How Can We Help?
Making Calls in Microsoft Teams
Calls are a quick way to connect in Teams. You can have one-on-one calls or calls with several people. You can set them up ahead of time like a meeting, or you can start them on the fly while in a chat (for example).
While meetings are a great way to collaborate in Teams, calls can be a more direct way of connecting for completing specific tasks or for getting questions answered quickly.
To make/receive calls, you can use one (or a combination) of the following devices:
- A headset (can also be a bluetooth device like Apple Airpods etc…)
- A webcam
- Desktop phone (additional cost)
- Your personal mobile phone (download MS Teams to your phone from your App Store)
Finding the Teams App
By default, there should be a MS Teams icon located on your desktop.
If there is not an icon on your desktop, click the Windows icon at the bottom left of your screen and start typing Microsoft Teams. A menu of choices will appear and MS Teams should be at the top of the list. If you are unable to locate Microsoft Teams, please reach out to your Desktop Support personnel for further assistance.
For easier access, you can right-click MS Teams and select Pin to Taskbar which will pin the icon to the bar at the
bottom of your screen. Once MS Teams has opened, you are ready to make a call.
Changing Device Settings
While MS Teams will configure default settings for your device once it has been plugged in, there may be instances
where you want to change those settings.
To view your device settings, in the top-right corner of the screen, click the ellipses that are to the left of your profile icon.
In this menu, you can set your…
- Speaker: where you would like to hear phone call audio (headset, computer soundbar, webcam, etc.)
- Microphone: the device you will speak into so that others can hear you.
- Secondary ringer: an additional device you would like to ring when you get a call. By default, your plugged-
in device (whether it be a headset, webcam or desktop phone) will be the primary ringer. You can also select
a secondary device such as your computer soundbar or your cell phone (by entering your cell phone number)
to ring simultaneously.
When you change a device setting, it is a good idea to click the “Make a test call” button to verify that your settings are
working correctly. Clicking this button will put you on a mock phone call with a Microsoft Bot (Teams Echo). It will test
your microphone, speaker, camera (if applicable) and network connection.
There are many ways to make a call in Teams with an individual or a group of people. Here are some of the ways:
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. It’s always up to you.
Answering a call is simple too. Just select Video call or Audio call when prompted. When someone calls you, you’ll get a notification that lets you accept or decline the call.
Turn a chat into a call
With one click, you can make any chat into a call in Teams. When you’re in a chat, select Video call or Audio call in the upper-right corner of Teams. The person you are chatting with (or the people, if it’s a group chat) will receive a call from you.
Make a call from your call history, speed dial, voicemail, or contacts
- Access your call history and quickly call anyone back from the list. Go to Calls and review the History section in the center of the screen. Select any item from the list and then choose Call in the Details section on the right side of Teams.
- From your speed dial, you can quickly call people that you previously saved to this list. To access your speed dial, go to Calls and then find the Speed dial section on the right side of Teams.
- From your voicemail, you can quickly call back anyone who left a message. To access your voicemail, go to History and select the Voicemail button in the upper-right corner. You can call someone back from your voicemail by selecting More actions next to their name > Call back from the call history list, or by clicking Call under the contact details.
- To view your contacts, click Calls > Contacts in the upper-left of Teams. From here, you can call anyone by selecting Call to the right of their name.
Use the dial pad
If you have a calling plan enabled, you can call anyone from Teams.
To dial a number from Teams, go to Calls , and then enter the number of the person you want to reach by using the dial pad located on the left. Then click Call .
You can also type the name of a person or group and call them from the dial pad.
Hover over someone’s profile 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.
Use the command box
At the top of Teams, type “/call” in the box and then enter a name or number. When you make your selection, the call will begin automatically.
In this way, you can quickly find people or groups and make a call to them.
Note: If you’re in a Teams call on your mobile device, the device’s screen won’t turn off if you don’t navigate away from the call window (or if you navigate away but come back before it turns off). If you turn off your screen during a call, you’ll stay connected but the device will lock.
You can do a lot 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
Select More actions in your call window and choose Hold. Everyone in the call will be notified that they’ve been put on hold, and you can continue your call by clicking Resume.
Transfer a call
Select More actions > Transfer in your call controls. Then, type the name of the person you want to transfer the call to and select them. To finish, select Transfer.
Consult then transfer
If you want to check in with someone before you transfer a call to them, select More actions > Consult then transfer.
Under Choose a person to consult, start typing the name of the person you want to reach and select them when they appear. You can call them, or consult with them over chat. When you’re ready, select Transfer.
Add a delegate
You can pick someone in Teams to be your delegate—to receive and make calls on your behalf. When you add a delegate, you’re essentially sharing your phone line with them, so they can see and share all of your calls.
To designate a delegate, select Settings and more next to your profile picture at the top of Teams and choose Settings > General. Under Delegation, select Manage delegates. There you can see who you’re a delegate for, and add and remove your own delegates.
Share a line with a delegate
Select Settings and more next to your profile picture at the top of Teams and choose Settings > General. Under Delegation, select Manage delegates. Click Your delegates and type the person’s name in the Add a delegate box. C
Review your call history
Your call history is located in the center of the calls experience 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 to begin a call automatically.
You can also chat with that contact, add them to speed dial, and add them to your contacts—all from the More actions menu.
Access your voicemail
Your voicemail is another familiar tool for getting the most out of your calling experience in Teams.
Go to Calls > History and then 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
Call someone back from your voicemail by selecting More actions next to their name > Call back from the call history list, or by clicking Calls under the contact Details on the right side of Teams.