Get Started Using Teams Calls

New Employees

Phone numbers are automatically issued to all new William & Mary faculty and staff at the start of their employment.

Affiliates and student employees can be issued phone numbers by request.  Send a request to [[support]]. 

There are no additional departmental charges for adding user lines. 

Current Employees

If you are already employed at W&M, but don't yet have a phone number, please work with the phone coordinator for your department to request a new phone number for you.  There are no additional departmental charges for adding user lines. 

Requests should be sent to [[support]].

Students

Students with a need for a W&M phone number, should work with their department of employment or fac/staff sponsor to request a phone number.

Requests should be sent to [[support]].

Add Your Phone Number to the Directory

1. Go to directory.wm.edu
2. In the Directory Updates section, click on Personal Info
3. Add the desired information and then Submit

Or use this link to login and update your personal information.

Telephone directory coordinators may also update department directory information.

Get Microsoft Teams

Fac/staff computers already include Microsoft Teams as part of the standard suite of applications. However, follow these instructions if you need to download or reinstall Teams:

• Go to office.wm.edu
• Click on the Teams tile
• At the top of the page, there will be a download prompt. 
• Click Download.
• Follow the installation prompts.

You can also download the mobile app for Microsoft Teams in the iOS App Store or Google Play Store. 

Quick Reference Guides

• Managing Calls in Teams (Quick Reference Guide) (.pdf)
• An Introduction to Microsoft Teams and Calling Features (.pdf)

Video Training by W&M 

This is an on-demand training course made by and for W&M faculty & staff during the migration to Microsoft Teams that provides everything you need to know about Teams Calls.

Video Training Topics by Microsoft & Other Vendors

There are many Teams Calls training videos available on YouTube.  Here are is a curated list of some popular topics, but feel free to search for more.  

Order Headsets/Desk Phones 

You may wish to purchase a headset or desk phone to use with Teams Calls. For most office users, headsets are recommended over desk phones, as they will provide the maximum benefit and flexibility when used with Teams calling features.  There are a few instances where desk phones may be the better option.

Information about Teams Calls equipment for departments 

Departments are responsible for ordering phone equipment and providing equipment for employees (if desired).  Contact the telephone coordinator in your department for ordering phone equipment.  

Equipment purchasers: Purchase approved headsets directly from resellers through buyW&M.  Deskphones and speakers should be ordered through Request IT.

Update Firmware on Wireless Headsets with Poly Lens

Firmware on the wireless headsets and/or accompanying dongle will have to be updated prior to use.  After receiving your headphone, plug it in to your computer, and then visit Poly Lens to install the software that allows you to make updates. 

Troubleshooting tip: If you are having issues, you may need to make updates to your computer's operating system (ex. Windows updates.) We have found this to be helpful. Restart your computer to run the operating system updates.  Then run any new headphone and dongle updates through Poly Lens.  

Record a Greeting

1. In Teams, click your profile picture in the top-right corner of the window
2. Click Manage Account to get to the Settings menu
3. Click Calls
4. In the Voicemail section, click Configure voicemail.
5. Click Record a greeting and follow the prompts to record your message.

Check Your Voicemail 

1. On the left side menu in Teams, click Calls
2. Click Voicemail in the top-center pane of the window
3. Click a message in your list
4. Use the playback controls to listen to the recording or read a transcript
5. Voicemails are also sent to your email

Learn more from Microsoft 

Record an Out-of-Office Greeting

1. In Teams, click your profile picture in the top-right corner of the window
2. Click Manage Account to get to the Settings menu
3. Click Calls
4. Click Configure voicemail
5. In the Text-to-speech customized greeting area, type one in your custom greeting under
6. Under Out of office greeting, check the box of when you'd like it to play
7. Click Ok to save your preference

On-Campus Calling

For on-campus calls, you can dial by phone number, or dial by name.

Dial by Phone Number

• Open Teams Calls and dial or type the 5-digit extension of the person you wish to call (the on-campus extension is the last 5 digits of the phone number)

Dial by Name
All campus users can also be reached by name in Teams.  Here are some ways to do that:

• Name search in Teams Calls: Type the name of person you wish to reach in the search bar above the dial pad in Teams Calls.  Choose the person from the list of name suggestions.
• Through a chat conversation: Click the phone icon in the top right corner of a chat conversation.
• Directory listing: Find the circle icon of the person you wish to call (this may be initials of the person or a picture).  Click the icon and a directory listing will appear with a phone icon and selectable phone number.

Off-Campus Calling

Use the dial pad in Teams to dial off-campus numbers.  

1. Open the Calls tab in Teams.
2. Dial the 10-digit phone number you wish to dial.  Include the area code.
   (Please note: 7-digit numbers will not work, even for local calls)
3. Click the purple Call bar to place the call.

