Teams Phone Setup Guide

Modified on Thu, 15 Feb 2024 at 02:23 PM

TABLE OF CONTENTS




Setup Using the Phone


Signing In

  1. Go to https://microsoft.com/devicelogin and enter the code displayed on the phone.
  2. Sign into your Microsoft account.

Making Calls from the Phone

  1. You can use the physical keypad, then press the call button, or select calls and enter the number on the phone screen.
  2. Your number is located on the top right-hand corner of the home screen.

Adding Contacts

  1. Click "People" on the homescreen.
  2. Select the "+" button on the lower-right hand corner of the screen.
  3. Press "Add from directory" and add the contact.

Adding Contact Groups 

  1. Click "People" on the homescreen.
  2. Select the "+" button on the lower-right hand corner of the screen.
  3. Press "Create new group" and add the users to the group.

Accessing the Calendar

  1. Select the calendar button.
  2. You can view scheduled events on the phone screen for the week, and are able to join meetings by clicking the "Join" button.
  3. Click the "+" button on the lower right-hand side of the screen to create a new event. 

Accessing Voicemail from the Phone

  1. Click the voicemail button.
  2. Select the voicemail and press the play button to hear the voicemail.
  3. An email with the audio from the voicemail and a transcript will automatically be sent to your Outlook account. If you delete this email, the voicemail will be deleted from the phone. 
  4. To delete a voicemail from the phone, select the trash icon. This will also delete the email containing the voicemail.

Setting up Voicemail from the Phone

  1. From the home screen, click on your profile photo at the top right-hand side.
  2. Select "Settings" then "Calling".
  3. By default, there will be an automated voicemail message. If you would prefer to record your own, select "Change voicemail greetings" and press 2.
  4. You will then be able to record a voicemail greeting.

Transferring Calls from the Phone

  1. From the home screen, click on your profile photo at the top right-hand side
  2. Select "Settings" then "Calling".
  3. You can choose if calls will also ring another number under "Also ring". Select "Contact or number" and enter the number which you would like to also receive your calls.
  4. It is also possible to send your calls to a different number if the call is not answered. Click "Contact or number" under "If unanswered" and enter the number(s).

Choosing a Ringtone from the Phone

  1. From the home screen, click on your profile photo at the top right-hand side.
  2. Select "Settings" then "Calling".
  3. Scroll until you see the "Ringtones" section. Here you are able to change the ringtones for your calls, forwarded calls, and delegated calls.

Setting a Password

  1. Click on your profile picture. Select "Settings" then "Device Settings".
  2. Select "Phone Lock". Press "Lock Enable".
  3. Enter a PIN for your phone. 
  4. You can adjust the Idle-time out. This will be the set period of time after using your phone that it will require you to use a PIN.
  5. When the phone is locked, you are able to receive calls, but not make calls from the phone.

Adding Delegates 

  1. Delegates can make and receive calls on your behalf. To add a delegate click your profile photo in the top-left hand corner, then select "Settings" and "Manage delegates".
  2. From here you are able to add delegates.

Connecting Bluetooth Devices

  1. Click on your profile picture. Select "Settings" then "Device Settings".
  2. Choose "Bluetooth". Available devices will appear on the bottom right-hand corner. Click on the device you wish to pair with the phone.

Changing your Status

  1. Select your profile picture at the top right-hand corner of the screen.
  2. Click on the current status to change it.
  3. To set a status message click "Set status message" below your current status. From here you can set the message.

Button Functions

  • Phone with pause symbol: Puts the other caller on hold.
  • Two phones with arrow: Allows you to transfer calls.
  • Two circling arrows: Calls the most recent number which called you if you didn't answer.
  • Triangle with plus and minus: Adjusts volume.

  • Headset button: Allows you to transfer the call to your headset
  • Microphone button: Mute
  • Teams button: Brings you back to the homescreen
  • Speaker button: Puts your call on speakerphone




Setup Using the App or Web Version of Teams


Making Calls from Teams

  1. Open the Teams app.
  2. Select "Calls" on the left-hand side of the screen.
  3. Use the keypad on the left-hand side to make calls.
  4. Your number can be found underneath the keypad.

Adding Contacts

  1. Select the "Contacts" or "View Contacts" button.
  2. Press "Add contact".

Adding Contact Groups (Only works on the web version of Teams)

  1. On the right-hand side of the screen press the "+" button beside "Contact Groups".
  2. From here you can create a contact group to call with. 

Adding Contacts to Speed Dial

  1. On the right-hand side of the screen, hover your mouse over the "Speed dial" button.
  2. Add contacts which you wish to have on speed dial.

Accessing Voicemail in Teams

  1. New voicemails will appear under the "Calls" section, and also in the activity section.
  2. To listen to a voicemail, select the voicemail and you will be able to play the voicemail, as well as see a transcript.
  3. Hover your mouse over the call and select the three dots to delete voicemails.
  4. To call back a number which has left a voicemail, hover your mouse over the call and press the "Call" button.
  5. An email will be sent with the audio clip and transcript of the voicemail to your Outlook account. If you delete the email, the voicemail will be deleted from the Teams app. If you delete the voicemail from the app, the email will be deleted.

Setting Up Voicemail in Teams

  1. Open the Teams app.
  2. Select "Calls" on the left-hand side of the screen.
  3. Select "Custom Setup" on the bottom left-hand corner, then choose "Device Settings" and "Calls".
  4. By default, there will be an automated voicemail message. If you would prefer to record your own, select "Configure Voicemail" then "Record a greeting".

Forwarding Calls in Teams

  1. Open the Teams app.
  2. Select "Calls" on the left-hand side of the screen.
  3. Select "Custom Setup" on the bottom left-hand corner, then choose "Device Settings" and "Calls".

For the Web Version

  1. Under "Call answering rules" you can choose if calls will also ring another number under "Also ring". Select "New number or contact" or "Call group" and enter the number(s) which you would like to also receive your calls.
  2. It is also possible to send your calls to a different number or call group if the call is not answered. Click "New number or contact" or "Call group" under "If unanswered" and enter the number(s).


For the App

  1.  Under "Call handling and forwarding" you can choose if calls will ring another number.
  2.  It is also possible to send your calls to a different number or call group if the call is not answered. Click "When you can't answer a call" and "Redirect to a new number or contact" to enter the new number you would like your calls to be directed to.


Transferring Calls

  1. Click the “Transfer” button at the top of the call
  2. Enter the contact which you would like to transfer the call to
  3. The caller will be put on hold while the call is being transferred


Choosing a Ringtone in Teams

  1. Open the Teams app.
  2. Select "Calls" on the left-hand side of the screen.
  3. Select "Custom Setup" on the bottom left-hand corner, then choose "Device Settings" and "Calls".
  4. Under "Ringtones" you can select a ringtone for your calls, forwarded calls, and delegated calls.


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