Teams (How To) Calls

This article will provide instructions on using the Microsoft Teams Voice over IP (VoIP) calling feature.

Please note: If you attempt to make a call and you do not have a dial pad, you do not have complete Teams Calling functionality and therefore you CANNOT MAKE EXTERNAL CALLS FROM TEAMS. We cannot provide this functionality at this time. For information on making an internal call with Teams please see the following article: Teams (How to) Make an Internal Phone Call at UWM.

Table of Contents

Calls

Calls is Microsoft Teams’ phone system. Here you will be able to make and receive calls, add contacts, and check your voicemail. 

Emergency Calling


If you call 911, the operator may not know your exact location. You can’t call 911 if your device isn’t powered on or connected to the internet. It is important that you keep your computer is powered on and plugged in to an ethernet port. 

Navigating Calls

When you open Calls, you will have a list pane that contains your Speed dial, Contacts, History, Voicemail, Your number, and your Dial pad. The content pane will reflect whichever option you select in your list pane.  

Calls Landing Page

Making a Call

With Teams calling, you will no longer need to dial 8 or 9 to make a call to an outside line. When making a call to an outside line you will need to dial all 10 digits for the phone number you wish to dial (3-digit area code + 7-digit phone number) Once you have entered the number in the dial pad press the call button. You have three options for making a call within Teams:

  • Dialing a number into the Dial pad in the list pane 

Teams Dial Pad

  • Selecting a contact from your Speed dial

Speed Dial Landing Page

  • Selecting a contact from your Contacts

Teams Contacts Landing Page

Answering a Call

In order to receive phone calls, you must have the Teams desktop app running in the background on your computer. When you receive a call in Teams, all users will be notified with an on-screen notification that appears in the bottom right corner of the screen by default. There are various ways that you will be notified depending on how you set your notification preferences. These preferences can be customized in your settings. To answer or decline a call:

Teams Incoming Call

  • Click on the purple phone button on the left to answer a call.
  • Click on the red phone button on the right to decline or hang up a call. 

Speed Dial

This is where you can quickly access your contacts. To add contacts to your speed dial:

  • Click on the Add speed dial button at the top of the content pane.

Add Speed Dial Button

  • This will open a text box for you to add your contact. To add an internal contact (someone at UWM), type in their name or ePantherID. If it is a phone number for an external contact, type in the phone number.

Add Speed Dial Step 1

  • Click the Add button.
  • If you added an internal contact, they will be added to your speed dial. 
  • If you added an external contact, another box will appear, and you can change the Full name of the contact and add a Company and a Title for the contact. 

Add Speed Dial Step 2

  • Fill this out and click Add.
  • The contact will now appear in your speed dial. 

Speed Dial Added

Adding Contacts

It is useful to store your contacts, so you do not have to search for someone every time you need to contact them. To add a contact in Calls:

  • In the list pane click on Contacts.

List Pane Contacts Button

  • At the top of the content pane, click the button to Add contact.

Add Contact Button

  • This will bring up a search bar. 

Add to Contacts Step 2

  • To enter an internal contact type in their name or ePantherID. This will auto populate suggestions as you type. 
  • Click on the contact’s name that you wish to add and click the Add button. 
  • The internal contact will now appear in your contact list. 
  • To enter an external contact type in their phone number. 
  • Another box will appear, and you can change the Full name of the contact and add a Company and a Title for the contact. 

Add to Contacts step 3

  • Fill out the required fields and click Add.
  • The external contact will now appear in your contact list.

Searching

To quickly find the contact you need:

  • Click in the search bar titled Find a contact at the top of the main panel. 
  • Enter in the name of the contact. 
  • This will search your contact and populate the ones that are relevant to the search.

Additionally, you can search using the search bar at the top of the working screen. 

History 

This will display your recent call history. The length of time that history will be displayed is dependent on the device and user. From your history tab, you have the option to Call back, Chat, or Add to speed dial, Add to contacts, and Block depending on who called you, and if they are an internal or external phone number. To complete one of these actions:

  • Click on the (...) More options button. 

History Actions

  • Select your desired action from the menu that appears.

Voicemail

All users will now have access to their own voicemail with Teams. To access your voicemail:

  • From the list pane click on Voicemail.
  • The content pane will display a list of your voicemails. 
  • Click on the voicemail that you wish to listen to. 
  • This will expand the voicemail and you will have the option to play it back at normal speed, a slower speed, or a faster speed. (0.5x, 1x, 1.5x, 2x).
    • To change the speed, click the drop-down arrow to the right of the play bar and select your desired speed. 
  • You will also see a transcription of the voicemail to the left of the play bar. 
  • In addition to receiving voicemail notifications in Teams, you will also get an email with the transcription in your Outlook and the audio file of the voicemail will be attached to the email message. 
To manage your voicemail:
  • Select the voicemail you wish to manage in the reading pane. 
  • To the right of the voicemail information, click on the (...) More options button. 
  • A menu will appear, and you will have the following options:
    • Mark as unread – Changes the voicemail from read to unread. 
    • Delete – Removes the voicemail from your Teams phone system.
    • Call back – Returns the missed call.
    • Add to speed dial – Adds the contact to your speed dial. 
    • Add to contacts – Adds the contact to your contact list. 
    • Block – Blocks this number from future calls. Note: This is only available for calls from external numbers. 
  • Select whichever action that you wish to take from the menu displayed.

