Microsoft Teams Phone: Calling Setup and Basics

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.

This article explains how to use Microsoft Teams Phone 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 making and receiving phone calls using Microsoft Teams Phone.

Platform

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

Table of Contents

License Requirements

Ithaca College is transitioning departments from traditional office phone to Microsoft Teams Phone, allowing employees to make and receive calls directly through Microsoft Teams while keeping their existing phone number.

A Microsoft Teams Phone license is required for external calling. Information Technology and Analytics will work directly with departments to determine needs and coordinate licensing and setup as part of the campus transition. ​​​​​Instructions

Getting Started

What is Teams Phone

Teams Phone 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 Phone replaces a physical desk phone and is not tied to a specific office location

Phone Numbers and Caller ID

• If you already have an Ithaca College phone number that is ported to Teams, the number remains the same
• If you do not have an Ithaca College phone number, a new number can be assigned upon request
• Your assigned work number appears in the Calls tab under the dial pad
• Outbound calls display your Ithaca College phone number in caller ID

Equipment Requirements

To make and receive calls you must use a device that can run Microsoft Teams and signed in with your Ithaca College account.

Supported devices include:

• Desktop computers
• Laptops
• Tablets
• Smart phones
• Most calling features also work through a supported web browser.

Other considerations:

• Cameras are not required for telephone calls
• For improved audio quality and privacy
  • Use earbuds or a headset to keep conversations private
  • Bluetooth and wired headsets are supported
  • Headsets also help reduce background noise

Set 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

Make and Receive Calls

Make Calls

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

Available call features include:

• Hold
• Mute
• Transfer
• Speed dial

Use the Dial Pad During an Active Call

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

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

Use Teams Phone 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 from the Teams app display your Ithaca College phone number in caller ID
• This applies to both college-owned and personal devices

Voicemail

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

Additional Settings

Prevent 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

Department Phone Numbers (Call Queues)

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 distribution or simultaneous ringing
• Front desk and main office numbers can operate with or without a dedicated desk phone
• Submit a service request to have call queues configured

Additional Resources

Explore these Microsoft Support resources to get started and learn more:

• First things to know about calls in Microsoft Teams
• Getting started with teams phone (videos)
• Microsoft Teams adoption guides
• Microsoft Teams adoption help (video)
• Microsoft Teams Phone overview
• Microsoft Teams Phone Help Desk Guide
• Microsoft Teams Phone FAQs

Teams Phone Support Request
Submit an Ithaca College IT service request for assistance with Microsoft Teams Phone troubleshooting or configuration. Use this option to get help from Ithaca College support staff if you experience issues with calling, voicemail, device setup, or other Teams Phone features.