Email & Phone

All currently active employees of York University have a centrally supported yorku.ca email account as a requirement from HR to view pay stubs and other HR documents. To access your email and Microsoft 365 account, you must keep the active status as a Staff or Faculty.

Faculty and Staff are provided with telecommunication services. If you need additional help, please email telecomm@yorku.ca.

Submit a Service Request

Overview:

All currently active employees of York University have a centrally supported yorku.ca email account as a requirement from HR to view pay stubs and other HR documents. Faculty and Staff use Microsoft Outlook which also includes calendars, task management and instant messaging.

**Please note Faculty members may also be provided with a separate account for course work or research.

When a non-academic staff person, or contract academic employee of the university is no longer here, the email account will be disabled in accordance with established employment unit rules.

How do I access it?

To download Outlook please follow the instructions he r e>>

Faculty- Supported Email Accounts

Please contact your faculty helpdesk for assistance with Faculty-specific email accounts

Schulich Email - ends in @schulich.yorku.ca
Osgoode Email - ends in @osgoode.yorku.ca
Faculty of Education Email - ends in @edu.yorku.ca

Click here for Email FAQs

Overview:

ListServs are electronic mailing lists to which members of the York community can subscribe for the purpose of exchanging ideas, information and broadcast bulletins. As an option, archives of messages sent to a list can be stored and made accessible on the Web.

How do I access it?

Fill out and submit the LISTSERV Creation Request Form.

You will need your your Passport York username and password.

Quick Start for list owners>>

Quick Start for List subscribers>>

ListServs can be posted by "public" or "private" owners.
"Public" allows non-members to post information to ListServ, "private" is restricted to the members who have subscribed to a particular ListServ "owner" allows only owners of ListServ to post.
The maximum size for an incoming or outgoing message must not exceed 10MB.Some email attachments sent to ListServ may be stripped or renamed for security reasons.
By default, ListServs are restricted to a maximum of 50 postings per day.

Click here for ListServ FAQs

Overview

York University cellular service is provided by Rogers Communications.

Please note that all equipment and accessories purchased through a PER are the property of York University and considered a university asset as per Finance documentation and PER guidelines. They can be returned in person>>

How do I get help?

If you have questions or concerns email cellular@yorku.ca

Click here for Cellphone Service FAQs

Overview:

The York Computing Telecommunications unit provides telephone services to York University campuses and some external groups that are affiliated with York University.

How do I access it?

To request this service please contact your department Telecom Designate.
A York budget number is required to initiate telephone service.

Services:

The University telephone system is an integrated communications system that is capable of switching both voice and data transmissions. The many features of this system allow easy communication within the University.

Security Control Centre (SCC)
Directory Assistance
Internal Calls (York and Glendon)
Outgoing Calls
In-coming Calls
Direct-In-Dial Lines vs. Extension Numbers
Meet Me Conference Calls

Security Control Centre (SCC)
CAMPUS EMERGENCIES
The role of Security Services Campus Patrol section is to respond to urgent security matters on campus, and to assist public emergency agencies in responding to 911 calls at the University.

For Police, Fire & Ambulance
In a life-threatening situation, call 911 or 9-911 directly for police, fire or ambulance. Then Call Security Services at extension 33333 or call (416) 736-5333.

Public emergency agencies responding to 911 calls are met by Security Services campus patrol personnel and escorted directly to the location of the emergency. This practice ensures that valuable time is not lost searching for a campus location.

Directory Assistance
To reach the York University switchboard operators dial 0 at the York and Glendon campuses.

For an external number that is not listed in the TELUS White Pages, call Directory Assistance by dialing 9 followed by 411. A charge of $1.50 plus tax applies for each listed number that is requested.

Phone and Email Directory

Internal Calls (York campuses)
Listen for dial-tone, then dial the five-digit local number to reach any phone at York or Glendon.

Outgoing Calls
Listen for dial-tone, dial 9, then dial the appropriate ten-digit number. The dial-tone will continue after 9 has been dialed. No pause is necessary.

In-Coming Calls
When leaving word for someone off campus to call you, leave your departmental direct-in-dial (DID) number along with your own personal extension number. If your department does not have a DID, leave the main switchboard number (416) 736-2100 and your five digit extension number.

Direct-in-Dial Lines vs. Extension Numbers
A direct-in-dial line is a 7 digit telephone number that bypasses the main University switchboard. A caller can reach an individual or department directly by dialing such a number.

