How To Make External Calls In Teams
Yes, you can make external calls in Microsoft Teams. This capability allows users to call phone numbers outside their organization, making Teams more versatile for communication. To access this feature effectively, users must configure specific settings and ensure they are equipped with the necessary tools. Making external calls can enhance collaboration, streamline workflows, and improve overall communication efficiency.
Overview of Teams Calling Features
Microsoft Teams provides a robust suite of calling features designed to facilitate both internal and external communication. With its integration of VoIP technology, Teams allows users to make high-quality voice calls, video calls, and even host conferences, all within a single platform. The Teams Calling feature supports direct routing, allowing you to connect to the Public Switched Telephone Network (PSTN) for external calls. This integration makes Teams a competitive alternative to traditional phone systems.
Additionally, Teams enables features like voicemail, call transferring, and call analytics, providing users with comprehensive control over their calling experience. The platform supports HD audio and video, which is crucial for maintaining clarity during calls. According to Microsoft, Teams has seen a significant increase in usage, with over 250 million monthly active users as of late 2021, showcasing the demand for unified communication solutions.
Furthermore, Teams offers seamless integration with other Microsoft 365 services, such as Outlook for calendar management and SharePoint for document sharing during calls. This interconnectedness allows users to transition effortlessly between tasks, making it easier to collaborate on documents or schedule follow-up meetings while on a call. With its user-friendly interface, Teams promotes efficiency in both personal and professional communications.
In summary, Teams’ calling features are designed to enhance communication and collaboration, providing users with a powerful tool for making both internal and external calls. Understanding these capabilities is essential for maximizing the experience when using the platform for external communications.
Prerequisites for External Calls
Before making external calls in Teams, certain prerequisites must be met. First, users need a Microsoft 365 subscription that includes Teams, as calling capabilities are integrated into various plans such as Microsoft 365 Business Voice or E5. Without the appropriate subscription, users will not have access to external calling features.
Second, organizations must enable the calling feature in the Teams admin center. Administrators need to set up the appropriate policies that allow users to place external calls. According to Microsoft, around 80% of organizations report that centralized communication platforms improve overall productivity, emphasizing the importance of proper setup.
Third, users should have access to a calling plan, whether through Microsoft or a third-party provider. Depending on the plan, users may have different rates and capabilities for international calling. It’s essential to review the costs associated with external calls to avoid unexpected charges. According to industry reports, the average cost of calling plans can range from $10 to $30 per user per month.
Lastly, ensure that your device and network meet the minimum requirements for call quality. This includes using a headset or microphone with good audio capabilities and maintaining a stable internet connection. A reliable network is critical, as poor connectivity can significantly impact call quality and user experience.
Setting Up Calling Plans
Setting up calling plans in Teams is a critical step in enabling external calling capabilities. First, organizations must decide whether to use Microsoft’s calling plans or a third-party provider. Microsoft offers various calling plans, each tailored for specific needs, from local calling to international services. It’s recommended to assess your organization’s calling volume and geographical needs when selecting a plan.
Once a decision is made, administrators can purchase calling plans through the Microsoft 365 admin center. After purchasing, the plans can be assigned to users, which automatically enables their ability to make external calls. According to Microsoft, businesses can save up to 30% on communication costs by transitioning from traditional phone systems to Teams calling plans, underscoring the financial benefits of this integration.
Next, the organization must configure the appropriate policies in the Teams admin center. This includes setting up the desired permissions for users, such as making international calls or transferring calls. Customizing these settings ensures that the external calling features align with the organization’s communication strategy.
Finally, it’s crucial to regularly review and adjust the calling plans and policies based on usage and organizational needs. Monitoring call analytics can provide insights into calling patterns and help identify areas for improvement. By continuously optimizing calling plans, organizations can enhance their communication capabilities and ensure they are getting the most value from their investment in Teams.
Adding Contacts for External Calls
To facilitate external calls in Teams, users must first add contacts to their Teams app. This enables quick access to frequently called numbers. Adding contacts can be done manually or through integration with existing contacts from Outlook, which is especially useful for organizations that already manage a substantial database of customer or vendor information.
To add a contact manually, users can navigate to the “Calls” tab in Teams and select the “Contacts” option. From there, the “Add Contact” feature allows inputting the name and phone number of the external contact. Users can also categorize contacts using tags for easier management, which can enhance efficiency when dealing with multiple external parties.
For organizations that utilize customer relationship management (CRM) systems, integration with Teams can streamline contact management. Many CRMs allow for direct integration with Teams, enabling users to access customer data and initiate calls directly from the CRM interface. This integration not only saves time but also helps maintain accurate records of interactions.