To change your voicemail recording please see settings

Settings

There are two different setting categories that you will want to make sure are set to your preferences. See the instructions for the respective category below:

  • Devices
    • Audio Devices – Shows which devices are available for use on your computer. By default, when you plug in your university issued headset it should say Jabra EVOLVE LINK MS. If this does not show up when you plug in the USB cable from your headset control unit, please check your computer’s settings. 
      • To change your Audio devices settings, click on the drop-down menu and select Custom Setup. This will allow you to customize your microphone and speaker settings to your preferences. 
    • Speaker – Lets you select which speaker you would like to use. This option will default to the device that you have set up for your Audio devices. 
      • To change your microphone, select whichever device you would like to use from the drop-down menu. 
    • Microphone – Lets you select which microphone you would like to use. This option will default to the device that you have set up for your Audio devices.
      • To change your microphone, select whichever device you would like to use from the drop-down menu.
    • Make a test call – Lets you test out your devices. If there are issues connecting to the device this will notify you.
      • To make a test call click the respective button. 
      • You will be prompted to record a short message. 
      • Once you are finished, the recording will be played back to you. 
      • If you are unhappy with your test call results check your equipment and try again.
      • If issues persist, please contact the UWM Helpdesk. 
    • Secondary ringer – This is used to designate another device to ring. 
      • If you have chosen to set this up, select your device from the drop-down menu.
    • Camera
      • This is used for video meetings. If no camera is detected, you will not be able to adjust the settings for this option. 
  • Calls
    • Call answering rules – This allows you to choose what you want to happen to incoming calls. 
      • Calls ring me – Incoming calls will be directed to you.
        • Select the radio button for this option.
      • Forward my calls – Forward your calls to your Voicemail, New number or contact, or Call group. 
        • Select the radio button for this option. A new drop-down menu will appear.
        • Select which option you wish to use from the drop-down menu. 
          • Voicemail – This will forward your calls to your voicemail. 
          • New number or contact – This will give you a search box to enter the name of the contact or the phone number that you would like to forward to.
          • Call Group – This will give you a search box to Add people. You also have the option to designate the Ring order, so it calls the group of people All at the same time or In the order above where you added people. 
      • Also ring – This will also ring other users or groups when you receive incoming calls. 
        • New number or contact
        • No one else
        • Call group
      • If unanswered
      • Ring for this many seconds before redirecting
    • Voicemail – Click the button to Configure voicemail This will open a new window for you to set up your voicemail.
      • Record a greeting
      • Call answer rules – Set your preferences for how calls handled when they go to voicemail.
      • Greeting language – Set the language of your default greeting.
      • Text-to-speech customized greeting option – Lets you replace the default voicemail greeting with your own text-to-speech greetings.
      • Out of office greeting – Check the box for when to play your out of office greeting: All the time, When I have an Outlook auto reply, When I have an Out of office calendar event. 
    • Ringtones – This lets you choose different ringtones for incoming Calls for you, Forwarded calls, Delegated calls. There are various ringtones to choose from. To select a different ringtone, click the drop-down menu and select your choice from the list. 
    • Accessibility – This turns on TTY mode. 
    • Block calls
      • Block calls with no caller ID – Check this box if you do not want to receive calls with no caller ID.
      • Manage blocked numbers – Click the button to manage previously blocked phone numbers. Note: You can not block internal contacts. 

Parked Calls

This feature is new to Teams, and functionality is limited. Parked Calls is Teams hold feature within the Calls tab. Here you can place calls on hold and pickup parked calls within your Teams app. For more information on parked calls please refer to this article by Microsoft. To park a call:

  • When you are on a call, locate the task bar at the bottom of your content pane. 
  • Click on the (...) More options button.
  • Click on the button for Park Call.
  • This will park the call. 
  • Once the call is parked, it will appear at the top of the list pane.
  • To pick up a parked call click on the button for Speed dial in the list pane.
  • In the top right corner of your content pane press the Parked calls button. 
  • This will bring up a new window for you to pick a parked call. 
  • Enter the parked call code, which is listed in your list pane, and click Pick up. 
  • You will be connected to the call.

Forwarding a Centrex Phone Number to Teams

Note: You will need to be physically on campus to forward your Centrex phone number to Teams.

To Manually Forward Your Campus Phone Number:

  • Lift handset
  • Hear dial tone, dial 121
  • Hear second dial tone
  • Dial 8 plus the full seven digit phone number to which calls will be forwarded.
  • Hear confirmation tone followed by ringing or busy
  • If no answer or busy, hang up
  • Your calls will be forwarded.

To Cancel:

  • Lift handset
  • Hear dial tone
  • Dial 122, wait for confirmation tone, hang up.

Note: If you receive a fast busy signal after dialing 121; you need to call UWM Telephone services (x5800) to have the feature enabled.

Hold

This feature is new to Teams, and functionality is limited.

See Also:




Keywords:Microsoft, Teams, O365, Office 365, How To, Microsoft, Skype, Chat, Call, Team, software, app, application, activity, manage, feed, unread, mentions, replies, reactions, missed call, apps, trending, external, internal, chatting, message, messaging, contacts, speed dial, calls, calling, phone, phones, headset, desk phone, computer phone, VoIP, Voice over IP, Centrex, voicemail, settings, forwarding, call, forward, phone, number   Doc ID:65149
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2016-07-15 10:36 CDTUpdated:2020-09-11 07:57 CDT
Sites:UW-Milwaukee Help Desk
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