A direct line can also be a 5 digit extension number. For Keele campus dial 5 plus the last four digits in the phone number. For Glendon campus dial 6 plus the last four digits in the phone number.

Direct lines at the York Campus begin with (416)-736-5xxx or (416)-650-8xxx (with the exception of the main number which is (416) 736-2100). Direct lines at Glendon begin with (416) 487-6xxx.

An extension number is a 5 digit internal number. These numbers cannot be directly dialed from off campus. External callers must dial the main University number (416)-736-2100, or the departmental direct line, and request to be transferred to the appropriate extension number.

Meet Me Conference Calls

Meet Me Conference is a service available to York faculty and staff, allowing individuals to participate in a conference call at the same time. A $15.00 service charge will apply for each conference session. It will be the responsibility of the requestor to set up and supervise the conference call. The following are the instructions for arranging and managing the conference session.

To arrange a Meet Me conference call contact Telecommunications at telecomm@yorku.ca at least 48 hours ahead of time, providing the following:

Contact name of the person who will be supervising the conference call
Telephone number
Email address
Budget number
Date, start and end times

Please Note: Your budget will be billed for any collect calls that you accept during the conference call.

Operator Assisted Calls and Calling Cards
Restricted Telephone Lines
Cost Recording and Charging Procedures

Operator-Assisted Calls

Collect Calls	Dial 9 + 0 + area code + number. When the Operator comes on the line, say "Collect" and give your name.
Calls billed to a third number	Dial 9 + 0 + area code + number. When the Operator comes on the line, say "Bill to ...." and give the area code and number to be billed.

Operator assisted rates apply on all the above calls. These rates are higher than on direct-dial calls.

Directory Assistance for other cities may be reached by dialing 9 + 0 + area code and 555-1212. There is a $1.50 plus tax charge for this service.

Restricted Telephone Lines

Many telephones are restricted from making long distance and Directory Assistance (411) calls. Some telephones are limited to internal calls only. These phones are located in various departments, undergraduate residences, guest suites, etc.

The York University Switchboard operators are not authorized to extend long distance calls from these telephones. Long distance calls may be made from pay telephones located in most buildings on campus.

Cost Recording and Charging Procedures

Directly-dialed personal long distance calls should not be made from or charged to York University telephone numbers. Charges can be transferred to your home telephone number or they can be placed collect.

Each department's budget will be debited by the Chief Accountant for all long distance calls charged to its local numbers. It is the department's responsibility to maintain a record of all long distance calls (through the departmental designate), to reconcile this against the long distance statement each month and to collect charges for any personal long distance calls that may have been inadvertently billed to the department's local numbers.

Research grant long distance charges must be billed against the grant, not against the departmental budget.

Please note that 13% HST is applied to all long distance charges.

Tariffs
Service Charges
Meet Me Conference Calls
Headsets
Data Cable and Fiber
Vandalism / Thefts
Bill Lookup (via eReports)

Tariffs

Service	Monthly Charge
Analog Line (Fax/Alarm)	$ 44.15
VoIP single line telephone	$ 38.50
VoIP multi line telephone	$124.20
E911 charge on all telephone/lines	$ 0.25
DID (Direct in dial number)	$ 7.00
Voicemail Service	$ 9.00
Call Centre Solution	Call for design consultation
Call processing-entry point	$ 78.80
Call processing-each additional step	$ 26.25

Service Charges

Installation and relocation of telephone/fax/alarm service

With existing jack/cable	$72.90
New jack/cable required	Call for pricing
Software charges
Installation of voice mail	$37.00
Telephone software changes (per extension)	$18.50
Installation of Call processing application	$72.90
Name changes, password resets, disconnection	No Charge
Telephone training	$72.90
Design consultation	No Charge
Note: An administration charge of $18.50 applies to all orders

Meet Me Conference Calls

Per session
(Excludes any collect calls accepted)

$15.00

Head Sets

Call for pricing.

Data Cable and Fiber

Category VI wiring installation	Call for pricing
Fiber installation	Call for pricing
Data Jack conversion	$25.00
Note: An administration charge of $18.50 applies to all orders

Vandalism and Thefts

Department/user is responsible for replacement costs (price to be determined)
PLUS service charge	$72.90
PLUS administration charge	$18.50

Bill Lookup allows administrative offices to view their telephone bills online. This application is restricted to authorized personnel only and requires your Passport York username and password.

