending on your browser's settings, the PDF may open in the browser or be downloaded to your Downloads folder. If it is downloaded, you can click on it in your browser downloads or double click on the file in your Downloads folder.
3.1. If it opens in your web browser, click on the folder icon to download it to your computer.
1. Choose Organizational Section in the Phone Directory section.
2. Click on Telephone Directory PDF.
Please note that it may take several minutes for the PDF to be generated.
3. Depending on your browser's settings, the PDF may open in the browser or be downloaded to your Downloads folder. If it is downloaded, you can click on it in your browser downloads or double click on the file in your Downloads folder.
3.1. If it opens in your web browser, click on the folder icon to download it to your computer.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777.