Microsoft Teams Calls

When your phone service transitions to Microsoft Teams Calls, you can expect the following:

• All of your internal and external calling will happen in Microsoft Teams. Your Baylor 710-XXXX number will remain the same.
• You will no longer need to forward your desk phone to your cell, call into your desk phone to receive voicemail messages, or be at your desk to receive your calls. Wherever you have the Teams app installed (laptop, desktop, mobile, etc.), you will have access to your phone system.
• You will see a dial pad appear in Teams under the Calls tab. This is where you will make your calls. All incoming calls will ring your Teams app.
• After the Teams Calls conversion has been completed, desk phones that are no longer in use will be collected by departments and picked up by ITS staff.
• For internal calling, you will be able to use dial by name in Microsoft Teams. For example, instead of dialing x5555 to reach Bobby Baylor, you will simply type Bobby Baylor and click their profile icon in Microsoft Teams to initiate a call.

You will see a dial pad appear in your Calls tab in Teams. Your desk phone will stop making/receiving phone calls, and all incoming calls will appear in Teams.

Internal calling is available to everyone today. Just search their name and click "Call". This upgrade only changes the way you communicate with people outside the organization.

If you have the Teams mobile app downloaded on your device, all calls will automatically ring (no forwarding necessary) as long as you have Teams notifications turned on. If you do not have access to WiFi or Data and need to route your calls outside of Teams, go to Settings (click profile picture in top right to see menu) -> Calls -> Forward my Calls -> New Number or Contact -> Enter your mobile number in the field. Click the phone number to confirm.

With Calling in Microsoft Teams, you no longer need a voicemail PIN.

You can select a "Secondary Ringer" to enable your computer speakers to ring as well as your headset. Go to Settings (click profile picture in top right to see menu) -> Devices ->Secondary Ringer -> Select your computer speakers.

Go to Settings (click profile picture in top right to see menu) -> Calls -> Configure Voicemail -> Record a Greeting. Teams will prompt you to record two greetings: 1) A standard voicemail greeting, and 2) an Out of Office greeting (scroll to bottom of Configure Voicemail page to modify Out of Office voicemail settings.)

You can send your incoming calls to voicemail by setting your presence/status to Do Not Disturb, or forwarding your calls to Voicemail. To forward calls to voicemail, go to Settings (click profile picture in top right to see menu) -> Calls -> Forward my Calls -> Voicemail.

Teams Calls certified physical handset phones can be used in locations where a softphone is not practical.

If you have been using a headset for Zoom or Teams meetings, the same headset should work fine for Teams Calls. If you need a headset, as part of the campus Teams Calls migration project, a wired headset will be made available to most users.

If your computer is off when you receive a call, the call will "ring" through the Microsoft Teams app you have installed on other devices (e.g., mobile phone, iPad, tablet). If these devices are also off or the call comes in outside of the hours you have set to receive work phone calls, the call will roll to voicemail. All voicemail messages will be delivered to your email and will also be available within Microsoft Teams Calls.

One of the great benefits of Microsoft Teams Calls is that you will no longer have a separate voicemail inbox. Your Outlook inbox is your voicemail inbox. When you receive a voicemail, it will appear in Outlook as an audio file attachment. You can listen to the message on your computer or mobile device. You can manage your voicemails within the Microsoft Teams Calls interface by viewing your history.

No. Microsoft Teams Calls has a convenient feature, Quiet Hours, that can help manage when you receive notifications.

• Open Microsoft Teams Calls on a mobile device and click your profile icon image in the upper left-hand corner of the screen.
• Select "Settings" from the menu that appears.
• Then, select "Notifications" from the next menu that appears.
• Under "During Quiet Time," turn on "Quiet hours" and set your desired time range. Here, you can also set "Quiet days."

These settings will not block incoming calls, just stop Teams notifications from coming through.

Quiet Hours is only available on the Microsoft Teams mobile app. To manage notifications for Microsoft Teams on Windows and MacOS, use the Focus Assist (Windows) and Focus (Mac OS Monterey) features that are built into each operating system.

Microsoft Teams Calls can easily be configured in a way that allows multiple lines to route to a single person (or multiple people). In addition, calls can be delegated from one person to another within Teams Calls. For more on delegating calls to another person, view this helpful video from Microsoft.

Microsoft Teams Calls offers call groups that can send calls to up to 25 people to the same number. You can also utilize setting to forward your calls.

Select Settings and more. Select to see more options next to your profile picture at the top of Teams. Then select Settings > Calls.

Under Call answering rules, choose Forward my calls, and then select where you want your forwarded calls to go: voicemail, another person, or a call group.

Microsoft Teams Calls does not require a code to call long distance and international calling is available.

Yes, if you have the Teams mobile app on your phone you will have the option to answer a call on your cell phone or your computer. You can also transfer between the two.

Yes. However, the best proactive solution is to set focus time. Calls will ring unless you set quiet hours.

The old phone will stop ringing and calls will begin to go through Teams, dial pad, like seen in previous videos.

ITS will coordinate pickup times with departments at a later date.

There are two options to transfer calls.

The first way is to transfer your one-on-one calls in Teams.

1. When you're in a call, select More actions Select to see more options > Transfer in your call controls.

2. Start typing the name of the person you want to transfer the call to and select them when they appear.

3. If they're in your org and using Teams or Skype for Business, turn on Ring back if there's no answer to send the call back to you if the recipient doesn't answer.

4. Select Transfer to complete the transfer or the dropdown arrow to choose one of the following options:

5. Work to transfer the call to their Teams number

6. Work voicemail to send it straight to their voicemail

Any other numbers (like their mobile number) they added to their account

You can also consult before transferring, so you can check in with someone before transferring the call.

1. When you're in a call, select More actions More options button > Consult then transfer.

2. Under Choose a person to consult, start typing the name of the person you want to reach and select them when they appear.

3. Consult with them by calling or using chat.

4. When you're ready, hit Transfer.

This will be addressed during or soon after the transition.

This system will only replace your handset. We will provide you with a headset.

Yes, this feature is available to use by setting up delegation settings.

No. If you are using a cellphone, you can make and receive calls via cell service.

If you are in "quiet hours" or away your direct line will be affected. If you are in a shared line call group, the calls will not ring through to you but will continue to ring to others in that group that are set as available.

Microsoft Teams Calls HelpDesk Baylor University

No. If you use the Teams app to dial-out it will show your Baylor phone number.

No. The computer or a mobile device is required to be on to answer a call. However, voicemail is available.

You will receive voicemails in both.

Headphones are not required.

Speakerphones can be used or possibly even hearing aids if they offer a Bluetooth connectivity option.

In these cases, Baylor ITS will provide you with a new, physical handset for these student workers to use during their shifts.

If the phone is absolutely essential for security or service reasons, a replacement handset will be installed in these locations.

Phone trees can be easily managed within Microsoft Teams. If you need assistance with setting up a phone tree for your main line, contact HelpDesk+.

Microsoft Teams Calls is integrated with your Outlook calendar. If you have an item scheduled on your calendar that indicates that you are "busy," you will only receive calls if your Microsoft Teams settings allow you to receive calls during meetings.

If the "focus times" you have blocked off on your calendar are set to "not busy," then your calls will come through. If you are indicated as "busy," calls will not come through. You can best manage calls received through Teams Calls by setting quiet hours.

No, the default system setting is to indicate voicemails both in the Teams app and through Outlook.