Teams Calling Quick Start Guide

Teams Calling is now available! In this article you can learn about the following:

 

Setting Up Your Device

  1. Click Settings and more *** next to your profile picture on the left hand side of your teams.
  2. Click Settings.

  1. Select Devices from the left side panel.
    • Change your Speaker and Microphone if needed.
  2. Ensure Automatically adjust mic sensitivity is on.
  3. Make a test call to ensure your devices are set up properly.

Tips:

  • Toggle Noise suppression on if you’re in a loud environment.
  • If you are using a headset you may want to use Secondary ringer to set your computer speakers to ring for incoming calls. If you aren’t wearing your headset, you’ll still hear it.

 

Call Setting

Open Settings (see above) and select Calls from the left side panel to manage the following:

FORWARDING

  • Toggle on Forward all calls.
    • Choose from the following: Forward to voicemail, Forward to a new number or contact, Forward to delegates (if applicable).

CALL HANDLING

  • Toggle off Forward all calls.
  • When you receive a call: Choose from - Do not ring anyone else | Also ring a new number or contact | Also ring delegates (if applicable)
  • When you can’t answer a call: Choose from – Do not redirect calls | Redirect to voicemail | Redirect to a new number or contact | Redirect to delegates (if applicable)
  • Ring for this many seconds before redirecting: Choose from 10 – 60 seconds

RINGTONES

Choose a ringtone for incoming calls:

Calls for you | Forwarded calls | Delegated calls. Click on the Preview ringtone icon to play and then choose your ringtone for each.

SETUP VOICEMAIL

  1. Click Record a greeting.
    • A call window will appear, follow the prompts to record your standard greeting and your out-of-office greeting.
  2. Choose a language for your default greeting.
  3. Choose what happens when the call is redirected to voicemail.
    • Choose from - Let the caller record a message | Let the caller record a message or be transferred to someone else | Play greeting and end the call | Play greeting then transfer the call to someone else
  4. Under Setup Text-to-speech customized greeting option, if desired – instead of recording your message (see above) enter your custom greeting in the field provided.
    • Tip: Call your voicemail to ensure pronunciation is correct.
  5. Under Manage out-of-office voicemail, click on the drop-down, then choose when you want your custom out-of-office greeting to play.

 

Boss/Admin Delegation

As a boss, you can pick someone in Teams to be your delegate, enabling them to make and receive calls and more on your behalf.

SETUP DELEGATES

  1. Go to Settings | Calls, scroll down to Manage delegates, and select Add a delegate.
  2. Type the person’s name in the Add a delegate field. Your delegate will automatically receive a notification about their new status.
  3. Select the permissions you want to give them.

Tip: The Delegate will now appear as an option for your Call handling and forwarding settings.

CHANGE YOUR BOSS’S CALL AND DELEGATE SETTING

As a delegate, if given permission, you can view or change call and delegate settings on behalf of your boss

  • Go to Settings | Calls, click on the Boss’s name next to Personal at the top to Manage Call Handling and Forwarding, Call Groups, and Delegates.

MAKE OR RECEIVE A CALL AS A DELEGATE

  1. Click Calls from the left side panel.
  2. Under the dial pad, click on the drop-down arrow next to Call.
  3. Choose who you want to call on behalf of.

Tip: You can also click on their name next to the Personal tab at the top to see who they are speaking to, pick up held calls, view call history, and more.

 

How to Make and Receive Calls

MAKE A CALL

  1. Click Calls from the left side panel.
  2. On the dial pad enter the number OR type the name of the contact.
  3. Click Call.

Tips:

  • Your Teams phone number is listed beneath the dial pad.

  • You can also initiate a call by clicking on the profile picture of anyone in Teams and clicking on the phone icon.

RECEIVE A CALL

When someone calls you, you’ll get a notification that lets you accept or decline the call.

  • Click  or anywhere on the notification to answer the call.
  • Click  to decline the call.

Tip: You may also see the option to accept the call with video enabled .

 

In-Call Features

PLACE A CALL ON HOLD

  • During an active call, click the Hold icon.
  • When ready, click Resume at the top of the screen.

TRANSFER A CALL

Blind Transfer

  1. During an active call, click the Transfer icon.
  2. Select Transfer.
  3. Choose who you want to transfer the call to or enter a number. Toggle on ‘Ring back if there’s no answer’.
  4. Select Transfer to complete the transfer.
  • Alternatively, select the recipient’s voicemail or other number by clicking on the drop-down next to Transfer.

TRANSFER A CALL continued…

Consultative Transfer

  1. During an active call, click the Transfer icon.
  2. Select Consult then transfer.
  3. Choose the person you want to consult with or enter a number.
  4. Consult with them by clicking Chat (A Teams chat window will open).
  5. When ready, click Transfer (top right corner) or click Resume to go back to the original caller.

ADD SOMEONE TO A CALL

  1. During an active call, click the People icon.
  2. Invite someone or dial a number.

They will receive a notification asking them to join the call.

 

Basic Settings

VIEW CONTACTS

  1. Click Calls from the left side panel.
  2. Click View contacts (top right corner).

ADD CONTACTS

  1. Within Contacts (see above) - click the Add contact icon  in the People section.
  2. Type a name or number.
  3. Click Add.
  4. Enter contact information, then click Save.

Tip: Contacts contains both internal and external contacts and is integrated with Outlook.

