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Microsoft Teams supports a portfolio of desk phones for users who require a traditional phone experience. This article provides a complete overview of Teams phones and can help in planning, delivering, and managing Microsoft Teams phones as part of your Microsoft Phone System solution.
To deliver a high-quality and reliable Microsoft Teams experience on phones, we are partnering and actively working with Yealink, Crestron, Lenovo, Polycom, and Audiocodes to develop and certify a wide portfolio of desk phones and conference room audio devices. To get the latest and up-to-date information on Teams devices, go to Teams Marketplace.
Teams can be run from a web page or installed as a desktop application (Image credit: Microsoft Inc.) 1. Teams can be used on a computer directly from a browser, on mobile devices. Change Server to eas.outlook.com if you use an Outlook.com account such as hotmail.com, or use outlook.office365.com if you have a Microsoft 365 for business account. For all other accounts see Server settings to request from your email provider. Next: Intro to Microsoft Teams Set up your Teams mobile apps Get to your files from anywhere - at work, at home, or on the go. Set up the Office apps on your mobile device. Microsoft 365 subscriptions include Calling for Microsoft Teams from one Teams app to another Teams app. Making and receiving calls to and from landlines and mobile phones on the public switch telephone network (PSTN) in Teams is available with an add-on like Microsoft 365 Business Voice or is included in Microsoft 365 E5.
To manage phones, you need to be a Global admin, Teams Service admin, or Teams Device admin. For more information about admin roles, see Use Microsoft Teams administrator roles to manage Teams.
Features supported by Teams phones
Teams-certified phones have a broad array of features to help your users do their jobs, and help you manage their use. Here's a summary of the features available in Teams-certified phones:
- Authentication Phones use Modern Authentication to simplify signing in and to improve security. Users can sign in by entering their username and password on the phone or by signing in from another device like PC/smartphone.
- Speed dial and call history Users have quick access to their contacts, call history, and voicemail. They can easily manage their contacts and speed dial entries directly from their phone.
- Meetings and calls Users can view their schedules and easily join meetings using Teams' one-touch join.
- Call groups Phone agents who participate in call groups can easily manage their availability and accept or decline incoming calls from the call queue.
- User delegation Executive assistants and admins can manage their executives' phones - intercept incoming calls; make calls on behalf of the executive; take over calls that the executive has placed on hold; and monitor whether the executive is on a call, on hold, and so on.
- Hot desking Users can get their contacts, meetings, and other preferences, just by signing into a phone. When they're done, they can sign out and leave the phone ready for the next user.
- Video Phones with video support let users join calls and video conferences just like they were at their computers. Users can keep their privacy by using a phone's camera shutter and microphone mute switch when available.
- Better together Phones can lock and unlock in an integrated fashion when connected to their Windows PC running a 64-bit Teams desktop client.
- Accessibility Phones have several accessibility features, such as high contrast text, to make it easier for anyone to use them.
- Dynamic and enhanced E911 support Signed-in users who call 911 will see their location on the phone.ImportantIf a phone isn't signed in, or if it doesn't have an Internet connection, 911 calls can't be placed. If this happens, a notification is displayed on the phone.
In addition to the above features, you can control what capabilities are available depending on the type of license and phone policy that are assigned to the user signing into the phone. For example, users who sign into a phone with their personal accounts can access the full range of features - calling, meetings, voicemail, and so on. Accounts assigned a Common Area Phone license that sign into a phone, however, may only get access to a limited range of features; call history and meeting schedules may not be retained, for example, to protect users' privacy.
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Required licenses
Teams licenses can be purchased as part of their Microsoft 365 and Office 365 subscriptions. To learn more about the required licenses for using Teams on phones, see available phone system licenses.
For more information about getting Teams, check out How do I get access to Microsoft Teams?
Deploy your phones using Intune
To learn more about how to deploy Teams displays using Intune, see Deploy Teams phones and Teams displays.
Manage your phones
Manage and keep your Teams phones up-to-date using the Microsoft Teams admin center. For more information, see Manage your devices in Teams.
Upgrade your phones to Teams displays
Microsoft Teams displays are a category of all-in-one dedicated Teams devices that feature an ambient touchscreen and a hands-free experience powered by Cortana. With Teams displays, users can use a microphone, camera, and speakers (or Bluetooth headset) for a reliable calling and meeting experience. Teams displays integrates with users' Windows PCs to bring a companion experience that allows for seamless cross-device interaction
You can upgrade Teams phones in your organization to Teams displays in the Microsoft Teams admin center. This option is available only to phones that support upgrading to Teams displays. View google contacts on iphone. To learn more, see Upgrade Teams phones to Teams displays.
