How to Make Calls on Microsoft Teams Fast

When I first started using Microsoft Teams, one of the features that stood out to me was the ability to make calls effortlessly. Whether it’s a quick one-on-one check-in or a full-fledged conference call, Microsoft Teams makes it incredibly simple to connect with others. Let me show you how you can start making calls on Microsoft Teams in just a few minutes.

Key Takeaways:

• Effortless Calling: Microsoft Teams allows seamless audio and video calls, making collaboration efficient and straightforward.
• Comprehensive Features: Features like voicemail, call recording, screen sharing, and live captions enhance communication.
• Intuitive Interface: The Calls tab serves as a hub for managing speed dials, call history, and voicemails easily.
• Advanced Management: Options like call transfer, holding calls, and adding delegates ensure professional handling of calls.
• Customization & Optimization: Personalize call settings and use slash commands to streamline your Teams calling experience.

 

Introduction to Microsoft Teams Calling

The Essentials of Making Calls on Teams

When it comes to communication in the digital workspace, Microsoft Teams stands out as a versatile tool. Making calls is one of its fundamental features, helping colleagues connect instantly. With just the click of a button, I can start one-on-one audio or video calls, or host calls with multiple participants. Setting up calls in advance—similar to scheduling meetings—or initiating them spontaneously during a chat is smooth and efficient on Teams.

Navigating the Interface for Efficient Communication

Navigating Microsoft Teams to make and manage calls is intuitive once you are accustomed to the interface. I find that the Calls tab is my central hub for all telephony activities. Here, I can view my speed dial contacts, missed calls, and voicemail. Additionally, the search bar at the top allows me to effortlessly locate contacts or dial a number directly. It’s important to familiarize ourselves with the dial pad and settings icon, as these lead to further functionalities and customization options.

 

Pre-Call Setup and Options

Setting Up Your Device for Teams Calls

Before diving into the world of Microsoft Teams calls, it is crucial to ensure my device is set up correctly. This means checking my microphone, speakers, and webcam. Teams typically prompts me to confirm these settings before I start a call. I regularly head into the settings menu to test and adjust these devices to prevent any technical hiccups during calls. Remember, if I’m using a mobile device, I need to keep the Teams app open to receive call notifications.

Exploring Call Features Before You Dial

I always recommend taking a moment to explore the call features of Microsoft Teams before making that first call. Teams offers a wealth of options, such as voicemail, call recording, and screen sharing, that enhances my calling experience. I can also personalize my call background or use live captions during a call for added clarity.

Step-by-Step Guide to Make Calls on Microsoft Teams

Initiating a Direct Audio or Video Call

Initiating a direct audio or video call in Microsoft Teams is a straightforward process. To start an audio call, I simply click on the ‘Audio call’ icon, whereas for a video call, I select the ‘Video call’ icon.

I can do this from either a chat window or from someone’s profile card. The person I’m trying to reach will immediately receive a notification of my call, allowing them to accept or decline it.

Placing a Call from Chat or Contacts List

I find placing a call from a chat or my contacts list in Teams incredibly convenient. In an ongoing chat conversation, clicking the phone icon instantly transforms it into a call.

Likewise, from the contacts list, I simply hover over the contact’s name and click the phone icon to initiate the call. This seamless integration saves time and keeps communication fluid.

For those not yet in my contacts, the ‘Add Contact’ button is handy for quick additions by name, email, or phone number.

 

Managing Calls Like a Pro

Accessing Voicemail and Call History

Managing my voicemails and call history in Microsoft Teams is a breeze. To access my voicemails, I navigate to Calls > History and select Voicemail in the upper-right corner.

Here, I can listen to messages, read transcripts, and customize my call rules or greetings. If I need to call someone back, I use the handy “Call back” option next to their name

For general call history, the same Calls > History path shows me a list of all my past calls, where I can easily return calls or initiate new ones.

Advanced Call Options: Transferring and Holding Calls

When it comes to handling calls like a seasoned professional, understanding how to transfer and hold calls is essential. If I need to transfer a call, I select ‘More actions’ and choose ‘Transfer’ to send the call to another team member.

For a more refined approach, ‘Consult then transfer’ allows me to speak with the third party first.

To place a call on hold, I use ‘More actions’ and select ‘Hold’, and everyone on the line gets notified.

I resume the call with a simple click of ‘Resume’. This advanced functionality helps maintain a smooth and efficient communication flow.

