Setting up Teams Phones

How to set up phone functions in Teams

From the Teams home screen, click on Calls and you will see the keypad and your phone number. Once you have implemented these instructions, you will no longer have to dial 9 to get an outside number and the 1 before the area code is optional.

Basics	Call Forwarding	Call Groups

Ring Tone	Voice Mail	In Call Transfer	Desk Phones

To begin the process, make sure your Teams is in full screen mode. Then click the three-button matrix to the left of your picture or initials in the upper right of the Teams client.

A drop-down menu appears, and you will select Settings.

You are now in the Settings area, click on calls.

First, make sure “Forward all calls” is in the off position.

Next, set up what to do with calls if you cannot answer.

These are the default settings and will work best for most users. Using the chevrons inside the boxes will give you more settings for special circumstances and needs. If you have questions about changing any of these settings, please call the help desk for assistance.

If you choose, you can also change the ringtone for calls, forwarded calls and delegated calls. In this example, I changed the ringtone for calls to me and left the other two choices, which are not usually employed, at the default setting.

To hear the ringtone, click on the play button on the right.

You can also set your Teams phone to ring on your computer speakers as well as your headset. To do this, you need to set up a secondary ringer. Open “Settings” from inside Teams app.

Select “Devices”

Under the “Audio” section, scroll down to “Secondary Ringer” and click the chevron to drop down your choices.

Select “Speakers”, and your phone will ring through the computers speakers as well as in your headset to make sure you hear all calls, including when you do not have your headset on.

Next, let’s look at managing voice mail.

To record your voice, click on Record a greeting. You will initiate an auto call within Teams, and you simply follow the prompts.

You can also use text-to-speech for your greeting by typing it in this box.

When you get voicemail, the system notifies you by email.

When you open the email, you will see a transcription of the message and the message is included as an audio file.

A screenshot of a email

AI-generated content may be incorrect.

MP3 Audio File

Transcription of message

Finally, you can sync your Out-of-Office voicemail with your Outlook automatic replies.

Check the box and enter your custom greeting.

Call Forwarding.

To begin, select the three-button matrix located next to your photo in the upper right corner of Teams, then select Settings.

From the Settings screen, in the left column, select Calls

From this screen, you have the option to:

Forward all calls to Voicemail or to a different number, your cell phone for example

Turn off forward all calls and you can pick what to do with unanswered calls.

Redirect to voicemail is the most common,

or you can forward to another number or to a specific person on your Team, using the drop-down options.

You can also add a call group that rings a different phone or a group of phones when you cannot answer and add a delegate who can do tasks like answering your phone or calling out as you.

Watch the video for these procedures below.

In call transfers

In Teams, you can transfer calls in two way. To begin, click on the transfer button at the top of the call.

You have two choices, “Transfer” and” Consult then transfer”. When you choose the “Transfer” option, you will be prompted to select either a name or number.

When you have selected the person to transfer the call to, you can turn on the button to ring your phone if the person does not answer. When you have turned it on or left it off, click transfer button and the call ends.

You can also consult before transferring.