Quick reference guides with screenshots are available for various Teams Voice topics and scenarios. Click the corresponding button below to drop down and view the specific quick reference guide related to Teams Voice Settings.
Voicemail Configuration
Configure your voicemail settings in Settings and more > Settings > Calls. An example of the voicemail options is shown below.
From this screen, users can:
- Record a custom greeting: Allows you to record your own voice to play when callers reach your voicemail.
- Choose a language for your default greeting: If you do not create any voicemail settings, an automated message will play in the language you select.
- Choose what happens when the call is redirected to voicemail: Designate the caller's experience when reaching your voicemail.
- Set up text-to-speech customized greeting option: Indicate what the automated message should read instead of the standard message.
- Manage out-of-office email: Indicate what the automated message should read instead of the standard message when you are out of the office, as well as when the out-of-office text-to-speech should be read instead of your standard voicemail greeting.
Call Answering Rules and Call Groups
Call answering rules are established to determine how to handle incoming calls. Access call answering rules in the Calls menu inside Team settings. An example of the call answering options is shown below.
From this screen, users can:
- Forward all calls: To forward your calls, toggle the Forward all calls switch and select from the drop-down where they are forwarded.
- When you receive a call: You may designate where a call should ring when it's coming in.
- When you can't answer a call: You may designate what should happen when you do not answer a call.
- Ring for this many seconds before redirecting: You may designate how long your calls should ring before redirecting to your designated preference. Each ring = 5 seconds.
- Choose a ringtone: You may select a unique ring tone for calls for you, forwarded calls, and delegated calls.
Establishing a Call Group:
Call Groups let users share their incoming calls with colleagues so they can answer calls that occur when the user is unavailable.
1. Click on Settings and more, then Settings.
2. Click the Calls menu, scroll down to the Manage call group section, and click the Add a call group button.
3. Begin typing the names of those to be in the call group and select as the names appear.
4. Designate the ring order:
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- Call groups of 5 or less people: May designate as Everyone at once or In the order below.
- Call groups of 6-25 members: May only be Everyone at once.
Manage Contacts
Managing Contacts for Teams Calls:
Contacts may be managed directly through Microsoft Teams or be imported and managed by Outlook.
1. To add a contact via Microsoft Teams, navigate to Calls and select View Contacts in the top-right corner or open the People app within Teams.
2. In the People app, click the Add contact icon.
3. Teams will attempt to find that name in the directory. If the contact is external, you will receive a message that says, "We couldn't find any matches."
4. You can bypass this by clicking back into the dialog box and clicking Add.
5. Continue inputting contact details and click Add when complete.
Note: Contacts added via Outlook must be managed from Outlook. However, contacts added via Teams can be edited and/or deleted from Teams.
Creating People Categories:
Within the People app, you may create Categories to assign contacts.
- Quickly identify everyone on a team or in a department.
- Make a list of everyone involved in a project.
Create a new category:
1. Click the three dots next to any added contact's name and hover over Add category.
2. Enter the name of the new category and click Create "New Category."
Assign a Contact to a Category:
1. Click the three dots next to a contact's name and hover over Add category.
2. Select the existing category's name. You'll see a checkmark for each category they belong to.
Blocking and Managing Unwanted Calls
Blocking an Unwanted Call:
1. In your Call History, click the more options menu next to the unwanted call/number and select Block. Note: You can only block external callers.
2. The number/caller will be added to your blocked list in Settings.
Managing Blocked/Unwanted Calls:
1. In the top, right corner of your Teams application, click the more options menu and then Settings.
2. In the Settings menu, select Privacy.
3. To review your blocked contacts, click Edit Blocked Contacts.
4. To unblock a call/number, click Unblock.
Delegate Settings
Assign a Call Delegate:
Assign delegate permissions to another person to enable them to make and receive calls on your behalf. Permissions can also be assigned to allow a delegate to change your call and delegate settings.
1. Click Settings and more, then Settings.
2. Click Calls and scroll to the Manage delegates section.
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- If this is your first delegate, click Add a delegate.
- If you already have one or more delegates, click Edit.
3. Begin typing the name of your delegate and click their name when it appears.
4. Select the appropriate permissions.
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- The recipient will be notified via chat that they have been added as a delegate.
Perform Delegate Duties:
When someone else has added you as a delegate, depending on the granted permissions, you may update their call settings as needed.
1. To get to their call settings, click Settings and more, then Settings.
2. Click Calls. At the top, you will see Personal with your Teams icon, plus the name and Teams icon of anyone you delegate for.
3. Click on the delegator you wish to manage and update their settings as appropriate and as you have access.