How to make external calls in teams
Microsoft Teams is a powerful collaboration platform that enables teams to communicate and work together seamlessly. One of the key features of Teams is the ability to make external calls, allowing you to connect with colleagues, clients, and partners outside of your organization.
Whether you’re working remotely or in the office, being able to make external calls in Teams is essential for effective communication. In this article, we’ll walk you through the steps of setting up and making external calls in Teams, so you can stay connected no matter where you are.
Step 1: Set up Calling Plans or Direct Routing
Before you can start making external calls in Teams, you’ll need to set up Calling Plans or Direct Routing. Calling Plans are a Microsoft 365 phone system add-on that you can purchase from Microsoft, which allows you to make and receive external calls using Teams. Direct Routing, on the other hand, is a feature that allows you to use your own telephony infrastructure with Teams.
Once you’ve set up either Calling Plans or Direct Routing, you’ll need to assign phone numbers to your users in Teams, so they can make and receive calls externally.
Note: It’s important to check with your IT department or telecom provider to determine the best setup option for your organization.
Step 2: Making External Calls
With your Calling Plans or Direct Routing set up and phone numbers assigned to your users, you’re ready to start making external calls in Teams.
To make an external call, simply open the Teams app or website, go to the Calls tab, and click on the Dial Pad icon. Enter the phone number you want to call using the on-screen keypad, and click the Call button. Teams will then connect your call to the external number, allowing you to have clear and reliable conversations.
During the call, you’ll have access to a range of features, such as call controls, mute options, and call transfer capabilities, making it easy to manage and collaborate during your conversations.
By following these steps, you can make external calls in Teams and ensure that you’re always connected with the people who matter most to your business. So why wait? Start exploring the full potential of Teams today and unlock a world of seamless communication.
How to utilize external calls in Microsoft Teams
Microsoft Teams provides users with the capability to make and receive external calls, allowing for seamless communication with individuals that are outside of your organization. This feature is incredibly useful for team collaboration and enhancing business workflows. Here’s a guide on how you can utilize external calls in Microsoft Teams:
1. Enable External Calling
In order to utilize external calls in Teams, your organization’s administrator needs to enable External Calling. This can be done by accessing the Microsoft 365 admin center and navigating to the Teams admin center. From there, they can enable External Calling and specify the necessary calling plans and phone numbers.
2. Set Up Calling Policies
Once External Calling is enabled, administrators can define calling policies to control the specific capabilities granted to users. Calling policies allow you to determine whether users are able to make outgoing calls, receive incoming calls, and access features such as voicemail. You can assign different policies to different user groups based on their needs and job roles.
3. Make External Calls
With External Calling enabled and calling policies configured, users can now make external calls directly from Microsoft Teams. They can simply open the calls tab, click on the dial pad icon, and enter the phone number they wish to call. Microsoft Teams will make the call using the organization’s configured calling plans and phone numbers, allowing for seamless communication with external contacts.
Furthermore, users have the option to save external phone numbers as contacts in Microsoft Teams, making it easier to initiate calls in the future. This can be done by selecting the “Add to Contacts” option after placing an external call.
Overall, utilizing external calls in Microsoft Teams provides organizations with the ability to enhance their communication and collaboration capabilities. By enabling external calling, setting up calling policies, and making external calls directly from Teams, teams can streamline their workflows, foster better collaboration with external contacts, and drive productivity.
Getting started with making external calls in Teams
Microsoft Teams is a powerful collaboration tool that allows you to make external calls right from the application. This feature is particularly useful when you need to reach someone who is not a member of your organization. With external calling, you can initiate and receive calls from anyone, even if they don’t have Teams installed.
Requirements for making external calls
Before you can make external calls in Teams, there are a few requirements that need to be met:
- You need to have a valid Microsoft 365 subscription with the appropriate licensing. External calling is not available in all subscription plans, so make sure to check if it is included in yours.
