Sign in to Teams

1. Start Teams.

   • In Windows, click Start  > Microsoft Teams.

   • On Mac, go to the Applications folder and click Microsoft Teams.

   • On mobile, tap the Teams icon.

2. Sign in with your Office 365 username and password.

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To add someone new to a group call, select Show participants  in your call controls, then type their name or phone number in the search box.

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To change your settings, click your profile picture at the top of Teams, then Settings. There are a few different places with call settings: General, Devices, and Calls. 

Note: If you don't see Calls  on the left side of Teams, talk to your IT admin.

Add and remove delegates

To manage who can make and receive calls on your behalf, select your profile picture at the top of teams, then Settings > General. 

Find the Delegation section and choose Manage delegates. There you can see who you're a delegate for, and add and remove your own delegates. 

When you add someone as a delegate, you'll see some permissions settings. If you want, you can enable your delegates to make and receive calls on your behalf, as well as let them change your call and delegate settings. 

Change your default mic, speaker, or camera

To select the mic, speaker, and camera you want Teams to use for calls and meetings, click your profile picture at the top of Teams, then Settings > Devices. 

Under Audio devices, pick the speaker and mic you want Teams to use by default. 

Under Camera, select the camera you want Teams to use, and see a preview of that camera's video. 

If you have multiple certified devices connected to your computer, you can set one as your secondary ringer, which means it'll ring when a call comes in. Answer incoming calls on any device—not just the ones that ring.

Make a test call

To make a test call, select your profile picture, then Settings > Devices. 

Choose Make a test call under Audio devices. 

In a test call, you'll see how your mic, speaker, and camera are working. Follow the instructions from Test Call Bot and record a short message. The message will play back for you. After that, you'll get a summary of the test call, and you can go to your device settings to make changes. 

Notes: 

• The test call feature is only available in English for now. Additional languages are coming soon.

• We'll delete your test recording immediately after the call. It won't be retained or used by Microsoft.

Set your call answering rules

To set your call answering rules, click your profile picture at the top of the app, then Settings > Calls.

Choose how you want Teams to handle your incoming calls in the section for Call answering rules. 

Select Forward my calls if that's what you want to do. If you want simultaneous ring, click Calls ring me and select others under Also ring. 

Choose what to do with calls that go unanswered under If unanswered. 

Adjust your voicemail settings

To change your voicemail settings, click your profile picture, then Settings > Calls. 

In the Voicemail section, click Configure voicemail. That's where you'll find all your voicemail settings. 

Voicemail greeting

To record a new voicemail greeting, select Record a greeting and follow the instructions to record your message. 

Call answer rules

To change how calls are handled once they reach your voicemail, go to Call answer rules. By default, Teams will play your voicemail greeting and allow the caller to record a message. You have some other options, though:

• Let the caller record a message.

• Let the caller record a message or be transferred to someone else.

• End the call without playing your greeting.

• Play your greeting and end the call.

• Transfer the call to someone else.

If you choose an option that includes transferring the call, set the name or number where you want your calls to go under Where should they be transferred?

Default greeting language

Change your default greeting language by selecting the language you want under Greeting language. 

Text-to-speech voicemail greeting

To use a text-to-speech voicemail greeting, type one in Your custom greeting under Text-to-speech customized greeting. 

Note: If you've recorded a greeting, it'll override the text-to-speech option. 

Out of office voicemail greeting

Type your out of office greeting in Your custom out of office greeting under Text-to-speech customized greeting, then choose when you'd like it to play under Out of office greeting. 

Choose ringtones

Set your preferred ringtones by clicking on your profile picture at the top of the app and then choosing Settings > Calls. 

There, under Ringtones, you can choose separate ringtones for your normal calls, forwarded calls, and delegated calls so you're able to tell them apart. 

Turn on Text Telephone (TTY)

Select your profile picture at the top of Teams, then Settings > Calls. 

In the Accessibility section, click Turn on TTY mode. 

Manage blocked numbers

To view and manage the numbers you've blocked, click on your profile picture and go to Settings > Calls.

Select Manage blocked numbers under Block calls to see any numbers you've blocked and remove them from the list. 

To block any calls that come in without a caller ID, select Block calls with no caller ID. 

You can forward calls to another number or Teams member, or ring another number at the same time as your work number.

Set up call forwarding

To start forwarding your calls, click 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.

Tip: You can always set up a delegate to forward your calls to.

Note: If you don't see any options for call forwarding in your settings, it's likely that you don't have an Enterprise Voice or Business Voice license. Also note that it can take up to 24 hours for changes in licenses to take effect. 

Set up call forwarding to a call group

1. Under Call answering rules, select Forward my calls.

2. In the Forward to menu, select Call group.

3. Under Add people, add the people you want in your call group. You can add up to 25 people. Anyone you add will get a notification:

   

   Note: You need to add people from your organization. Phone numbers are not supported.

4. Go to the Ring order menu and select All at the same time to ring everyone simultaneously or In the order above to call people in order in 20-second intervals. If your call group has six or more people, incoming calls will ring all of them at the same time.

Group call pickup is less disruptive than other forms of call forwarding because recipients can choose how to be notified of an incoming call in their settings and decide whether to answer it.

