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Welcome to the Microsoft Teams Phone training page! Here you can:

  • Watch training videos on using Teams calls

  • Read training guides on using Teams calls

Table of Contents

  • Learn about FAQs on Teams calls

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What are Microsoft Teams Phones?

One of the many services that Teams offers is calling. This allows users to make and receive video and audio calls on their computer, phone, or

another personal device

other devices. Teams uses the user’s contacts to make and receive calls, similar to how a phone number works.

Teams Phones bring significant benefits to our university including, but not limited to:

  1. Simplified communication: Teams Phones allow us to integrate voice, video, and chat communications in one place, streamlining the communication process.

  2. Flexibility: Teams Phones will allow users to work remotely from anywhere, enabling greater flexibility and productivity.

  3. Scalability: Teams Phones is scalable, making it simple to adjust users and features as we change.

  4. Cost savings: Teams Phones is a cloud-based solution that requires minimal hardware investment, resulting in cost savings.

Table of Contents:

Table of Contents
Info

Want to learn more about Teams? Visit our Microsoft 365 training page!

IT Services is currently in the process of implementing this across campus. If you are interested in becoming an early adopter, please fill out this form and we will contact you.

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The standard will be to use your university issued computer to make and receive calls. If you are your department need a physical phone, please fill out this exception form. It will need to be approved by your VP or Dean and the CIO.

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Quick Start Training Videos on Teams Phones

Anchortraining-videostraining-videos

Introduction to Teams calls - YouTube Video

Making a Call in Teams -LinkedIn Learning

Configure your voicemail in Teams

Get started with Teams Phones

Duration: 1:22 (min)

https://www.youtube.com/watch?v=PBfexfb2ULo&list=PLD3boy6eO4w-bAm7odckn7pfILJd8W9GF&index=1

Making and receiving calls

Duration: 0:52 (sec)

https://www.youtube.com/watch?v=QInQPa7CGzs&list=PLD3boy6eO4w-bAm7odckn7pfILJd8W9GF&index=2

Voicemail

Duration: 1:09 (min)

https://www.youtube.com/watch?v=xIyEuDAaTUM&list=PLD3boy6eO4w-bAm7odckn7pfILJd8W9GF&index=11

Training Recordings-Teams Phones

Teams Phones Training-20230403_100304-Meeting Recording.mp4
Teams Phone Training Recordings

Recording of ITS training-1 hour

Learn more about how to set up, use, and utilize Microsoft Teams calls!

This video is a recording from the ITS training, for shorter guides, please reference the videos above or our FAQ guide below.

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Training-recordings

Teams Phones Call Queue Video -Recording of ITS Training- 23 min.

Learn how to take calls on Teams and become familiar with several features of Teams calls!

GMT20230331-180215_Recording_1920x1200.mp4

FAQ’s
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FAQs
FAQs

General FAQs

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titleWhat can I expect now that we've moved to Teams calling?

Once moved to Teams Calling, all Calls and IMs will be sent through Teams.  

Once your account is migrated, a dial pad will also appear in your Microsoft Teams application. Additionally, your Microsoft Teams application will ring when you receive a call to your university-assigned telephone number. 

  • Your direct extension is now tied to you through Teams, and you can answer calls from your desk, a personal cell phone, or anywhere you log in to the Teams App. 

  • You will have the ability to search for campus users by name and call them via your Teams Phone, call into meetings by audio only, and transfer seamlessly between meetings and calls on your computer, mobile device, or desk phone. 

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titleHow do I start a call from a chat?

  1. From the chat list, click “New Chat” or click on an existing conversation.

  2. If you are creating a “New Chat,” type names to add members to your conversation.

  3. Select the Video call or Audio call buttons in the top right corner.

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titleHow do I manage my call settings?

Managing call settings can help you set up voicemail, change mic/camera details, make test calls, etc. Learn more about call settings from Microsoft Support!

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titleWhat will my caller ID say when calling outside of the university?

  1. Caller ID will send your phone number and the name "Seattle University" for most users. (exception below)

  2. If you have been added to a call queue, your Caller ID will show as the queue department number and "SeattleU (Queue Name)" for all phone calls. This is a custom configuration we added by request for the service desk queue only. Other queues won't have this unless specifically requested.

One feature you can use on Teams calls is merging, which allows you to combine an incoming call with an ongoing call. Learn how to merge calls on Teams!
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titleHow do I merge calls?
Do student employees have access to Teams calling?

Student employee licenses for Teams calling are available by request from their manager. Managers should contact their department's phone coordinator to request a license for a student employee. 

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titleHow can block numbers?

To view and manage the numbers you've blocked, select Settings (…)  next to your profile picture at the top of Teams and then choose Settings > Privacy.

Select Edit blocked contacts under Blocked contacts to see any numbers you've blocked and remove them from the list. 

To block anonymous calls, select Block calls with no caller ID. 

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titleI've been using Jabber for calls, will I need to do anything to switch over from that?

No. When we move your number, calls will start coming through Teams, instead of Jabber. There isn’t anything you need to do.

Calling FAQs

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titleHow do I make and receive calls?

