Teams Calling - Quick Start Guide

1. What is Teams Calling?

Microsoft Teams Calling lets you make and receive phone calls with Microsoft Teams - using your computer (and/or mobile device if you prefer). You can call coworkers and external phone numbers.

 

2. What You Need Before You Start

  • Microsoft Teams account signed in with your Cortland email
  • Notification from Networking
    • You will receive an email from Microsoft Teams informing you that your number has been moved
      email text
  • Mic and speakers or headset
    • You may want to use a headset for clearer audio and fewer interruptions
  • Internet connection

 

3. Personalize your settings

Settings

  1. Open Microsoft Teams in the app or the browser
  2. Select the ellipsis at the top right of the Teams screen to open Settings
    Settings button Teams
  3. Select Settings from the dropdown menu
  4. Choose what type of setting in the panel on the left
    Settings panel

 

Update Audio & Video Settings

  1. Select Teams Settings > Devices
  2. Choose:
    • Preferred microphone
    • Speaker
    • Camera
  3. Make a test call to confirm everything works
    test call button

 

Setting Call Handling Rules

  1. Go to Teams Settings > Calls
  2. Open the Call Handling and Forwarding section by selecting the down arrow

    Call handling location
  3. Choose whether to forward all calls

    Call forwarding location


     
  4. If calls are not forwarded (most common) choose how to handle them
    When you receive a call:
    Call handling instructions
  5. When you can’t answer a call:
    Call handling instructions
  6. And choose your ringtone:
    Ringtone setup

Setting up Voicemail

  1. Go to Teams Settings > Calls
  2. Scroll to the Manage Voicemail section

You will have the option to

  • Record a greeting
  • Use text to speech for a custom greeting
  • Choose what happens when a call goes to voicemail​​​​​​

Voicemail options

Manage Delegates

  1. Go to Teams Settings > Calls
  2. Scroll to the Manage Delegates section
  3. Select Add a Delegate to have someone make and receive calls on your behalf

Delegates

 

4. Make a Call

Call an IR co-worker (people on campus not in IR should be considered external)

  1. Open Microsoft Teams either the app or in a browser
  2. Go to the Call tab
  3. Search for the person’s name in the ‘Type a name or number’ field
  4. Select their name from the dropdown menu
  5. Click the Call button

 

Call an external phone number

 

  1. Open Microsoft Teams either the app or in a browser
  2. Select Calls from the left menu
  3. Enter their phone number in the ‘Type a name or number’ field
  4. Enter the phone number
  5. Click the Call button

 

5. Answer a Call

Internal

  • When a call comes in, select:
    • Video button – answer with video
    • Phone button – answer with audio only
    • Decline – send to voicemail (if enabled)

External

  • When a call comes in, select:
    • Phone button – answer with audio only
    • Decline – send to voicemail (if enabled)

 

 

6. In Call Controls

Internal

During a call, use the toolbar to:

  • Mute/unmute your microphone
  • Turn video on/off
  • Add participants
  • Put the call on hold
  • Transfer the call
  • Share your screen or specific windows
  • Hang up

 

External

During a call, use the toolbar to:

  • Mute/unmute your microphone
  • Add participants
  • Put the call on hold
  • Transfer the call
  • Hang up

 

7. Voicemail 

Missed and declined calls go to Voicemail
Voicemail settings are found in Teams Settings > Calls > Manage Voicemail

 

Picking up Voicemail

  1. Go to the Teams Call tab
  2. Select All in the History section
  3. Choose Voicemail

     
  4. You can listen to the voicemail; a transcript is provided as well.

    ​​​​​​​
  5. Voicemail will also be sent to your Outlook email.
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