Tips for Effective Team Collaboration

Converting Chats Into Calls Smoothly

Seamlessly converting chats into calls is a standout feature of Microsoft Teams that I utilize to enhance team collaboration. During a chat conversation, the transition to a call can occur naturally and quickly by simply selecting the video or audio call icon at the top of the chat window.

This allows for more dynamic and immediate communication when text-based chat isn’t sufficient. I’ve found this to be particularly useful during intricate discussions where nuances are better conveyed in person.

Handling Group Calls and Adding Delegates

Group calls are where Microsoft Teams truly shines for collaboration. When I need to include multiple colleagues, creating a group call is as easy as selecting ‘Add people’ or dragging and dropping contacts into the call window.

For moments when I can’t handle calls myself, adding delegates is invaluable. Delegates can receive and make calls on my behalf, and I can manage them via Settings > General > Delegation. This ensures that I never miss an important call when I’m occupied with other responsibilities.

 

Troubleshooting Common Calling Issues

What to Do If Call Options Are Missing

If I ever find that call options are missing in Microsoft Teams:

• The first step is to check for updates, as some features might only be available in the latest version
• Next, I verify my licensing and permissions within the Teams admin center to confirm that calling capabilities are enabled
• Additionally, checking my internet connectivity can resolve issues, as a stable connection is required for all Teams functions
• If necessary, I would also consult my organization’s IT department to ensure no policies or configurations are limiting my access.

Ensuring Quality and Connectivity During Calls

Ensuring high-quality calls with dependable connectivity in Microsoft Teams is vital for effective communication. To achieve this, I maintain a strong and stable internet connection. Wi-Fi is convenient, but a wired connection can offer improved stability for calls. Additionally, I close unnecessary applications to conserve bandwidth and processing power. In situations where I experience poor call quality, using the built-in ‘Call Health’ feature to monitor call performance in real time assists me in troubleshooting.

 

Optimizing the Use of Microsoft Teams Calls

Customizing Your Call Settings

Customizing call settings in Microsoft Teams allows me to tailor my calling experience to fit my workflow. Within the Teams platform, I can navigate to the ‘Settings’ gear icon and adjust my call forwarding, voicemail preferences, and ringtones. It also offers the convenience of setting up specific rules for incoming calls, enabling me to direct calls to voicemail or forward them to another contact outside my working hours.

Personalization helps me stay organized and responsive to my communication needs.

Leveraging Slash Commands for Quick Actions

Slash commands in Microsoft Teams are a game-changer for streamlining actions and enhancing productivity. I use these shortcuts frequently to perform tasks quickly. For example, typing “/call” followed by a contact’s name or phone number in the search bar allows me to initiate a call directly without navigating through menus. This method is efficient for making calls on-the-fly, especially when time is of the essence.

Utilizing these commands saves me precious time, and I highly recommend memorizing a few key ones.

 

FAQs about Calling on Microsoft Teams

How Do I Make My First Call on Microsoft Teams?

To make your first call on Microsoft Teams on Windows, start by selecting the ‘Calls’ icon on the menu. Then, use the search function to find a contact or click on a suggested contact and press the call button to begin. It’s a simple process that allows for quick and easy communication with team members or other contacts in your organization.

Can I Call an External Number Using Microsoft Teams?

Yes, you can call an external number using Microsoft Teams if your organization has enabled Microsoft Phone System and Calling Plan, or if you use Direct Routing. You’ll need the appropriate license and setup, then you can dial out to external numbers directly from the Calls tab using the dial pad.

How do I dial in Microsoft Teams?

To dial in Microsoft Teams, open the ‘Calls’ tab and use the dial pad to enter the phone number you wish to reach. Once the number is entered, simply click the ‘Call’ button to place your call. It’s a straightforward way to reach external numbers from within the Teams interface.

How do you make an external call with Microsoft teams?

Making an external call with Microsoft Teams involves a few steps. First, ensure you have the necessary license and that external calling is set up through a Calling Plan or Direct Routing. Then, go to the Calls tab, select the dial pad, input the external number, and press Call to initiate the call. It’s a smooth process that integrates external communication with your Teams experience.

What if I don’t see these teams call options?

If you don’t see the call options in Teams, it might be due to the type of account or licensing your organization has. Check if you have a license that supports calling features, such as Microsoft Phone System and a Calling Plan. If not, you’re limited to calling other Teams users. In case of uncertainty, consult your IT department or admin to understand your available features.