Getting Started with Teams Phone

Introduction

This article explains how to use Microsoft Teams Calling to make and receive phone calls using your Ithaca College work phone number. It covers calling features, equipment needs, voicemail, privacy considerations, and common configuration options.

Audience

Ithaca College faculty and staff who are using Microsoft Teams Calling for Ithaca College phone service.

Platform

Microsoft Teams on desktop computers, laptops, tablets, smart phones, and supported web browsers.

Contents

What Is Teams Calling

  • Teams Calling is a phone feature within Microsoft Teams
  • It allows you to make and receive audio calls using your Ithaca College work phone number
  • Calls can be made to internal and external phone numbers
  • Teams Calling replaces a physical desk phone and is not tied to a specific office location

Making and Receiving Calls

  1. Open Microsoft Teams
  2. Click Calls
  3. Use the dial pad to enter a phone number or select a contact
  4. Click the Call button to place a call
  5. Answer incoming calls directly in Teams on your active device

Available call features include:

  • Hold
  • Mute
  • Transfer
  • Speed dial

Using the Dial Pad During an Active Call

  1. During a call, click the Dial Pad icon in the call controls
  2. Press the required digits using the on-screen keypad to navigate automated menus or enter conference codes

Phone Numbers

  • If you already have an Ithaca College phone number that gets ported to Teams then the number will remain the same
  • If you do not have an Ithaca College phone number, a new number can be assigned upon request
  • Assigned numbers appear in the Calls tab under the dial pad

Using Teams Calling Without a Desk Phone

  • Calls ring on the device where you are signed in to Teams
  • Supported devices include:
    • Desktop computers
    • Laptops
    • Tablets
    • Smartphones
  • Most calling features also work through a web browser

Equipment Requirements

  • A device that can run Microsoft Teams
  • Optional ear buds or a headset for improved audio quality and privacy
  • Cameras are not required for telephone calls

Calls With People Outside Ithaca College

  • External callers can dial your 10-digit Ithaca College phone number as usual
  • Callers do not need to use Teams
  • Calls ring in Teams instead of on a physical desk phone

Using Teams Calling on a Personal Mobile Device

  • You can receive calls to your Ithaca College phone number through the Teams mobile app
  • Your personal cell phone number is not visible to callers
  • Outbound calls display your Ithaca College phone number in caller ID
  • This applies to both college-owned and personal devices

Private and Confidential Calls

  • Use earbuds or a headset to keep conversations private
  • Bluetooth and wired headsets are supported
  • Headsets also help reduce background noise

Call Queues for Department Numbers

  • Call queues allow multiple users to answer calls for a shared department phone number
  • Calls are routed to available members using methods such as round-robin or simultaneous ringing
  • Submit a service request to have call queues configured

Preventing Calls After Hours or During Focus Time

  • Set your presence status to Do Not Disturb to send calls directly to voice mail
  • Configure Quiet Days or Quiet Hours on your mobile device to silence calls and notifications outside working hours

Setting Teams as the Default Dialing App

Windows

  1. Search for Settings from the task bar
  2. Click Apps
  3. Click Default Apps
  4. In Set a default for a file type or link type, search for TEL
  5. Select Microsoft Teams
  6. Click Set Default
  7. Close the Settings window

macOS

  1. Open FaceTime
  2. From the menu bar, click FaceTime > Settings
  3. Click the General tab
  4. Next to Default for calls, choose Microsoft Teams
  5. Close the Settings window

Voicemail Access

  • Voicemail messages are delivered by email with:
    • An attached audio file
    • A speech-to-text transcription
  • Voicemail messages are also available in Teams in both audio and text formats
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