Guide to Microsoft Teams Voice Calling

As organizations throughout Canada adjust to hybrid workspaces, the need to stay in touch with team members and clients from any location continues. Changing where we conduct business also means a shift in organizational communication approaches. A straightforward solution can replace the need for desk phones, and that’s where Microsoft Teams’ voice call comes in.

Before the pandemic, most organizations had already migrated to Microsoft 365 and relied on Teams for meetings and chat. Others that had not yet transitioned to Microsoft Teams by the first half of 2020 were busy creating governance, meeting guidelines, and furnishing essential remote work devices.

Within the first year of the pandemic, Microsoft experienced a 50% surge in Teams usage. Currently, the platform has 115 million active users every day. In all these users, Teams voice calling is among the most commonly used capabilities.

What Does Microsoft Teams Voice Calling Entail?

Initially, organizational staff could easily contact each other via Teams without using phone numbers. But nowadays, workers can make calls from any location using their office numbers. This is now possible thanks to the combination of Teams Calling and cloud-based phone systems.

The platform allows VoIP calls from Teams between users. You can choose between two alternatives that enable you to receive, make, and transfer calls on the platform to and from mobile devices and landlines on PSTN.

To leverage Teams’ call functionalities, you need PSTN connectivity, a phone number, and a phone system license. Also, to get PSTN connectivity and a phone number, you can leverage Direct Routing or select your preferred Microsoft Calling plan.

How to Facilitate Calls in Teams

Initiating a Teams voice call is pretty straightforward, and you can use different procedures just like on your mobile device. You can do it from a chat, calls tab, the command bar, and essentially anywhere in teams.

Calling from A Chat

Whether it’s a two-person chat or you’re communicating with multiple individuals, making a call is as simple as selecting the call icon towards the upper right corner. Next to the icon is a drop-down menu where you can opt for a video or audio call. The receiving party’s Teams devices will ring, and they can choose to answer or decline. You’re free to turn your mic or camera on and off, invite others to the call, and send files and links over the chat.

Calling from the Calls Tab

The tab is located on the platform’s left-hand side, under “Calls.” Once you click on that, you’ll be free to initiate a call through the speed dial or by browsing your contacts list. The speed dial option lets you add specific contacts and type in a phone number, email address, or name.

Calling Via the Command Bar

This Teams voice calling method starts with keying a backslash (/) in the search bar. This will notify the platform, and it will provide options like /calls or /activity. You’ll select the /calls option, click enter. Then, you’ll be prompted to type in the email address or name of the individual you wish to get in touch with, and the call will go through.

Calling from Anywhere Within the Platform

You can also call from any part of the platform where you interact with a contact through their contact card. This is part of Microsoft’s aim to simplify communication.

Whenever you encounter a person’s picture, like in the Teams tab, you’ll only have to hover over the image to view their contact card. You’ll then select the Call icon to initiate the voice call. Notably, you can leverage the contact cards anywhere within the platform to start any conversation, whether it’s an IM, video call, audio call, or email.

How Microsoft Teams Voice Calling Benefits Your Organization

Voice calling is the emerging Microsoft Teams usage category, and most organizations have deprecated their traditional phone systems with the platform. Here’s why most businesses in Ontario and beyond are attracted to this advanced telephony solution:

It’s about the user, not the device – The service is tied to your identity, so the assigned phone number will stay visible in the Teams app. You can install it on your smartphone, tablet, or PC, so your colleagues and clients can access you from anywhere, and they’ll know whether you’re available by checking the green status.
Status control – If the last statement from the previous point freaked you out, then worry not. You’re free to turn off the status indicator to balance your away time and focus. It’s understandable to turn off quiet time or focus time to prevent the phone from ringing on the bedside table. The privacy control helps you establish life/work boundaries.
Choose your preferred device – Most clients don’t really miss the desk phone. Earbuds are just fine, but you’ll have the optimum voice performance by going for Teams-Certified devices. Devices create experiences, so getting yourself a comfortable and certified Bluetooth headset is worth the investment and is cheaper than a desk phone.
Lesser calling plans – For a maximum of $20 monthly, your organization can assign a phone number. If you have over 50 users requiring a calling plan, you can reduce the burden by going for a shared connection instead of paying for each user’s calling plan. If you value cost savings in your evaluation, your direct routing partner will provide a quote.
Global system access – Since Microsoft Teams is a cloud-based infrastructure, so users can access the system from anywhere in the world. Is your call center in the office park? Are your teams working remotely due to the coronavirus situation? Whatever the case, staff can access it. This has immensely benefited remote and hybrid workstations.

Final Thoughts

Microsoft Teams Voice Calling has been revolutionary, and organizations from different parts of the globe are now enjoying efficient communication and collaboration. The advanced telephony solution is not only cost-effective, but the system is also more individual-focused and accessible, vital elements in remote workstations that characterize today’s office setups.

Although the benefits are immense, you can use the system optimally only if you partner with a reliable IT expert with comprehensive knowledge of Microsoft 365 services and products. On Serve is your trusted Microsoft Teams partner with the right talent and resources to help you get the most from the platform’s voice calling functionality.

Talk to us today and find out how we can address all your technology requirements.