Microsoft Teams Calls
Welcome to Teams Calls! Microsoft Teams Calls is Baylor's primary voice communication network. Teams Calls enables you to receive and make telephone calls from within the Microsoft Teams app on your laptop, desktop, or mobile device. Teams Calls includes many standard telephone features (such as placing calls on hold and transferring them) in addition to the ability to consult with someone before transferring a call, setting hours of availability, delegating phone calls to a colleague while out of the office, live captioning, and receiving voicemails in your Outlook inbox.
Availability
Microsoft Teams Calls is available to all Baylor students, faculty, and staff. Baylor students can use Teams Calls to contact anyone within the Baylor community. Baylor faculty and staff who have been assigned a Baylor telephone number can use Teams Calls to contact people both within the Baylor community, nationally, and internationally.
Support (A)
The following resources will help you get started with Microsoft Teams Calls:
New to Microsoft Teams? Learn more about this powerful productivity platform.
Some Common Questions About Teams Calls
1. What will happen when my phone is upgraded/migrated to Microsoft Teams Calls?
When your phone service transitions to Microsoft Teams Calls, you can expect the following:
- All of your internal and external calling will happen in Microsoft Teams. Your Baylor 710-XXXX number will remain the same.
- You will no longer need to forward your desk phone to your cell, call into your desk phone to receive voicemail messages, or be at your desk to receive your calls. Wherever you have the Teams app installed (laptop, desktop, mobile, etc.), you will have access to your phone system.
- You will see a dial pad appear in Teams under the Calls tab. This is where you will make your calls. All incoming calls will ring your Teams app.
- After the Teams Calls conversion has been completed, desk phones that are no longer in use will be collected by departments and picked up by ITS staff.
- For internal calling, you will be able to use dial by name in Microsoft Teams. For example, instead of dialing x5555 to reach Bobby Baylor, you will simply type Bobby Baylor and click their profile icon in Microsoft Teams to initiate a call.
4. How do I forward Microsoft Teams Calls to my cell phone?
If you have the Teams mobile app downloaded on your device, all calls will automatically ring (no forwarding necessary) as long as you have Teams notifications turned on. If you do not have access to WiFi or Data and need to route your calls outside of Teams, go to Settings (click profile picture in top right to see menu) -> Calls -> Forward my Calls -> New Number or Contact -> Enter your mobile number in the field. Click the phone number to confirm.
7. How do I set up my voicemail?
Go to Settings (click profile picture in top right to see menu) -> Calls -> Configure Voicemail -> Record a Greeting. Teams will prompt you to record two greetings: 1) A standard voicemail greeting, and 2) an Out of Office greeting (scroll to bottom of Configure Voicemail page to modify Out of Office voicemail settings.)
8. How do I send my incoming calls to voicemail?
You can send your incoming calls to voicemail by setting your presence/status to Do Not Disturb, or forwarding your calls to Voicemail. To forward calls to voicemail, go to Settings (click profile picture in top right to see menu) -> Calls -> Forward my Calls -> Voicemail.
10. Do I need a headset for Teams Calls?
If you have been using a headset for Zoom or Teams meetings, the same headset should work fine for Teams Calls. If you need a headset, as part of the campus Teams Calls migration project, a wired headset will be made available to most users.
11. What happens if my computer is not on when I receive a call?
If your computer is off when you receive a call, the call will "ring" through the Microsoft Teams app you have installed on other devices (e.g., mobile phone, iPad, tablet). If these devices are also off or the call comes in outside of the hours you have set to receive work phone calls, the call will roll to voicemail. All voicemail messages will be delivered to your email and will also be available within Microsoft Teams Calls.
12. How will I check voicemail?
One of the great benefits of Microsoft Teams Calls is that you will no longer have a separate voicemail inbox. Your Outlook inbox is your voicemail inbox. When you receive a voicemail, it will appear in Outlook as an audio file attachment. You can listen to the message on your computer or mobile device. You can manage your voicemails within the Microsoft Teams Calls interface by viewing your history.
13. If I have the mobile app, will I be expected to answer calls after hours?
No. Microsoft Teams Calls has a convenient feature, Quiet Hours, that can help manage when you receive notifications.
- Open Microsoft Teams Calls on a mobile device and click your profile icon image in the upper left-hand corner of the screen.
- Select "Settings" from the menu that appears.
- Then, select "Notifications" from the next menu that appears.
- Under "During Quiet Time," turn on "Quiet hours" and set your desired time range. Here, you can also set "Quiet days."
These settings will not block incoming calls, just stop Teams notifications from coming through.
Quiet Hours is only available on the Microsoft Teams mobile app. To manage notifications for Microsoft Teams on Windows and MacOS, use the Focus Assist (Windows) and Focus (Mac OS Monterey) features that are built into each operating system.
15. What do we do if we have one number that is monitored by several people?
Microsoft Teams Calls offers call groups that can send calls to up to 25 people to the same number. You can also utilize setting to forward your calls.
Select Settings and more. Select to see more options next to your profile picture at the top of Teams. Then select Settings > Calls.
Under Call answering rules, choose Forward my calls, and then select where you want your forwarded calls to go: voicemail, another person, or a call group.
21. Can you transfer calls on Microsoft Teams Calls?
There are two options to transfer calls.
The first way is to transfer your one-on-one calls in Teams.
1. When you're in a call, select More actions Select to see more options > Transfer in your call controls.
2. Start typing the name of the person you want to transfer the call to and select them when they appear.
3. If they're in your org and using Teams or Skype for Business, turn on Ring back if there's no answer to send the call back to you if the recipient doesn't answer.
4. Select Transfer to complete the transfer or the dropdown arrow to choose one of the following options:
5. Work to transfer the call to their Teams number
6. Work voicemail to send it straight to their voicemail
Any other numbers (like their mobile number) they added to their account
You can also consult before transferring, so you can check in with someone before transferring the call.
1. When you're in a call, select More actions More options button > Consult then transfer.
2. Under Choose a person to consult, start typing the name of the person you want to reach and select them when they appear.
3. Consult with them by calling or using chat.
4. When you're ready, hit Transfer.