- Your organization needs to have the necessary infrastructure in place to enable external calling. This typically includes a Direct Routing service, a Calling Plan, or Microsoft Phone System.
- You must have the appropriate permissions to make external calls. Depending on your organization’s settings, you may need to be assigned the calling privilege by your admin.
Making an external call
Once you have met the requirements, making an external call in Teams is straightforward:
- Open the Teams application and sign in with your Microsoft 365 account.
- Click on the Calls tab in the left sidebar.
- Click on the Dial pad icon to open the dial pad.
- Enter the phone number you want to call, including the country code.
- Click the Call button.
Teams will now initiate the call and connect you with the recipient’s phone number. You can use Teams’ built-in call controls to manage the call, such as mute, hold, and transfer.
Receiving external calls
In addition to making external calls, you can also receive them in Teams. When someone calls you from an external number, the Teams application will notify you with an incoming call notification. Simply click on the notification to answer the call.
| Feature | Availability |
|---|---|
| Making external calls | Available in Microsoft Teams with the required licensing and permissions. |
| Receiving external calls | Available in Microsoft Teams with the required infrastructure and permissions. |
By following these steps, you can confidently start making and receiving external calls in Teams, improving your communication and collaboration capabilities.
Navigating the calling features in Teams
Microsoft Teams is a powerful tool for communication and collaboration, and it offers a wide range of calling features. Knowing how to navigate these features will enable you to have productive and efficient conversations with your colleagues, clients, and partners.
1. Making a call: To make an external call in Teams, simply click on the “Calls” tab on the left side of the app, and then click on the “New call” button. Enter the phone number or search for a contact, and click on their name to initiate the call. You can also use the dial pad to enter a phone number manually.
2. Call controls: During a call, you can find a range of call controls at the bottom of the screen. These controls allow you to do various things such as mute or unmute your microphone, turn your camera on or off, share your screen, invite others to join the call, and end the call.
3. Transferring a call: If you need to transfer a call to another person, click on the “Transfer” button during the call. Search for the person you want to transfer the call to, and then click on their name to complete the transfer. You can also select between a blind transfer, where you transfer the call without speaking to the other person first, or a consult transfer, where you speak to the other person before transferring the call.
4. Call forwarding: Teams allows you to set up call forwarding so that calls to your number can be automatically redirected to another number or contact. You can specify the forwarding settings by going to the Teams settings, clicking on the “Calls” tab, and then selecting “Call forwarding”.
5. Call history: To view your call history, click on the “Calls” tab and then select “History”. Here, you can see a list of all your incoming, outgoing, and missed calls. You can also filter the call history by date, type, or contact.
6. Voicemail: If someone leaves you a voicemail, you can access it by clicking on the “Calls” tab and then selecting “Voicemail”. Voicemail messages can be played directly in Teams, and you also have the option to forward, delete, or save them.
With these key features, you can confidently navigate the calling functionality in Teams and have seamless conversations with your contacts outside of your organization.
Best practices for making successful external calls
Making external calls in Microsoft Teams is a great way to connect with individuals and teams outside of your organization. To ensure your external calls are successful, here are some best practices to follow:
1. Prepare beforehand
Before making an external call, take the time to gather all the necessary information. This includes the contact’s phone number or email address, any relevant meeting details, and any documents or files that need to be shared during the call. By being prepared, you can avoid delays and technical issues during the call.
2. Test your equipment
Prior to making an external call, it’s important to test your equipment to ensure everything is functioning correctly. Check that your microphone and speakers are working properly, and make sure you have a stable internet connection. Testing your equipment ahead of time helps minimize any audio or video issues that may occur during the call.
3. Use a headset
Using a headset during an external call provides several benefits. It helps to reduce background noise and ensures clear audio for both parties. Additionally, a headset allows you to maintain better posture during long calls, reducing strain on your neck and back. Invest in a high-quality headset for optimal call quality.