See also
Microsoft Teams is a unified communications platform offered by Microsoft to help enable those who work for businesses and organizations to easily collaborate and communicate in a variety of ways. Teams allows intelligent communication via chat, email, video meetings, file storage, and app integration from anywhere, so team members can keep in touch no matter where they are.
Having said that, one of the most common forms of communication between co-workers is still the traditional phone. Phone calls are still needed when a more detailed discussion of a subject is required or when a more personal level of communication must take place. And because a lot of business communication happens over the phone, Teams can also integrate with Voice over IP (VoIP) systems, which might just make your work life even easier.
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What will happen to my phones?
Microsoft Teams can now connect office PBX systems, which means that anyone can place and receive internal and external calls with anyone at any time, anywhere. This is a system that makes telephony easy for your clients, even if they are working from a different office, while on the road or at home. Macos 10.13.
Benefits of calling with Teams
Several fantastic benefits come with integrating a phone system with Teams. Here are the best of them:
- Streamlined communications and collaboration in one window
- Less expensive
- Works for remote team members and those working from home
- Offers flexibility to choose the feature set you need (Teams, Microsoft Business Voice, UCaaS)
This is all done from within the Teams app, whether it is on a laptop, desktop computer, phone, or tablet, and can be used with any Teams-compatible headset conference room collaboration bar or desk phone.
How to set up calling services in Teams
Telephony in Microsoft Teams is available as an add-on to Microsoft 365 plans. When you go into Teams, you can access the telephony service by doing one of the following:
- Use direct routing to leverage the telephony engine you want and connect it to the Microsoft environment
- Enabling phone systems and calling plans with Microsoft
This being said, when it comes to making the best use of calling in Teams, you may face some unique challenges. With this in mind, there are some important things to take into consideration when integrating business phones with Teams.
Five things to consider when integrating a phone system with Teams
In general, our team of experts can make calling integration with Teams fairly straightforward for you. However, there are some specific considerations worth noting regarding where employees are working, the equipment they are using, and how phone numbers work.
1. VoIP with your current phone system
One thing to think about when it comes to VoIP via your PBX system is what happens when team members don’t have access to their desktop phones.
It’s possible to link your existing PBX system to Microsoft Teams with the help of Sherweb’s Teams connector, which will provide the necessary middleware and hardware to bridge the two systems.
2. Which phones should I use
With calling integration with Teams, in most cases, you can use your existing phones. This means no additional costs in terms of replacing your equipment. If you have SIP phones, integration is easy to accommodate. There are two ways to accomplish this:
- Adding Teams-certified hardware (phones, collaboration bars, headsets, etc.)
- Using your existing hardware (BYOD) with the help of Sherweb’s team
3. Working remotely
There are times when you will rely heavily on enabled remote communications. The COVID-19 pandemic of 2020 is a prime example of this type of situation. With so many people working from home, the deployment of communications and collaboration tools becomes a critical aspect of operations. It can also come with a few challenges, particularly when it comes to connectivity. For this reason, you should take the following into account:
- The quality of the network connection matters: Ideally, it should be a high-speed, low latency connection with little to no packet loss. Perform a soft deployment, and test calls to verify how everything sounds.
- Make sure you can remotely connect back to the phone system.
- Make sure you can remotely connect back to the phone system.
4. Faxing and local conference calls
Faxing documents is still an important way to stay connected and share information. Fortunately, with our UCaaS solution, we offer fax-to-email and email-to-fax services as part of your plan.
Microsoft Teams Can I Use My Phone As A Microphone
Perhaps even more important is the use of conference calls for when you need to hold important team meetings. This is possible, too, provided you have the conferencing add-on with your licensing (which is included in all Microsoft 365 Business Voice plans). This will provide you with a regional number (available in most countries) that your team members can use to connect to the call.
Use Phone For Teams Meeting
5. Finding the easiest way to get VoIP up and running
Whichever way you choose to integrate a phone system with Teams, it is made easier by having someone do it with you. With our UCaaS solution, Sherweb can take care of multiple aspects of the deployment for you, evaluating your current needs and providing you with a single platform for all your communications and collaboration. This leaves you time to focus on what matters most—your business growth. Give us a call to learn more about our solutions.