Set up simultaneous ring

If you want your incoming calls to ring you and someone else (such as a delegate) at the same time, you can set that up in Teams. Click your profile picture at the top of the app, then click Settings > Calls. Under Call answering rules, select Calls ring me. Then click Also ring and select where else you want your calls to ring: another person, no one, or a call group.

Note: If you don't see any options for simultaneous ring in your settings, it's likely that you don't have an Enterprise Voice or Business Voice license. Also note that it can take up to 24 hours for changes in licenses to take effect.

Set up simultaneous ring in a call group

1. Under Call answering rules, select Calls ring me.

2. In the Also ring menu, select Call group.

3. Under Add people, add the people you want in your call group. You can add up to 25 people.

   Note: You need to add people from your organization. Phone numbers are not supported.

4. Go to the Ring order menu and select All at the same time to ring everyone simultaneously or In the order above to call people in order in 20-second intervals. If your call group has six or more people, incoming calls will ring all of them at the same time.

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.

Add a delegate

1. Go to your profile picture at the top of the app and select Settings > General.

   

2. Under Delegation, select Manage delegates.

   

   Note: If you don't see any options for delegation in your settings, it's likely because you don't have an Enterprise Voice or Business Voice license. Also note that it can take up to 24 hours for changes in licenses to take effect.

3. Click Your delegates and type the person's name in the Add a delegate box.

4. When you add a delegate, you'll see some permissions settings. In addition to enabling your new delegate to make and receive calls on your behalf, you can also let them change your call and delegate settings for you. Select the permissions you want to give them and click Save. 

5. Your delegate will receive a notification letting them know about their new status.

Your new delegate will now appear in your delegates list, and this list will be a default selection in your call forwarding and simultaneous ring options.

• Go to Settings > Calls. Under Forward my calls, you'll see My delegates as the default Forward to option.

• Go to Settings > Calls again. Under Calls ring me, you'll see My delegates as an option in the Also ring menu.

  Notes: 

  • Delegates can see when you’re on a call and who it’s with.

  • Any calls made or received by you or on your behalf can be put on hold or resumed by you or your delegates.

Make and receive calls as a delegate

Once you've been added as a delegate, you can make and receive calls on someone else's behalf.

1. Go to or start a one-on-one chat with the person you want to call, or dial a number on your dial pad.

2. Select  Call.

   

Note: Delegators can see the calls you make and receive on their behalf.

Put calls on hold as a delegate

Delegates can also put calls on hold. Just select More actions  in your call window and select Hold. Everyone in the call will be notified that they've been put on hold, and you or the person you are a delegate for can continue the call by clicking Resume.

Change your boss's call and delegate settings

As a delegate, you can view and edit call and delegate settings on behalf of someone else. 

1. Click on your profile picture at the top of Teams and choose Settings > General.

2. Select Manage delegates under Delegation.

3. Click People you support. Here, you'll see a list of the people you're a delegate for. Hover on any name in the list and hit More options  to see your choices: View permissions, Change delegates, and Change call settings.

4. Choose View permissions to edit the permissions of any of your boss's delegates, Change delegates to add or remove delegates for your boss, or Change call settings to adjust their call settings for them.

To place a call on hold on one device and pick it up from another device, also known as parking a call, click More actions  in your call window and select Call park  .

After you park the call, Teams will give you a unique code you can use to retrieve the call. If someone else is retrieving the call, copy the code and share it with them.

To retrieve a parked call, go to the speed dial tab, click Unpark  , and enter the park code.

If no one picks up a parked call within 5 minutes, it’ll ring again.

Note: If you don't see any options for call parking in your settings, talk to your IT Admin.

To check your voicemail, choose Calls  > Voicemail.

Select a voicemail in your list and use the playback controls to listen to the recording or read a transcript (if it's available).

To call someone back, select More options  > Call back. You’ll be able to check the status of anyone with a Teams or Skype for Business account to see if they’re available for a call.

To view your contacts, click Calls  > Contacts. Click My contacts and you'll find an A-Z list of all your contacts and a search bar that you can use to find someone specific. If you want to add a new contact to your list, click Add a contact at the top of your list to get started.

If you switch over to your Featured contacts, you'll see a couple of pre-set contact groups: Speed dial and Suggested. To add someone to your speed dial, click Add to speed dial at the top right of your screen.

Note: If you don't see Calls  on the left side of Teams, talk to your IT admin.

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Video is turned on automatically when you join or are called from an unscheduled meeting in a channel. You can't change these video settings, but you can turn off your video once you're in the call if you don't need it.

Do you use USB headsets, speakers, or other peripheral devices? You can use the physical buttons on these devices to answer calls, adjust audio volume, and mute and unmute yourself in Teams calls and meetings.

Note: The buttons on headsets and speakers won't work on Linux devices using Teams.

In addition, if you have multiple devices connected, you can set one as your secondary ringer, so it'll ring when you get an incoming call. And you can answer incoming calls or upcoming meetings on any connected device—not just the ones that ring.

Note: If you've been upgraded to Teams calling but haven't updated Skype for Business, you should close Skype for Business when using Teams to make sure your call controls work with your USB headsets and peripherals.

Devices with known limitations and issues

We've seen issues with the devices in the list below, and the call controls might not work as expected. We're working with our partners to address these issues, so make sure to check back here regularly for updates.

Note: The Polycom CX300 supports basic call controls such as answering, ending, and muting phone calls. Support for the phone's dial pad and display is expected in a future update.