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 Basics.
Day 1 Guide: Getting Started
1. Restart your computer and sign into Teams.
2. Ensure your devices are set up properly (i.e. headsets and external devices).
3. Configure your voicemail settings in Settings and more > Settings > Calls.
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- Record a voice message or type your message - your choice.
- Choose what happens when people reach your voicemail or which outgoing message plays when you're out of office.
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4. Test Teams Voice. Follow the steps below to test your new calling functionality in Microsoft Teams. If you experience any issues, contact your Distributed IT provider.
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- Call your work number from your cell (or ask someone to call) and answer.
- Place another test call and leave yourself a voicemail.
- Check your voicemail.
- Make an outbound call by dialing an external phone number.
- Place a call on hold.
- Retrieve a held call.
- Transfer a call.
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Initiate, Answer, and End a Call
To Initiate a Call:
1. Video and audio icons allow you to initiate a call from People with one click.
2. Escalate any chat to a video or audio call.
3. Use the /call command from the search field to make a call no matter where you're working in Teams.
4. The dial pad feature will accept a phone number that is copied and pasted to initiate a call. You may also click the numbers in the dial pad or type a number using the keyboard. The call button will become active after numbers have been entered or, if making an internal call, a name has been populated into the selection window.
To Answer or End a Call:
1. A notification will appear in the lower right corner of your desktop when a call is incoming. Click on the purple phone icon to answer the call. Pressing the red phone icon will decline the call and send to voicemail, depending on your call answering rules.
2. From an active call, click Leave from the control bar across the top of the call window to end a call.
e911 Location Setting
To support secure, remote work, Microsoft has a location feature in Teams. Adding or confirming your location in Teams is designed to get the fastest emergency response when you dial 911 while working remotely.
The instructions below show how to check your e911 location setting. Additional information on Teams Voice 911 calls can be found in the Knowledge Base article: Guidance About Calling 911 In Microsoft Teams.
1. On the bottom left of the Calls menu (below your dial pad), there will be an option referring to location. Here you may see one of three things:
2. Click the dropdown next to the location option (showing an address or "location not detected") and select Edit or Add to manually confirm the address (do this even if the address is correct).
3. Click the Search for a location box and type your address. If your address populates, select it and click Confirm.
4. If your address does not populate, click Enter address manually. Once all information is entered, click Add.
Dial pad and Multi-party Calls
Using the Teams Calls Dial Pad - Initiating a Call and During a Call:
The dial pad located from the Calls app in Teams is used when initiating an outbound call. Acceptable entries include:
- First and last name for anyone internal to your organization.
- Ten-digit phone number, a prefix is never required.
- Phone numbers can be input by keyboard, mouse clicks, or numbers copied and pasted to the entry field.
- Websites that are enabled with click-to-dial will initiate a call via Microsoft Teams.
A dial pad is also available from an active call. This dial pad will be used to respond to automated systems that require key inputs.
Initiate a Multi-party Call:
Note: A dial pad will not be available in a multi-party call.
Click the People icon to add another person to an active call to initiate a multi-party call.
Type (then click on) the name or ten-digit phone number in the field where it reads Invite someone or dial a number. This will immediately ring that caller and add them automatically to the active call when they answer.
Note: Calls are transitioned to a meeting when another party is added to an active call. A dial pad will not be available during a multi-party call.
Listening to and Managing Voicemail
Voicemails received will be stored in the Calls app in Teams.
1. From the History section, select Voicemail to see a list of your messages.
2. Click a message to populate more information in the Details pane, including information about and ways to contact the sender, a transcript, and options to play, speed up, or pause the playback.
3. When hovering over the voicemail line under History, from the More options menu, you may also return the call, initiate a chat (if internal caller), manage the message, or add the caller to your contacts.
4. A copy of each voicemail will also be sent to Outlook. Open the Outlook message to read or listen to your voicemails.