Computers, Software, and Telephones

Your Main Computer | Non-Standard Desktop Computers | Departmental Laptops
Computer Replacement and Disposal | Purchasing Hardware

Your Main Computer

The University has a contract with Hewlett Packard for the supply of standard Desktop PCs. There is one standard specification - see current HP standard PC specification for details.


PCs should be purchased from Hewlett Packard through IT Services.

Please email the Service Desk – – for guidance before placing an order for a new computer. In your email, you should provide the following information:

  • If the new PC is to replace an existing one, please tell us the number – eg CLSM-001234 – of the existing PC
  • Please tell us if the new PC is for a new member of staff/PhD student
  • If the new PC is for a new member of staff/PhD student, are they being allocated a desk that already has a PC on it?
    • If yes, please supply the number – eg CLSM-001234 – of the existing PC

The reason we ask you for this information is so that we can determine whether or not your new PC is to be funded by the University’s Technology Renewal Program (TRP). If it is, there will be no cost to you.

Setting up

Once you have submitted a purchase order for your new PC, we will install University standard software portfolio, including MS Office, email and calendaring, drivers for multi functional devices/printers, and anti-virus software. The software provided will depend upon your college or admin unit. See University standard software installations for details.

Our team will then contact you to discuss any additional software and hardware requirements you may have and to arrange a suitable time for delivery and installation of your new PC. We will deliver it to your office on the agreed date, and unpack, connect and test it for you.


If your existing PC needs to be rebuilt - eg to reinstall or upgrade your operating system, or version of MS Office - please email the Service Desk -

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Non-Standard Desktop Computers

Our hardware purchasing team can provide advice and guidance - email

Departmental Laptops

University laptop purchases are made within the framework of the National Desktop and Notebook Agreement (NDNA).

Standard models

Laptops are provided by HP - the 4 standard model specifications we recommend are listed below:


As all three standard models listed above are built to order, the lead time for us receiving your laptop(s) from HP can be up to 20 business days. Once we receive your laptop(s) from HP, a member of our installations team will be in touch to arrange final configuration and delivery. For non-standard models, it is best to give as much notice as you can - 3 months or more if possible.

For further information or queries regarding orders and purchasing, contact

Computer Replacement and Disposal

All main computers, are usually replaced at the end of the machine’s warranty period (ie PCs and Macs every 4 years, laptops every 3 years). You will be contacted when your computer is due to be replaced. We will uplift your old PC, remove files and arrange for disposal.

Purchasing Hardware

Your main staff computer is supplied via a central IT budget – see above. If you require additional resources for work, you can purchase these though our IT Service Desk - contact

If you require hardware to support any other devices (e.g. scientific instruments) or network connectivity, please contact the IT Service Desk ( for support – prior to purchasing. This allows us to ensure that the hardware and device will work safely in the University IT environment. Please also see the University’s Procurement Policy for guidance on purchasing. The Procurement Team will be able to help you with any related queries.

The University does not support the purchasing of personal resources.

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Standard Software Installations

We will setup your UoA PC with standard software, including email & calendaring, drivers for multi functional devices, and anti-virus software. The software provided will depend upon your college or admin unit. See University standard software installations for details.

Software Center

The Software Center allows you to install a small portfolio of software applications for which the University holds a site licence onto your network PC or laptop - no admin privileges required, simply install at your own convenience.

To see what’s currently available, from your PC’s Start Menu, select:
All Programs > Microsoft System Centre 2012 > Configuration Manager > Software Center.

Select an item from the list of available software for an overview, requirements and description. Click Install to install on your PC or laptop. Note that the installation of larger packages can take some time and may require a restart. Installation status will be updated accordingly.

Purchasing Non-Standard Software for Departmental Use

The CHEST Microsoft Select 6 agreement covers most items of Microsoft software. Contact the IT Service Desk ( for a quote.

For any other software requirements, please contact the IT Service Desk ( for support – prior to purchase. This allows us to ensure that the software will work safely in the University IT environment, and we can often purchase at a better price. Please also see the University’s Procurement Policy for guidance on purchasing. The Procurement Team will be able to help you with any related queries.

Microsoft Office 365 for personal use

As part of the University’s Microsoft Office 365 agreement, you can download a copy of MS Office Professional Plus 2016 (Windows), or Office 2011 (Mac), or Office for iPad at no charge. All the familiar MS Office applications such as Word, Excel and PowerPoint are included, and you can install them on up to five personal devices.

Please note:

  • You should only install this software on personal devices. Please do NOT install on University owned and managed computers.
  • Office 365 replaces our previous MS ‘work at home’ license agreement.

Check system requirements

Please check system requirements before installing.

Windows system requirements

Computer and processor 1 GHz or faster x86-bit or x64-bit processor with SSE2
Operating system Windows 7 or 8, Windows Server 2008 R2 or 2012
Memory 1 GB RAM (32-bit); 2 GB RAM (64-bit)
Hard disk 3.0 GB available disk space
Display 1024 x 768 screen resolution
Graphics Graphics hardware acceleration requires a DirectX 10 graphics card
Minimum browser Internet Explorer 9, Firefox 12, Safari 5, Google Chrome 18
.Net version 3.5, 4.0, or 4.5

Mac system requirements

Computer and processor Mac computer with Intel processor
Operating system Mac  OS X version 10.5.8 or later
Memory 1 GB of RAM recommended
Hard disk 2.5 GB of available hard disk space
Display 1280 x 768 or higher screen resolution
  HFS+ hard disk format (also known as Mac OS Extended or HFS Plus)
Minimum browser Safari 5 or later recommended

Installing Office 365 - Quick guide

To download and install Office 365, please follow these steps:

  • Open your web browser and log into your University email account at  -
  • Make sure that you use the correct email format, e.g.
  • Click Office365 on the top left of your browser window
  • Click Install now and follow the prompts to download and install
  • Once installed, use Sign into an existing Office 365 subscription to activate your copy of Office. Use your University email to activate your software.