Bill Lookup can be accessed https://www.yorku.ca/uit/faculty-and-staff-services/data-and-reporting-services/#ereports

Help Line (Voice Problems) 44357
Design
Voicemail
Long Distance
Calling Cards
Service Order Process
Telephone Training

Help Line
Call extension 44357 - for voice problems for all York Campuses. This line is answered by a telephone designer from 8:30 a.m. to 4:30 p.m. Monday - Friday. After 4:30 p.m. these calls will be answered by the Voicemail system.

Design
Questions relating to upgrades, relocations, advice on system design, or tariffs for voice or data email telecomm@yorku.ca.

Voicemail
Questions regarding voicemail design, applications or installation procedures email telecomm@yorku.ca

Long Distance
Questions regarding long distance access, costs and investigations email telecomm@yorku.ca.

Calling Cards
Long Distance Calling Cards can be obtained by email to telecomm@yorku.ca. Your request should contain your budget number and extension number for billing purposes.

If you leave the University and do not plan to return, please return the calling card to your department for cancellation.

Service Order Process
Requests for moves, additions, changes or deletions to Telecommunications equipment or software must be directed to the person in your department who is the authorized Telephone Designate. Your designate is knowledgeable about the features of the system and how they relate to your department's system design. The designate will forward a Telecommunications request via email to telecomm@yorku.ca.If you are the Telephone Designate for your department or Project Manager, service orders with less than ten voice/data cables, phone moves and/or the addition of new services require seven business days notice. For service requests requiring more than ten voice/data cables, phone moves and/or the addition of new services Telecom requires a minimum of 15 business days notice but may require greater lead time depending on the requirements of the request. Please contact Telecom directly to discuss scheduling.

Telephone Training
For telephone feature and voicemail training, please email telecomm@yorku.ca.

Click here for Desk Phone Service FAQs

Overview:

OpenText Unified Messaging platform simplifies your communication experience by combining all messaging on one viewable device (PC and/or mobile).

What does the service provide:

Telephone User Interface (TUI)
Notify users of new voicemails via email. This email will include a transcription of the message using new text-to-speech capabilities and an attached .wav file of the voice message.
Provide a web interface that allows users to view messages, modify mailbox settings, record greetings, set notification settings and training resources.
Send notifications to an external phone number

What does the service change?

Your mailbox number will not change; however, it is a new system and your current settings will not be transferred over. You will have to set up your new mailbox. Follow these instructions to set up your new voicemail.
Access numbers from your desk phone and from outside of the office will remain as 55111 and (416)736-5111

Why are we changing the service?

The University’s current voicemail system will no longer be supported, making it necessary to upgrade. Upgrading to a new Unified Messaging platform will also give the community new and enhanced tools to communicate seamlessly with more flexible mobile options.

How do I access it?

To use the Web PhoneManager, see the following instructions (PDF).
To set up the mobile application, see the following instructions (PDF).
To set up email notifications, see the following instructions (PDF).
Immediate Notification is a feature that allows you to receive notifications of voicemail activity on up to 9 operate mobile phones. To set up immediate notifications, see the following instructions (PDF).

Overview:

The Web Phone Manager is an online voicemail software that allows you to listen to your voicemail from anywhere!

How do I access it?

When you access the Web Phone Manager, you will be prompted to type in your username and a security code:

Username: Your 5-digit extension

Security Code: Your voicemail pin.

Web Phone Manager>>

Go to https://webum.uit.yorku.ca/wpm/

Under Username, type your extension, and under Security Code, type in your Voicemail security code, then click Login, as you can see on the screenshot below:

3.Under Inbox tab, you will be able to access all your messages:

4.If you wish to setup your email address to receive notifications with attachments of incoming voicemails, you can do so by clicking on Notification settings on the left side, as you can see below:

5.On Notification Settings, select the E-Mail tab, enter your email address, checkmark Enable Simple UM Notification and Include WAV Attachment, then click Ok:

6. You are now all set to receive email notifications with Voicemail attachments to your specified email address.

Click here for Web Phone Manager FAQs

Frequently Asked Questions

Microsoft Outlook FAQs

100 GB.

Click here for instructions on accessing your email archive.

If you're looking to view emails older than two years in your mailbox, you'll need to enable Cached Exchange Mode in Outlook. This feature stores a copy of your mailbox on your computer, making it easier to access older emails without requiring a constant connection to the server.