4. Choose a quiet environment
Select a quiet environment for making external calls to minimize distractions and background noise. Find a private room or area where you can have a focused conversation without interruptions. Avoid public places or areas with excessive noise, as this can negatively impact the call quality.
5. Be aware of security
When making external calls, it’s important to be aware of security. If you’re sharing sensitive information or discussing confidential matters, make sure that the platform you’re using is secure and use end-to-end encryption if available. Be cautious about sharing personal or private data and verify the identity of the person you’re speaking with.
Conclusion
By following these best practices, you can make successful external calls in Teams and have productive conversations with individuals outside of your organization. Preparation, equipment testing, choosing a quiet environment, using a headset, and being aware of security are all important factors to consider for a successful external call.
Improving call quality and troubleshooting common issues
When making external calls in Microsoft Teams, it is important to maintain a high call quality for effective communication. Here are some tips to help improve call quality and troubleshoot common issues:
1. Ensure a stable internet connection
A stable and reliable internet connection is crucial for high-quality calls. Check your internet connection speed and ensure it meets the recommended requirements for Teams. Avoid connecting to public Wi-Fi networks that may be prone to interruptions or have low bandwidth.
2. Use a wired connection
If possible, use a wired internet connection instead of relying on Wi-Fi. Wired connections are generally more stable and provide a consistent bandwidth, reducing the likelihood of call quality issues caused by a weak or fluctuating Wi-Fi signal.
3. Close unnecessary applications and bandwidth-consuming activities
Unnecessary applications or bandwidth-consuming activities running on your device can negatively affect call quality. Close any applications that are not essential for the call and pause any downloads or streaming services that may consume a significant amount of bandwidth.
4. Check your audio and video settings
Make sure your audio and video settings in Teams are properly configured. Check your microphone and speaker settings to ensure they are selected correctly and working properly. Also, verify that your camera settings are correctly enabled if video calls are required.
5. Restart Teams and your device
If you encounter call quality issues, restarting the Teams application and your device can often help resolve the problem. This clears any temporary issues that may have been affecting the call performance.
6. Update the Teams application
Keeping your Teams application up to date ensures that you have the latest bug fixes and performance improvements. Check for updates regularly and install them when available.
7. Contact your network administrator
If you are experiencing persistent call quality issues, it may be worth contacting your network administrator or IT department for further assistance. They can help diagnose and resolve any potential network-related problems that may be impacting your calls.
By following these tips, you can improve call quality and minimize common issues when making external calls in Microsoft Teams. Enjoy smooth and uninterrupted communication!
Exploring advanced features for external calls in Teams
In addition to basic calling features, Microsoft Teams offers several advanced features to enhance your external call experience. These features can help improve collaboration, productivity, and communication with external contacts. Here are some of the advanced features you can explore:
- Transfer and consult: Teams allows you to transfer an ongoing call to another person or consult with a colleague privately before transferring the call to them. This feature ensures smooth handoffs and better customer service.
- In-call controls: With in-call controls, you can mute or unmute your microphone, turn your camera on or off, or share your screen during an ongoing call. These controls give you more flexibility and control over the call experience.
- Call recording: Teams allows you to record your calls with external contacts for future reference or compliance purposes. You can access and manage the recorded calls directly from Teams, making it easy to review important discussions.
- Call analytics: Teams provides detailed call analytics and reporting to help you understand call quality, usage patterns, and identify any issues. This data can be used to optimize your calling experience and troubleshoot any problems that may arise.
- Customized calling policies: Teams allows you to create customized calling policies for different user groups or individuals. These policies define the calling features, limitations, and permissions for external calls, ensuring that each user has the appropriate access and controls.
- External guest access: With Teams, you can collaborate with external guests by granting them access to specific channels and resources. This feature enables effective communication and collaboration with external partners, clients, or vendors.
By exploring these advanced features, you can make the most out of external calls in Microsoft Teams and enhance your overall communication and collaboration experience with external contacts.
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