Installing MS Office 365 - Detailed guides

Guides are available in the Learners' Toolkit:

Please note that IT Services does not provide support for personal devices; this includes the installation of software.

Purchasing Software for Use on Home PCs/Personal Laptops

A wide range of software is available to purchase for personal use (ie on home PC or personal laptop) by staff and students at educational discount prices. However, you must make such purchases yourself as we do not deal with the purchasing of software for personal devices. For full information on all the products available, check for current prices, contact in the first instance.

Software Download Service

The Software Download Service allows you to download and install some of the software packages for which the University holds a site licence onto your personal computer.

Always check the license terms for each package to see if you are eligible to use it.

Analogue Phones

Staff are provided with an analogue telephone and line on request. Lines are normally provided with Direct Dial-in (DDI) unless the telephone is to be restricted to internal calls. The department requesting the service is responsible for all associated costs - see current charges.

Telephone user guides are available to download - see our Telephony Guides.

  • For fault reports, queries, or to request telephone moves or other changes, please contact the Service Desk.
  • To find an internal extension number, please contact the University switchboard by dialling 0 from your desk phone, or  +44 (0) 1224 272000 from off campus. Alternatively, search Outlook's Address Book.
  • For external directory enquiries, please search

Corporate Mobile Devices

Corporate mobile devices and services must be purchased through IT Services. The service is provided to the University by Daisy Group Plc who use Vodafone as the network carrier. In addition to providing free calls between all University mobile and landline telephones, we have purchased monthly bundles of calls, texts and data for use in the UK and abroad based around our actual usage over the previous 12 months. Connection to the service  is charged at a fixed monthly cost in arrears at the rates shown on the current tariffs information sheet.

The cost of the telephone/device is not included in the monthly charge and these can be purchased at any time during the contract period at the prevailing discounted cost. A list of devices and prices is available on request.

If you need to use your mobile device abroad, please refer to our guide to Travelling abroad with mobile devices before you travel.

Users MUST notify IT Services as soon as is practically possible of any lost or stolen devices so appropriate actions can be taken to prevent any possible fraudulent activity or data security breaches. Please also advise IT Services of any transfer of devices between colleagues.

Services include:

  • Connection to the mobile provider’s network, currently Vodafone
  • 4G data connection - see Vodafone UK-coverage-map
  • A selection of basic telephones for calls and text only
  • SIM only connections for diallers and iPads/Tablets
  • A range of Windows, Android or iOS smartphones from the models offered by the current provider
  • USB dongles/data cards for laptops
  • Configuration of University supplied devices for wireless network connection, email, calendaring and contacts access via Microsoft Exchange - see our Wireless Guides
  • Arranging for device repairs, upgrades and replacements
  • Managing billing, ensuring call charges are attributed to the appropriate ledger code

Insurance cover for lost, stolen or damaged mobile devices is not included in the current tariffs.

To request a new connection, new device, change or cancellation, or to report a lost, stolen or faulty mobile device please contact the IT Service Desk:

Voicemail is provided by Unified Messaging. This system allows you to receive your voicemail messages and missed call notifications by email as well as by phone.

Note: Voicemail is not applied automatically to new accounts but is available on request via the IT Service Desk.

For guidance on using Unified Messaging for voicemail, you’ll find instructions in Learners’ Toolkit. Go to and click the Downloads button.

Note: The University will not reimburse you for hiring, leasing or purchasing such equipment of your own.

Costs for occasional ‘work’ calls (but not line rental or equipment costs) made on personal mobile devices may be claimed back on expenses (these must be supported by an itemised bill, with the relevant calls highlighted); however, overuse of this facility will be deemed as a deliberate attempt to circumvent the above requirements. See the Mobile Telephones Section of the University Expenses and Benefits Policy.

Privately Owned Devices and MS Exchange

You can use privately owned iPhones, Androids, and Windows Mobiles to connect to Microsoft Exchange for Outlook email, calendaring and contacts. See our Wireless fact sheets for guidance on configuring your device.


We do not currently support Blackberries - beyond our usual best efforts policy - as they do not interface directly with the Exchange server. This means that it is not possible to offer the same level of service (eg push email, calendaring etc) as with devices such as Windows mobiles, iPhones and Androids.

It may be possible to interface the device with the user’s PC so that they can update their calendar and contacts via a USB cable, and to obtain email via the web interface or a secure IMAP link. If neither of these options work, we can set up mail forwarding to an external account readable via the device.

Please note: We can only offer this additional service at our discretion, and timescale to complete will depend on competing priorities within scope of roles and responsibilities.

If you or your team are planning to move office, whether to a different room in the same building or to a different building altogether, don’t forget that your PC and phone extension will be moving with you and that both will need to be reconnected to the University network from your new location.

Here’s how you can help us make sure your move goes as smoothly as possible and with minimum disruption to your work.

Note: The person or team requesting the office move should let us know as soon as possible before your move date:

  • if 1-3 people are moving, we require 3-5 working days’ notice
  • if more than 3 people are moving, please contact to discuss your requirements in detail

Office Move Request process

  1. Log a call with the Service Desk by logging into MyIT self-service at
  2. From the top left of the screen, click on the link PC/Phone Move Request.
  3. Complete the steps as prompted to download the Office Move template (excel spreadsheet).
    • Fill in the template, making sure you provide all the requested information for each person who will be moving office.
    • State your move date/time - based on the periods of notice listed above.
  4. Submit your request, not forgetting to attach the completed Office Move template.

Based on the information you provide, we will contact you to confirm the move date and make sure you are reconnected that day.