Teams Voice provides a new way to use telephone services at CSU. When you move to Teams Voice, your telephone number is associated with your Microsoft Teams account rather than your desktop telephone. You will make and receive calls via the Teams app – not your desktop phone. Calls can be managed from any Internet-connected device on which you are logged into Teams. Audio comes from your computer or device’s onboard microphone and speaker or via headsets that connect to your computer or device.

The information posted here is intended to help faculty and staff use Microsoft Teams Voice instead of their desktop/office phones.
Need more help? Expand instructions to see the steps, or view this PDF which has all the below sections WITH screen captures.

Set Up

Teams Voice puts your work phone number on your computer (and optionally also on your handheld device). You can make outbound calls by dialing a number, and can receive calls from any phone.

Note that Teams Voice is different than audio chats within Microsoft Teams. During a “chat” with another person in Microsoft Teams, you have the option of initiating a video or audio call to enhance that chat session, by clicking the video or phone icons in the upper right screen. Teams Voice is accessed by the “Calls” icon on the far left side of Teams, and is a way to make any phone call, regardless if the other party is a part of Teams or is using software, a cell phone, or a traditional land line.

You’ll need the following two items completed before you can use Teams Voice:

Configuration: The ACNS/Telecom team will need to set up and configure your account.  Once your Teams Voice is live and ready for use you will receive an email from the ACNS/Telecom team stating this.

Hardware: To use Teams Voice, you will need a working microphone and speaker.  These can be internal, integrated with your computer or external, physically connected to your computer or via Bluetooth.  Although not required for voice calls, a video camera is also useful when participating in Teams meetings.

For effective use of Teams Voice, it is important that you ensure that your speaker and microphone are working.

To test these devices:

  1. Click on your photo or initials in the top right of the menu bar.
  2. Navigate to Settings.
  3. Under Settings, select Devices.
  4. From the Devices menu, pick what speaker and microphone you would like Teams to use.
  5. Once you have selected which speaker and Microphone you want to use, click the “Make a test call” button to test your setup.
  6. The test call will connect and ask you to leave yourself a short message. After you leave the message, it will play the recording back, so you know how you sound.
  7. Return to the Settings window and adjust your set up if needed.
  1. Under Settings, select Devices.
  2. Under Audio devices make sure the device you plan to use with teams is selected as you may have several options.  Selecting an Audio Device will automatically set the speaker and microphone to use that device or may individually set each device.
  3. Similarly, under Camera select the camera you wish Teams to use.

Making Calls

  1. Search for people in Teams either by reviewing your contacts, chats, or by typing their name into the search field.
  2. Select the person you wish to contact.
  3. Hover your cursor over their name to see their virtual business card, which includes their telephone number.

Note: Faculty and staff will typically have their phone number listed on their virtual business card; most students will not.

Important: if you click the phone icon, you will make a Teams call (not to their phone number listed). If they do not have Teams open or configured to alert them of a Teams call, they will not answer your call.

  1. From the left sidebar menu in Teams, select the Calls icon.
  2. Copy and paste a number into the dial pad or type the number directly.
  3. Click the Call button. The recipient will receive a call from your Teams Voice number (listed above the dial pad).

Note: it is unnecessary to place a 1 before the area code for calls in the US. Calls to numbers in the same area code do not require the area code. There is also no need to use an 8 or 9 to dial out.

If you place a 911 call from the Teams client on your laptop while logged in from home, a hotel, etc., the 911 operator is going to see the call come through as a call from your office phone which includes the physical address of your CSU office/building.

Important: If you make a 911 call from Teams from somewhere other than your office, be prepared to provide details about your physical location. Optionally, use your cell phone (just not the Teams client) or a wired phone in the vicinity to dial 911 in the event of an emergency.

  1. To make a call from your mobile phone, open the Teams app and look for the navigation panel on the bottom of the screen.
  2. Select the bar on the top of the panel and click it to open the panel.  You can access the rest of the apps, including Calls, from this screen.
  3. For easier access to Calls from the home screen, click Edit. The Edit navigation screen appears. Drag the Calls icon to the top section of the list using the hamburger icon (the three lines to the right of the app name). Click Done when finished. Note: you may need to drag an icon down from the top list for Calls to fit.

Receiving Calls, Forwarding Calls

When there is an incoming call, a window in the bottom right of your screen will appear. Click the blue phone icon to answer the call. The red phone icon will decline the call.

  1. Under Settings, select Calls.
  2. From the Calls menu, you can choose additional phones to ring or to forward all your calls to your cell phone.
  3. You will need to add the new number the first time you use this feature. It will remember your previous entries. Similar options are available between Calls ring me and Forward my calls.
  4. If you were ringing multiple phones at the same time and no longer want to use this feature, ensure Calls ring me is selected, then choose No one else from the dropdown menu to the right of Also ring. 

Voicemail

Teams Voice includes voicemail.

If you had voicemail at CSU prior to November 2019, your voicemail greeting will likely default to an old greeting you were using at that time. To be sure you have a current greeting in use, we suggest you record a new greeting (next topic).

If you wish to record your own message take the following steps:

  1. Click on your photo or initials in the top right of the menu bar.
  2. Navigate to Settings.
  3. Select Calls and Configure voicemail.
  4. Click Record a greeting.
  5. After a few seconds your voicemail will be dialed and a small window will appear with your initials or profile picture.
    • After a few more seconds the window will maximize.
    • Click the ellipsis (3 dot) button and then the Keypad to bring up the keypad.
    • Follow the prompt by clicking the appropriate numbers on the keypad.

Support

A Teams Voice onboarding coach should have been assigned to you; please reach out to them.

If the coach is unavailable, post questions to the “CSU Teams Voice Pilot” Team.

Interested in Teams Voice?

ACNS/Telecom is currently conducting a pilot of Teams Voice through a limited rollout at CSU and is working with campus IT to expand the pilot. Please stay tuned for more information!