MS Teams Calling Manual

MICROSOFT TEAMS Calling

Abstract This steps you through making and managing calls in Microsoft Teams

Almitra Hirst

ahirst@thehills.nsw.gov.au [Email address]

Contents Favourites ................................................................................................................. 3 Making calls in Teams – from your PC or Laptop ..................................................................... 5 Make or Answer a Call from anywhere ............................................................................. 5 Turn a Chat into a Call................................................................................................ 6 Make a call from call History ........................................................................................ 6 Make a call from signature in missed call email .................................................................. 7 Use the Dialpad ........................................................................................................ 8 Hover over someone’s picture ....................................................................................... 9 Add another person to a Call ....................................................................................... 10 To switch from Audio call to video call ........................................................................... 11 How to select Landline or Mobile .................................................................................. 13 Notification of change of presence ................................................................................ 13 Making calls in Teams – from your mobile phone ................................................................... 14 Call Using the Dialpad ............................................................................................... 14 Call Using the Contact List .......................................................................................... 15 Call Using Call History ............................................................................................... 17 Call Using Voicemail ................................................................................................. 18 Speed Dials ............................................................................................................... 18 To Save a Speed Dial ................................................................................................. 18 To access your Speed Dial ........................................................................................... 19 Voicemail ................................................................................................................. 20 Call someone back from your voicemail .......................................................................... 21 Contacts .................................................................................................................. 22 To view your contacts ............................................................................................... 22 To add a contact...................................................................................................... 22 To search for a contact .............................................................................................. 23 Options available while on a call in Teams .......................................................................... 24 Place a call on hold .................................................................................................. 24 Transfer a Call ........................................................................................................ 24 Consult then Transfer ............................................................................................. 25 Getting the caller back if person Call transferred to not available ........................................... 27 Review your call history ................................................................................................ 28 Call forwarding .......................................................................................................... 29 Simultaneous Ring .................................................................................................... 29 To forward your calls ................................................................................................ 30 Call Group........................................................................................................... 31 Audio Devices ............................................................................................................ 33 7/12/2023 8:00 AM

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Enabling external ringing through speakers when headset is connected ..................................... 34 Transferring calls between Devices................................................................................... 36 Chat ....................................................................................................................... 37 Searching for a Chat ................................................................................................. 37 Searching Using persons Name ................................................................................... 37 Searching for a word in a Chat ................................................................................... 38 Changing Status.......................................................................................................... 39 Set Status message ...................................................................................................... 39 Remote users and Teams Voice ....................................................................................... 40 To access MS Teams and Microsoft Office from the Web. ...................................................... 40 Installing the MS Teams app on your desktop .................................................................... 40

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Favourites Favourites are referred to as Pinned in Teams To Pin a Contact as a favourite Click on Chat

In Search bar type in name of staff member you are Searching for Click on required Contact

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Right click on Name of staff member Click on Pin

Name will appear under Pinned

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Making calls in Teams – from your PC or Laptop Make or Answer a Call from anywhere

Select either Video Call

or Audio Call

Any call can be a video call or an audio-only call Video calls cannot be made to someone’s mobile unless they are also using the teams client Its always your choice

To answer a call just select Video call

or Audio Call

when prompted

When someone calls you, you’ll get a notification like the one below that lets you accept or decline the call

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Turn a Chat into a Call When you are in a chat You can select Video Call

or Audio Call

in the top right hand corner of Teams

The person you are chatting with (or the people, if it’s a group chat0 will receive a call from you

Make a call from call History Go to Calls on left hand side Review the History Section in the center of the screen

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Choose Call

in the Details section on the right hand side of the screen

Make a call from signature in missed call email You can make a call by clicking on phone number in a Missed Call email

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Use the Dialpad You can call anyone from Teams To dial a number from Teams Go to Calls Then enter the number of the person you want to reach by using the dial pad located on the left Then click Call

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Hover over someone’s picture

Throughout the Teams app, you will find profile pictures of people you're connected with.

(Sometimes people choose avatars or you might just see their initials.)

At any time, you can mouse over a profile picture and you will see options to make a video or an audio-only call to that person.

Choose one of those options and your call will begin.

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Add another person to a Call To add another person to a call Click on People In box for Invite someone or dial a number type in name of person you want to add to call

Type in name of person you wish to call Click on name of person required

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The person will be added to the call

To switch from Audio call to video call When on an Audio call Click on camera icon

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The person you are talking to needs to click on Camera Icon too This converts it into a video call

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How to select Landline or Mobile Click on arrow next to phone Click on landline or mobile as required to call

Notification of change of presence Go to chat Right click on persons name Click on Notify when available

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Making calls in Teams – from your mobile phone Microsoft Teams has the ability to let you make phone calls from the Teams App on your mobile device There are several ways to make phonecalls    

Using the Dial pad Using the Contacts List Using the Call History Using the Voicemail list

Call Using the Dialpad At the bottom of the screen Tap calls To access Dialpad tap the phone +icon

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On the dialpad Enter the phone no you are calling Tap the phone icon

Call Using the Contact List At the bottom of the screen Tap calls

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On the Dialpad screen tap the People Tab

In the To field enter the name of the person you would like to call Next to the persons name tap on the phone icon

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Call Using Call History At the bottom of the screen Tap Calls

Tap History Your Call History will be on the main screen

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Call Using Voicemail Tap Calls at the bottom of the screen On the Main page tap on Voicemail tab at the top of the screen Select the contact you want to call from list of contacts

Speed Dials From your speed dial, you can quickly call people that you previously saved to the list To Save a Speed Dial Click on three dots next to name of person you wish to set up as a speed dial A Menu like the one below will pop up Click on Add to Speed Dial

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To access your Speed Dial Go to Calls

Then find Speed Dial section on the Right-hand side of teams

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Voicemail Voicemail is another familiar tool for getting the most out of your calling experience in Teams.