Regularly updating contact lists is essential to ensure that users can quickly reach the right external parties. It’s advisable to periodically review and clean up the contact list to remove obsolete entries. Keeping contacts organized can significantly improve response times and foster better relationships with external clients and partners.
Making Calls to External Numbers
Once the prerequisites are met and contacts are added, users can begin making external calls in Teams. To initiate a call, users can either search for a contact in their list or directly enter the phone number in the call bar. Teams supports calling using a variety of formats, including country codes, which is important for international dialing.
When making a call, users have access to various features, such as muting, hold, and transferring calls. These features can enhance the calling experience, allowing users to manage their conversations effectively. According to Microsoft, users can achieve a 50% reduction in call handling time by utilizing these features, leading to more productive conversations.
Teams also offers a “Call Me” feature, which allows users to receive a call on their Teams app without needing to dial into a conference number. This is particularly beneficial for large meetings or discussions with multiple external stakeholders. By simplifying the process of joining calls, Teams makes it easier for users to participate in critical conversations.
Lastly, users can record calls for future reference, which can be valuable for training and compliance purposes. Recorded calls can be stored in Microsoft Stream, ensuring that sensitive information is handled securely. This capability allows organizations to maintain a record of important discussions, further enhancing the utility of external calling in Teams.
Managing Call Settings and Options
Managing call settings and options in Teams is crucial for tailoring the calling experience to individual or organizational needs. Users can access their call settings by clicking on their profile picture and selecting “Settings.” This section includes options for managing call forwarding, voicemail, and ringtones, which can be customized to suit preferences.
Call forwarding can be set up to redirect calls to another number, ensuring that important calls are not missed. Users can specify conditions under which calls should be forwarded, such as when they are busy or unavailable. According to user surveys, about 40% of professionals prefer having flexible call forwarding options to manage their time efficiently.
Voicemail settings allow users to customize greetings and manage voicemail messages effectively. Teams provides transcription services for voicemails, allowing users to read messages rather than listen to them, enhancing productivity. Studies show that organizations that utilize voicemail transcription can improve response times by up to 25%, streamlining communication processes.
Ringtones and notification sounds can also be customized to help users differentiate between calls. This is particularly useful in busy environments where multiple calls may come in simultaneously. By managing these settings, users can create a personalized call experience that enhances their overall productivity and communication effectiveness.
Troubleshooting Common Issues
Despite its robust features, users may encounter common issues when making external calls in Teams. One prevalent problem is poor call quality, often attributed to inadequate internet connectivity. To address this, users should ensure they are connected to a reliable network and possibly use a wired connection for optimal performance. Microsoft recommends a minimum bandwidth of 1.2 Mbps for HD audio and 1.5 Mbps for video calls to maintain quality.
Another common issue involves difficulties in adding external contacts or making calls to specific numbers. This may result from incorrect number formatting or issues with the calling plan. Users should verify that the phone number is entered correctly, including the country code, and check with their administrator to ensure they have the necessary permissions for external calls.
Voicemail issues can also arise, such as being unable to access messages or receive notifications. In this case, users should review their voicemail settings to ensure that notifications are enabled and that the voicemail system is configured correctly. If problems persist, contacting IT support for assistance may be necessary.
Lastly, occasional disruptions in service may occur due to maintenance or outages on Microsoft’s end. Users can check the Microsoft 365 Service health status page for real-time updates. Staying informed about service status can help users plan their communications more effectively and avoid potential disruptions.
Best Practices for Effective Calling
To maximize the effectiveness of external calls in Teams, users should adhere to several best practices. First, preparation is key. Before making a call, users should have an agenda or key points to discuss, which helps keep the conversation focused and productive. Researching the contact beforehand can provide valuable context and enhance the call’s relevance.
Second, maintaining a professional environment during calls is crucial. Users should ensure they are in a quiet location, free from distractions, to convey professionalism. Utilizing a good quality headset can also significantly improve sound clarity and reduce background noise, creating a better experience for both parties.
Third, users should leverage Teams features during calls, such as screen sharing and file sharing, to enhance collaboration. For instance, sharing documents or presentations during a call can facilitate discussions and decision-making. A study by Microsoft found that using collaborative tools during calls can increase engagement by over 40%, making discussions more dynamic.
Finally, follow up after the call with a summary of key points discussed and any action items. This reinforces accountability and ensures that all parties are aligned on next steps. By implementing these best practices, users can enhance their external calling experience in Teams, leading to more effective communication and collaboration.
In conclusion, making external calls in Microsoft Teams is a straightforward process that requires a proper setup, management of contacts, and adherence to best practices. By understanding calling features, prerequisites, and options for managing calls, users can optimize their communication strategy. Leveraging these capabilities not only enhances individual productivity but also improves organizational efficiency in external communications.