ADD AN INTERNAL CONTACT TO SPEED DIAL

  1. Click Calls from the left side panel.
  2. Click the Add contact icon  in the Speed dial section.
  3. Type a name or number.
  4. Click Add.

ADD AN EXTERNAL CONTACT TO SPEED DIAL

  1. If the external person whom you want to add to your speed dial is not in your contact list, follow the steps to add a contact above.
  2. Click Calls from the left side panel.
  3. Click View Contacts.
  4. Click the 3 dots next to the contact.
  5. Select Add to speed dial.

USE YOUR CALL HISTORY

  1. Click Calls from the left side panel.
  2. View your History in the middle of the page.
  3. Click the 3 dots next to any entry.
  4. Select from the list of visible options – it will vary based on the selection.​​​​​​​

 

Frequently Asked Questions

General

Settings

Voicemail

Mobile Phone

GENERAL

Q. What will happen when I am enabled with new Microsoft Teams for Calling?
A. When you are enabled, you can expect the following:

  • You will be able to make and receive calls via new Microsoft Teams.
  • You will see a dial pad appear in the Calls tab of new Microsoft Teams. This is where you will make your calls.
  • Wherever you have the new Microsoft Teams app installed (laptop, desktop, mobile, etc.), you will have access to the phone system.
  • For internal calling, you will be able to dial by name in the new Microsoft Teams. For example, instead of dialing a phone number to reach John Smith, you will simply type John Smith and click his profile picture to initiate a call.


Q. How do I know if I have new Microsoft Teams for Calling?
A. You will see a dial pad in your Calls tab of new Microsoft Teams with your work phone number beneath it.

Q. How can I transfer calls?
A. There are two options to transfer calls.
Blind Transfer:

  1. When you're on a call, select Transfer in the ribbon at the top of the screen.
  2. Select Transfer again
  3. Start typing the name of the person you want to transfer the call to and select them when they appear.
  4. If they're an internal contact and using the new Microsoft Teams toggle Ring back if there's no answer to On – this will send the caller back to you if the recipient doesn't answer.
  5. Select Transfer to complete the transfer or use the dropdown arrow to choose one of the following options:
    • Work voicemail to send it straight to their voicemail
    • Work + (number) to transfer the call to their new Microsoft Teams number

Consultative Transfer: This allows you to check in with someone before transferring the call.

  1. When on a call, select Transfer in the ribbon at the top of the screen.
  2. Select Consult then Transfer.
  3. Under Choose a person to consult -  invite someone, enter a number, or select from the list of suggestions
  4. Once selected, click Chat and ask them if they can take the call
    • Alternatively, you can use the drop-down to call them.
  5. Upon confirmation, click Transfer to send the call to them, or click Resume if they are not available.

Q. What happens if my computer is not on when I receive a call?
A. If your computer is off when you receive a call, the call will "ring" through the Microsoft Teams app you have installed on other devices (i.e., mobile phone, iPad, tablet). If these devices are also off, the call will go to voicemail.

SETTINGS
To get to Settings: Click the 3 dots next to your Profile Picture.

Q. How can I set it up to hear my incoming calls when I'm not wearing a headset?
A. Go to Settings ->Devices ->Secondary Ringer -> Select your computer speakers.

Q. How do I set up call forwarding?
A. To start forwarding your calls, go to Settings -> Calls. Under Call handling and forwarding, toggle ON Forward my calls, and then choose how all your calls will be forwarded to voicemail, a new number or contact, or a call group (if one is setup).

Q. How can I change my ringtone?
A. To choose your ringtone, go to Settings ->Calls then scroll down to see Choose a ringtone and choose one for Calls for you, Forwarded calls, or Delegated calls (if needed).

VOICEMAIL

Q. How do I set up my voicemail?
A. Go to Settings ->Calls -> Manage voicemail -> Record a Greeting. new Microsoft Teams will prompt you to record two greetings - a standard voicemail greeting and a greeting for when you are away.  

Q. How do I check voicemail?
A. When you receive a voicemail, it will appear in the Calls tab of new Microsoft Teams and via an Outlook email attachment. You can listen to the message on your computer or mobile device.

Q. How do I send my incoming calls to voicemail?
A. You can send your incoming calls to voicemail by setting your presence/status to Do Not Disturb or forwarding your calls to Voicemail. To forward calls to voicemail, go to Settings -> Calls -> Toggle ON Forward all Calls -> Forward to voicemail.

Q. Will I receive voicemails via Outlook or only in new Microsoft Teams?
A. You will receive voicemails in both.

MOBILE PHONE

Q. How can I set up the Mobile app, so I don’t receive notifications after hours?
A. Microsoft Teams Calls has a Quiet Hours feature, that can help manage when you receive notifications.

  • Open new Microsoft Teams Calls on a mobile device and click your profile picture in the upper left-hand corner.
  • Select Settings  -> Notifications
  • Tap on During quiet hours
  • Set both Quiet hours and Quiet Days.

These settings will not block incoming calls, just stop Microsoft Teams notifications from coming through.

Q. Will my personal mobile phone number be visible if I use the Microsoft Teams app using my mobile phone?
A. No. Using the Microsoft Teams app to dial out will show your work phone number.
 

Q. Can I set up Microsoft Teams to allow the choice of answering a call on our cell or our computer?
A. Yes, if you have the Microsoft Teams mobile app on your phone, you can answer a call on your cell phone or your computer. You can also transfer between the two.

 

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