How to Make a VoIP Call Microsoft Teams: Your Step-by-Step Guide

Voice over Internet Protocol (VoIP) is a technology that has revolutionized how we communicate. With VoIP, conversations can happen online, bypassing traditional telephone lines for greater flexibility and often at a lower cost. Microsoft Teams leverages this technology, enabling us to make voice calls directly within the platform. Making a VoIP call through Microsoft Teams is straightforward and integrates seamlessly with the digital workplace many of us are accustomed to.

A laptop displaying the Microsoft Teams interface with a headset plugged in, a microphone icon highlighted, and a "Call" button activated

Using Teams for VoIP calls eliminates the need for external hardware, such as traditional phone systems, because calls can be made directly from our computers or mobile devices. In our experience, the sound quality of VoIP calls in Teams often rivals, if not exceeds, that of traditional telephony, particularly when a stable internet connection is present.

In Teams, starting a VoIP call is as simple as selecting a contact or typing a name to reach colleagues. The interface is user-friendly, designed for immediate actions, whether you’re calling from the dial pad or clicking a button to start a group video conference. Our internal communications have been enhanced by the direct integration of RingCentral with Teams, which bridges the gap between a feature-rich VoIP system and the collaborative environment of Teams without any cumbersome setup.

Getting Started with VoIP Calls on Microsoft Teams

A computer screen showing the Microsoft Teams interface with a highlighted option for making a VoIP call. The screen displays the steps for initiating the call

In Microsoft Teams, VoIP calls are a streamlined way to connect with colleagues. Whether you’re using Teams Phone solo or combining it with existing systems, setup is hassle-free.

Understanding VoIP and Teams Phone

VoIP, or Voice over Internet Protocol, is the foundation of making calls via Microsoft Teams. It allows us to send voice communication over the internet instead of traditional phone lines. Teams Phone is a feature that enhances Microsoft Teams by adding telephony capabilities. It lets us make and receive calls through the Teams interface using a VoIP connection. Typically integrated into Microsoft 365 accounts, Teams Phone can work with or without a connection to the public switched telephone network (PSTN).

VoIP Calls via Teams:
  • Make calls directly in Teams with an internet connection.
  • Utilize video calls to connect face-to-face.
  • Integrate with existing PSTN systems if needed.

Setting Up Your Microsoft Teams Account

To start making VoIP calls in Teams, ensure your Microsoft 365 account includes Teams Phone. This integration is ready to go with just a few steps:

  1. Sign in to your Microsoft Teams account.
  2. If you don’t have Teams Phone, check your Microsoft 365 plan or add it to your subscription.
  3. Set up your Teams Phone, including voicemail and call forwarding options.

Microsoft Teams makes shifting from chat to calls seamless. You can easily toggle between text, voice, and video calls – ensuring your team has the flexibility to communicate in whatever mode fits the context.

Step Action Note
1 Sign into Teams Use Microsoft 365 credentials
2 Check Teams Phone availability Depends on your plan
3 Configure settings Includes voicemail setup

Each step is designed to make your experience as smooth as possible, without the need for specialized IT support. Once you’re set up, making a VoIP call is as simple as clicking on a contact and initiating a voice or video call directly within Teams.

Making VoIP Calls in Microsoft Teams

When we need to connect with team members, we often turn to Microsoft Teams for VoIP calls. It’s streamlined, integrated into our workflow, and doesn’t require additional setup. Here’s how to make the most out of voice and video calling features in Teams.

Starting a Voice or Video Call

First things first, initiating a call is as simple as opening the Teams app. Navigate to the ‘Calls’ tab; you’ll find it looks quite familiar if you’ve ever used a phone. Here’s a quick run-through:

To start a voice call: search for your contact, click on their name, and press the ‘call’ icon. For video, hit the ‘video’ icon instead.

Remember, if your team uses Microsoft Teams Phone, there’s no need for initial setup. You can call anyone—Teams user or not.

Managing Contacts and Speed Dial

Efficiency is key, so managing our contacts and speed dials in Microsoft Teams is essential. We can easily call or text our contacts from their contact cards in Office 365, streamlining our workflow and saving time.

To add a contact to Speed Dial: go to the ‘Speed dial’ section, look for the ‘Add speed dial’ button, and select a contact to add.

When combined, Teams and Office 365 keep all our contacts in one place, making it easier for us to stay connected.

Using the Call History Feature

Lastly, keeping track of our call activity helps us stay organized and informed. The Call History feature in Teams lets us review past conversations, whether they were incoming, outgoing, or missed calls.

Missed Calls Incoming Calls Outgoing Calls
Review who tried to reach us Look back at received calls Check calls we made

Our call history is available at a glance and a necessary tool for ensuring we don’t miss any important follow-ups.

Advanced VoIP Features and Settings

VoIP in Microsoft Teams provides flexible communications, but it’s the advanced features that enhance business call management. We’ll look into how call queues and hold options streamline call handling, the simplicity of setting up call forwarding and transfers, and how direct routing allows for PSTN connectivity without sacrificing system capabilities.

Exploring Call Queue and Hold Options

Advanced Hold Functionality: We can place calls on hold, providing hold music for a professional caller experience. The Teams infrastructure also allows for creating multiple call queues, which can be assigned to specific teams or departments. This ensures calls are routed efficiently to available agents, enhancing the overall responsiveness of our service.

Setting Up Call Forwarding and Transfer

Microsoft Teams VoIP services include efficient call forwarding and transfer options. Here’s how we can ensure no call goes unanswered or arrives at the wrong destination:

  • Call Forwarding: We can set rules to forward incoming calls to different numbers or contacts, including groups, which is ideal for when team members are unavailable.
  • Direct Transfers: Agents can transfer calls directly to other team members or voicemail, ensuring the caller reaches the most appropriate person quickly.

Direct Routing and PSTN Connectivity

Direct Routing in Teams VoIP provides us with the flexibility to connect our own telephony infrastructure to the Teams environment. This means that while we enjoy Teams’ native features, we can also utilize PSTN services and maintain any existing telephony contracts or numbers. It integrates seamlessly with Microsoft Calling Plans for a comprehensive solution. Let’s look at how it works:

Direct Routing PSTN Connectivity Microsoft Calling Plan
We can link our own SBCs. Allows calls to and from external PSTN networks. We can opt into Microsoft’s global PSTN services.

Troubleshooting and Support for Microsoft Teams VoIP

When using VoIP features on Microsoft Teams, issues may arise. It’s crucial to know how to diagnose problems and who to turn to for expert assistance. Our focus is on effective diagnostic tools and tapping into communities and training resources to ensure seamless communication.

Diagnostic Tools and Communities

If you encounter trouble with Teams VoIP, it’s wise to start with Microsoft Teams’ built-in diagnostic tools. These can help identify issues with calls or device connectivity. Often, problems are resolved with simple solutions

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