Go to Calls Click on History select Voicemail in the upper-right From here you can:    

Review messages and transcripts from calls Customize call rules Record a greeting Call anyone who's left you a message

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Call someone back from your voicemail selecting More actions Call back

next to their name

from the call history list

or by clicking Calls

under the contact Details on the right side of Teams

Voice mail will be typed out using txt-to-speech but may not be very accurate depending on different accents

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Contacts To view your contacts Click Calls Click Contacts in top left corner Click on Call button

to the right of the Name

To add a contact Click Calls Click Add Contact

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To search for a contact Click Calls Click on Contacts In Search field on top type in name of contact you are looking for

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Options available while on a call in Teams During a call, you can take many actions These are a few common actions you might take: Place a call on hold in your call window Click on Hold Everyone in the call will be notified that they've been put on hold To continue your call click Resume

Transfer a Call Click on Transfer

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You will have two options Transfer – this is a blind transfer or a cold transfer where you do not announce the caller.

Not recommended.

Consult then Transfer – If you want to announce the caller before you transfer select Consult then Transfer. This is the recommended option.

Consult then Transfer Select Consult then Transfer

Under Choose a person to consult start typing you would like to transfer to

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Click on dropdown arrow next to Chat You can call them or consult with them over chat

When you are ready select Transfer

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Getting the caller back if person Call transferred to not available If the caller you are transferring to is busy and cannot take the call Click Leave on caller you are transferring to

You will get initial caller back Click on Resume

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Review your call history call history is located in the middle of the calls screen and shows a list of past calls (including missed calls).

Go to Calls History.

From any call in the list select More actions >Call back You can also

to begin a call automatically.

chat with that contact add them to speed dial add them to your contacts all from the More actions menu.

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Call forwarding Microsoft teams provides the following call forward options

Simultaneous Ring If you would like another phone to ring at the same time as yours Click on Call Ring me Next to Also ring click on the dropdown arrow select which phone no you would like to ring at the same time as yours

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To forward your calls click on Calls click on drop down arrow next to Don’t Forward in bottom left hand corner of screen click on More Settings

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Click on drop down arrow next to If unanswered and you have the option for your call to go to • • • •

Voicemail New Number or Contact Do Nothing Call Group

Call Group If you would like your call to go to a group of staff members if unanswered Click on Calls Ring me Click on drop down arrow next to If unanswered Select Call group

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Search for staff member you want to add to Call Group by typing in name under Add people Yu can add more than one staff member Select required staff members

If you have more than one staff member in your Call group you can pick the order by clicking on drop down next to Ring order

Click on Save

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You can then select after how many seconds you would like the unanswered call to be forwarded to your selected option

Audio Devices You can select which Audio device you wish to use in Microsoft teams In bottom left hand corner next to Help Click on drop down arrow

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Select required audio device

Enabling external ringing through speakers when headset is connected click on Calls click on three dots in top right corner

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Click on Settings

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Click on Devices Click on dropdown next to Secondary ringer Select Speakers/headphones

Transferring calls between Devices While you are on a call on one device Open teams on the second one (the one you want to transfer the call to) You will see a message near the top of the second device’s screen informing you that you are currently on a call on another device and asking you if you want to join it on this one too Select or tap on Join

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Chat Searching for a Chat

Searching Using persons Name To for a chat from someone Click on filter icon

Type the name of the person whose chat you are looking for Chat will come up

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Searching for a word in a Chat You can search for a word in a chat Click on Chat on the left hand side Type in word you are searching for Press Enter key on keyboard

Any chats using the word will pop up on the screen

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Changing Status To change Status in teams In the top right hand corner of your screen, click on your Avatar Click on arrow next to your Status Click on required Status

Set Status message To change Status in teams In the top right hand corner of your screen, click on your Avatar Click on Set Status messgae Type in your message

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Remote users and Teams Voice To access MS Teams and Microsoft Office from the Web. https://www.microsoft365.com will allow you to access the THSC Office suite of products, including One Drive, which includes MS Teams for collaboration and communication. Apps such as STAS, MyFlo, are not available via the web (yet).

You will be prompted to sign in with MFA (MultiFactor Authentication) You will need a headset or speakers/microphone

Installing the MS Teams app on your desktop If you are comfortable to download the desktop app for MS Teams on your personal device, please go to https://teams.microsoft.com and follow the instructions.

You will be prompted to sign in with MFA (MultiFactor Authentication) You will need a headset or speakers/microphone 7/12/2023 8:00 AM

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