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Modern Telephony & Teams Tips and Tricks

Published: 6 January 2022

News Category: Staff News

IT Service

What can I use Microsoft Teams for?

You can use Microsoft Teams for messaging, calling (audio and video) with staff and students. You can also setup Teams meetings which includes internal and external participants. You can also join meetings you have been invited to which have been setup in Microsoft Teams?

You can also use Microsoft Teams for groups where you can collaborate with staff, students and external guests.

If you have been assigned a number you can also use Microsoft Teams for telephone calls.

Working on-campus and off campus

Microsoft Teams is designed to work in the same way as it would on and off campus, provided you have an internet connection. You can send messages, make audio and video calls, and call externally if you have a telephone number assigned to you.

We always recommend using Microsoft Teams on a computer, but you can also install the app from the Play Store (Android) or App Store (iOS) on your mobile device.

Communicating with University staff & students

You can contact anyone within the University of Worcester directly without the need for a telephone number. There are multiple ways to do this, you can send messages (chat), ad hoc voice and video call or arrange full Teams meetings.

Any University staff or student contacts can be searched for in the large search box at the top of Microsoft Teams, who can then be contacted via the above methods provided they are online.

How can I tell if someone is online?

Teams has a status display for when someone is using Teams. You can see if they are available, away, in a call, in a meeting, busy, set to do not disturb or offline.

Communicating with contacts outside of the University

There are three methods to do this.

You can setup a meeting with an external participant in Teams. They do not need to have the Teams application installed to do this, Teams can be accessed through the link in the meeting request which will open in a web browser.

If you have been assigned a telephone number you can make external calls using the dialler in Teams to call an outside telephone number.

Note if this is the first time you’re using Microsoft Teams since the implementation of modern telephony, you may need to restart your computer for the dialler to appear.

Lastly, if you are aware of an external contact that uses Microsoft Teams in their organisation you should be able to communicate directly via Teams.

Add a ‘Chat with me in Teams’ link to your email signature

If you want to promote using Microsoft Teams as a method of communication you can add a chat with me link to your email signature.

Please note if you add the ‘Chat with me in Teams’ link to your email signature, it will be possible for people outside of the University of Worcester to message you if you use that email signature. If you would not like this to happen you may want to use multiple signatures for people within the University of Worcester and outside of the University of Worcester.

If you send emails from a shared mailbox which is also monitored by others you may want to use an email signature which does not include a personal teams chat link.

If you have added the ‘Chat with me in Teams’ link to your email signature and no longer wish to receive messages, you can block the contact so you receive no further direct messages from them.

Do not disturb and priority contacts

When you have do not disturb set you can still receive calls and messages from your priority contacts, but you will not be alerted from any other Microsoft Teams notifications. If you set no priority contacts you will not get any Microsoft Teams notifications. This helps in situations where you’re busy and only want certain people to contact you, for example you may want to be alerted if an emergency situation arises.

If you just don’t want to receive calls you can immediately forward all calls without ringing to either voicemail, a number or contact, or a group of numbers or contacts. This includes internal audio and video calls, as well as external telephony calls if you’ve been assigned a number.

Do not disturb and priority contacts can be set for any audio and video call, including University of Worcester contacts and for telephone calls if you have been assigned a number.

Using dialler in Microsoft Teams

If you have an been assigned a telephone number you can find the dialler by selecting the ‘Calls‘ tab in Microsoft Teams.

Note if this is the first time you’re using Microsoft Teams since the implementation of modern telephony, you may need to restart your computer for the dialler to appear.

Image of the Microsoft Teams application, with the 'Calls' tab selected showing the Microsoft Teams Dialler.

When you call a telephone number using Microsoft Teams, you may be asked to select a call options using the keypad during a calls. For example, when calling the IT Service Desk.

  1. Within the call window you will see an option for the dial pad along the toolbar at the top. Select the ‘Dial pad
  1. After selecting the dial pad button you will see the dial pad appear in the call window for you to select the option you need.

How do I find my telephone number?

You can find your number by selecting the ‘Calls‘ tab in Microsoft Teams. You number will appear just underneath the dialler, just like in the screenshot below. Note if this is the first time you’re using Microsoft Teams since the implementation of modern telephony, you may need to restart your computer for the dialler and number to appear.

Image of the Microsoft Teams application, with the 'Calls' tab selected showing the Microsoft Teams Dialler, with the 'Work number' highlighed.

Blocking external callers and messages

If you have been assigned a telephone number in Microsoft Teams and receive nuisance callers, you can block the telephone number from calling you again.

If you have added the ‘Chat with me in Teams’ link to your email signature and no longer wish to receive messages, you can block the contact so you receive no further direct messages from them.

What voicemail options are available to me?

Voicemail is available for any audio and video call, including University of Worcester staff and students and for external telephone calls if you have been assigned a number.

You can listen to any voicemail messages which have been left by selecting the ‘Calls‘ tab in Microsoft Teams. Then selecting the ‘Voicemail‘ tab.

Voicemail is easily configurable and can be turned on or off, as well as being set to go to voicemail after an unanswered call or for all calls to go straight to voicemail. You can use more advanced settings such as being able to play a message then be transferred or leave a voicemail, as well as playing a greeting without leaving a message.

Don’t forget voicemail will first need to be configured using the call forwarding rules.

Voicemail rules can be set for any audio and video call, including University of Worcester staff and student and for external telephone calls if you have been assigned a number.

Using call forwarding options

You can choose to forward calls if they are unanswered to your voicemail.

If you have been assigned a telephone number you can also forward your calls to another contact or group.

You can choose to immediately forward your calls to your voicemail. This is useful if you do not want to receive phone calls.

If you have been assigned a telephone number you can also forward your calls to another contact or group.

If you have been assigned a telephone number you may choose to alert someone else within the University of a call at the same time you are, provided they also been assigned a telephone number.

Holding, parking and transferring telephone calls

During a call it may be useful to place a call on hold, transfer a call or retrieve a parked call. If you have been assigned a telephone number.

Set call ringer to sound through PC speakers and headset

If you frequently have a headset plugged in, you may find it useful to set a secondary ringer in teams. So you can receive a ring notification through your headset and speakers.

How to select a call option using the keypad during a call?

When you call a telephone number using Microsoft Teams, you may be asked to select an option using the keypad during a calls. For example, when calling the IT Service Desk.

  1. Within the call window you will see an option for the dial pad along the toolbar at the top. Select the ‘Dial pad
  1. After selecting the dial pad button you will see the dial pad appear in the call window for you to select the option you need.

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