Important: Cached Exchange Mode is only available for Outlook on Windows desktop clients. If you're using another platform, such as macOS or webmail, this option won't be available. For detailed instructions on enabling Cached Exchange Mode, visit Microsoft's guide.

Instructions>>

A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to Outlook.

The table below explains the differences between Primary and Secondary accounts:

*Account Features*	Primary Account (Personal Email)	Secondary Account (Shared Mailbox)
Login directly to M365	Yes (Passport York authenticated)	No (users with permissions can access the shared mail via their personal account. Must be on M365)
Mailbox size	100 GB	50 GB
Archive mail (no quota)	Yes	No
Granting access	User can delegate access to other users	User must submit a ticket requesting access
Delegation features	Users can provide folder-level access, and granular calendar access (view/edit access)	Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars
Send As / Send on Behalf of	Yes	Yes
Auto-reply	Can be set by primary users	Can be set by primary users through the Outlook Web App
Forwarding	Yes	Yes
Group membership	Can be added as a member to all group types	Can be added as a member of a distribution list but not a security group
Accessible via Mobile Client	Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached	Can be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impact	Yes. If multiple accounts are configured, may become temporarily unstable	Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from account	By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder	By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder
IMAP access	Yes	No
Account Type	Requires a PY account associated with the owner	A secondary account is generally used by a department or for a course
Granted York Services	Yes	Central Web and Shared Mailbox services only

How to access it?

If you have already requested access to a shared mailbox, you can view it by following these steps:

Windows Desktop: Open and use a shared mailbox using the Windows Outlook desktop client, click here!
Mac Desktop: Open and use a shared mailbox using the Mac Outlook desktop client, click here!
Web: Open and use a shared mailbox using the Outlook web client, click here!
Mobile: Open and use a shared mailbox using the Outlook mobile app, click here!

Requesting Access

To add or remove users to or from a shared mailbox, the owner must submit a request to add/remove users to askit@yorku.ca. The request must include the Passport York username of each user being added/removed.

Instructions>>

ListServe FAQs

A message must not exceed 10MB.

By default ListServs are restricted to a maximum of 50 postings per day.

Cell Phone Service FAQs

The cost of The cost of new device is a one-time only charge applied to your Rogers invoice. Accessories ordered will also be charged on your Rogers invoice.

You can keep your existing device and phone number. Contact cellular@yorku.ca to arrange for a new Rogers SIM card to be swapped into the phone.

*Roam Like Home

USA $12.00 per day
International $20.00 per day
While roaming voice, data and texting is taken from the domestic plan.

To find a destination covered by Roam Like Home, please click on the following link:
https://www.rogers.com/consumer/wireless/travel?ipn=1
(The Rogers.com link above is for locating destinations covered by RLH. These rates are not reflective in accordance with the VOR pricing)

To ensure a connection is not made to avoid roaming charges, your device needs to be in Airplane Mode.

The attached document outlines Rogers roaming charges for the US and International travel. Be advised it is subject to change.

Rogers Roaming Charges US and International (pdf)

*Confirm, with USC – Client Services, (cellular@yorku.ca) prior to travelling that your destination includes Roam Like Home, as there are exceptions.

USC - Client Services, will not be responsible for charges that you incur while travelling.

To set up Outlook 365 on your mobile device refer to the following setup links: Android, Apple iOS

Devices that are no longer under a university cellular contract are considered surplus and—in compliance with the university surplus asset policy—shall be returned to USC, Client Services for disposal or redeployment.

Desk Phone FAQs

If you have a York extension number with voicemail service, you have UM. See the instructions tab to set up your notifications and mobile application. For fax service, please call email telecomm@yorku.ca.

If you do not have a York extension and voicemail service, please contact your Department Telecom Designate. Click here to find your Designate. When clicked here, link to: https://designates.apps06.yorku.ca/

If you are having trouble with your UM services, please call email telecomm@yorku.ca

XMedius XM Connect Unified Messaging platform is an industry-leading service that integrates the University’s voicemail with cloud technology, making voicemail accessible via web and mobile applications.

UM is available to all voicemail system users, however if you do not wish to integrate the voicemail system with any of the available applications you do not have to. Simply use the voicemail system via the telephone interface, dialing 55111 to reach your mailbox from your desk phone or calling 416-736-5111 from an outside line.

Web Phone Manager FAQs

Please contact us>>

Please contact the IT help desk by phone, email, or visit us during our hours of operation.

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