This article will go over how to utilize Microsoft Teams phones, including instructions on how to make a call, receive a call, putting a call on hold, adding people to the call, transferring, voicemail management, and do not disturb settings.
Quicklinks:
7. Retrieving Voicemail Messages
8. Do not Disturb & Quiet Hours
First, click the “Calls” icon on the left-hand bar of the Microsoft Teams program.
Next, type the number desired above the keypad and click “Call”.
Once you click “Call”, a second screen will open showing the call you just initiated.
To hang up the call, click the red “Leave” button in the upper right-hand corner of the call screen.
When you have an incoming call, a small window will appear in the bottom right-hand corner of your screen. Click the blue/purple button to answer the call. Click the red button to decline the call.
After you click the blue/purple button to answer the incoming call, a second screen pops up showing the call you just answered. This is identical to the screen you see when you originate a call.
To place a call on hold, press the “Hold” button located along the call’s top menu bar.
To transfer a call, press the “Transfer” button located along the call’s top menu bar. You will then see a drop-down menu that gives you the option to either “Transfer” OR “Consult then Transfer.”
- Transfer” means the call will be immediately transferred to your colleague without you speaking to that person to whom you are transferring the call.
- “Consult then Transfer” is a “warm transfer,” which permits you to announce the caller to the receiving colleague prior to you transferring the call.
Once you choose either option, a second drop-down menu will open, asking you to choose who to transfer the call to. You will enter your co-worker’s name here.
To add a person to a call, click the “People” button located along the call’s top menu bar. On the right-hand side of the call box, you will then see a list of all the participants currently on the call. Type the name or phone number of someone else to add additional person/people to a call.
From the main Teams screen, click the 3 dots in the upper right-hand corner. Click on “Settings.”
Click “Calls,” and then scroll down to “Manage Voicemail.”
7. Retrieving Voicemail Messages
Click the “Calls” icon on the left-hand bar of the Microsoft Teams program.
On the upper right-hand side, click on “Voicemail.” All your voicemail messages will appear here.
Click on the voicemail you want to access. The transcription will show to the right. Listen to the message by pressing the “play” icon just below the transcription.
8. Do not Disturb & Quiet Hours
-Do not Disturb:
To set your status to do not disturb, click your profile at the top bar. Then, click your current status. In this example, it's "in a call".
Next, click do not disturb.
After you set this, you will see this pop up at the top of your Teams.
-Quiet Hours:
Click on your initials in the upper right hand corner.
Then, click on settings.
Click on notifications.
Click on during quiet hours.
Finally, set the hours you do not want to receive calls.
On the left menu of teams, click 'Calls'.
On the right side of the calls page, there should be a space for Speed Dials.
Click 'Add', then type in the number or person's name you would like to add to your speed dial list. Once added, you'll see a pop-up confirmation on the bottom left, and the contact will always stay on the speed dial list for easy access.
To delete someone from the speed dial list, hover over their name, then click on the three small dots besides it. Click 'remove from speed dial'.
On the left menu of teams, click 'Calls'.
Then, on the top right corner click 'View Contacts'.
Then, click the person icon with the plus beside it.
Here, you can type in a person's name or number.
Once you have found your person you would like to add, click their name.
When this pops up, click 'Add'.
Next, click save.
Then, they will appear in your contacts list!