There are many ways to make calls on Teams, including from a dial pad, chat window, or from user contacts. Learn more about making calls on Teams!

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titleCan I use the web verison to make and receive calls?

Yes, you will be able to use either the Teams app or web client to make and receive calls. We have seen the best experience through the Teams app.

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titleWill I be able to make international calls?

The default settings will not allow international calling. If your role requires you to make international calls, ITS will configure this setting for you after receiving approval confirmation from your department head. If you do not have international calling configured, one workaround is to set up the “call” as a Team meeting, which will not result in international calling charges.

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titleHow do I start a call from a chat?

  1. From the chat list, click “New Chat” or click on an existing conversation.

  2. If you are creating a “New Chat,” type names to add members to your conversation.

  3. Select the Video call or Audio call buttons in the top right corner.

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titleCan I recieve calls from people outside of the SU organization, such as parents and vendors?

  • People outside the SU will be able to contact SU employees and departments just as they do now. They can continue to dial your 10-digit SU phone number. They don't need to use Teams. 

  • The only difference will be on the receiving end. When they call your phone number, it will ring on your computer—or whatever device you're using Teams on—instead of on a physical desk phone. 

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titleHow do I transfer calls?

You can transfer a call you receive on Teams by clicking the ellipsis (the 3 dots) while on the call, then clicking transfer. You can transfer a call to any phone number you are able to call. 

See also: For transferring a call to another user: transferring calls with the "ring back" feature

See also: For transferring a call to another device: transferring calls to other devices

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titleHow do I merge calls?

One feature you can use on Teams calls is merging, which allows you to combine an incoming call with an ongoing call. Learn how to merge calls on Teams!

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titleHow do I set up call forwarding?

Learn how to set up advanced voicemail settings and how to set up call transfers. Learn more about setting up call-forwarding from Microsoft support!

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titleHow do I enable transcription in calls?

Enabling transcription is a great accessibility tool that Teams has to offer.

For one-on-one calls: How to enable transcription on 1:1 calls

For standard phone number calls: How to enable transcription on phone calls

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titleHow do I make group calls?

One useful feature in Teams is group pickup. Group pickup allows you to call many contacts at once. Learn more about how to call a group from Microsoft support!

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titleCan I access Microsoft Teams from my car?

You can access Microsoft Teams from your car using Apple CarPlay. Learn more about Apple CarPlay from Microsoft support!

Voicemail FAQs

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titleHow do I set up voicemail?

You can set up and customize voicemail from the settings option in the top right corner. Learn more about setting up voicemail from Microsoft support!

  1. The default voicemail message is "[display name] is currently unavailable". Since most of the display names are "Last, First" you will probably want to type "[first] [last] is currently unavailable" in the text-to-speech or create a custom one. It will play the standard instructions after whatever you record or type.

  2. If you want to include an email address or web address in Note: Capitalization can help the text-to-speech system pronounce email and web addresses correctly. Our domain should always be written as SeattleU.edu when using text-to-speech, write it as seattleyou.edu so it gets pronounced properly.. (For example, www.SeattleU.edu/ITS or ServiceDesk@SeattleU.edu)

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titleHow do I check my voicemail?

Check voicemail by clicking on the Calls icon, then Voicemail. You can listen to and manage voicemails.

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titleHow do I set up a voicemail greeting?

To configure voicemail, click on your Avatar, Settings, Calls, and Configure Voicemail

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titleHow do I change the message on a shared voicemail for a call queue or auto-attendant?

  • You are able to change to a voice message that users hear when they call your shared line. Please review the guide below on the steps for completing this.

  • Note: Capitalization can help the text-to-speech system pronounce email and web addresses correctly. Our domain should always be written as SeattleU.edu when using text-to-speech. (For example, www.SeattleU.edu/ITS or ServiceDesk@SeattleU.edu)

https://support.microsoft.com/en-gb/office/manage-your-call-queue-and-auto-attendant-greetings-in-microsoft-teams-52c741c6-8577-4faf-aa5a-c7853e0ab8f8

  • To change the hours, please submit a ticket to the Service Desk (ServiceDesk@SeattleU.edu) with the name of the call queue/the number, and what hours you would like to update.

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titleCan I get voicemail messages by email?

  • Yes. With Teams calling, you'll automatically receive an email message for each voicemail message, including both an attached audio file and a speech-to-text transcription. 

  • Voicemail messages will also be available in both formats within Teams. (Some exceptions may apply for departmental call queues or shared lines.) 

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What will my caller ID say when calling outside of the university?

  1. Caller ID will send your phone number and the name "Seattle University" for most users. (exception below)

  2. If you have been added to a call queue, your Caller ID will show as the queue department number and "SeattleU (Queue Name)" for all phone calls. This is a custom configuration we added by request for the service desk queue only. Other queues won't have this unless specifically requested.

Expand
titleDo student employees have access to Teams calling?

Student employee licenses for Teams calling are available by request from their manager. Managers should contact their department's phone coordinator to request a license for a student employee. 

Info

Want to learn more about Teams or other Microsoft platforms? Visit our Microsoft 365 training page!