For those that have been at William & Mary previously, you no longer need to dial a "9" to place an off-campus call.

Long-distance billing: Although departments are no longer billed directly for long-distance calls, there are still charges to the university. Please be mindful when making long-distance calls.

International Calling

To reach another W&M person, you can do so by finding the person in Teams and making an "on-campus" call (even if one or both of you are in a different country).  This method avoids international phone charges. 

To place all other international calls, dial 011 + country code + telephone number.   

International call billing: Please keep that in mind, as even though long distance calls are not charged to your department, they are still charged to William & Mary.

For example, if you are in Paris and you call anyone on campus through Teams, it acts as a local call - even though they are in Williamsburg and you are in France.  However, if you call someone else in Paris (not affiliated with W&M), it will be billed to the university as an international long distance call from Williamsburg. Please be mindful when placing international phone calls. 

In-Call Dialing

When you encounter a phone tree within a phone call (ex.  dial 1 for this, dial 2 for that), you MUST use the Keypad withing Teams to make a selection.  Find the Keypad option in the top-right corner of the call window.

Important!  The call will not recognize a keyboard stroke on your computer.

Find Settings

Setting for Calls (and Teams, in general) can be found by clicking on the three dot icon on the top-right corner of the client window.  If you hover over the dots, it will say Settings and more.  Click Settings. 

Most setting for Teams Calls will be in the Calls section. However, some calling-related settings are found in the General, Notifications, and Devices sections.  

In the Teams mobile app, find Settings by clicking on your profile picture in the top-left corner of the app window.

Select Ringtones

You can set different ringtones for different types of calls (calls for you, forwarded calls, or delegated calls.)

1. On your computer client, go to Setting and more (three dot icon in the top-right corner of the window)
2. Click Settings
3. Select Calls in the left-hand menu
4. In the Ringtones section, you can listen to the various available ringtones and select your preferences.  These ringtones will also be used on the mobile application. 

IT-Managed Computers (PCs & Macs)

Typically any computer you login to with your W&M username, Teams is configured and ready to go! Simply open the app and refer to the Calls tab to place phone calls.

Mac OS Computers

For unmanaged Mac computers:

1. Install the LLDP Enablement software

2. Got to System Preferences

3. Select Security & Privacy

4. Select Privacy

5. In Location Services: ensure that Location Services are enabled, and that Microsoft Teams Helper has access to your location.

iOS Devices

For iPhones and iPads:

1. Go the the iPhone Settings
2. Select Privacy
3. Select Location Services
4. Ensure that Location Services are enabled
5. Ensure that Teams is set to Always

Android Devices

For Andriod mobile devices:

1. Go to Settings
2. Select Apps
3. Select Teams
4. Select Permissions
5. For Location, set to Allow all the time, with Use precise location enabled

Show Calls on Menu Tray

 You can display Teams Calls on the quick access menu tray at the bottom of the app window. 

To add Calls to the tray:

1. Click the three-dot More icon on the bottom of the right hand side of the screen
2. Click Reorder
3. Using the three-line icon (aka hamburger icon) on the right, drag Calls to the top section of options in your desired location. 
4. Click Done

Set Quiet Hours & Quiet Days 

Don't want to get work calls on the weekend?  Set quiet hours on the Teams mobile app to prevent calls (and other notifications) on your cell phone when you are "off the clock".  

1. In the Teams mobile app, click on your profile picture in the top-left corner of the app window.
2. Click Notifications
3. In the Block Notifications section, click During quiet time
4. Use the toggle button(s) to activate the quiet time and select your quiet hours and/or quiet days.

Block Notifications on Mobile App when Using Desktop 

When the Teams desktop application is in use, Teams Calls notifications can be directed to only the desktop client, if preferred.  

1. In the Teams mobile app, click on your profile picture in the top-left corner of the app window.
2. Click Notifications
3. In the Block Notifications section, click When active on Desktop
4. Toggle the switch to activate 

If you aren't receiving mobile notifications while active on your desktop, and your would like to, follow these same steps, but toggle the switch to deactivate.

iPhone - Enable Calls 

In order to place calls from your Teams iPhone app, you must have the Local Network setting on your iPhone enabled.  To do this:

• Go to you iPhone settings (not Teams settings)
• Find the Microsoft Teams application
• Toggle the Local Network button to enable calling 

Teams Training Site (Microsoft)

• Microsoft Calls and Devices (written instructions)
• Microsoft Teams Video Training
• Overview of Teams Calls (video series)

Microsoft Community

Microsoft Teams Tech Community is a space for how-to discussions and sharing of best practices for Teams.

Contact W&M IT Support

If you need additional help with Teams Calls, please call the Technology Support Center (TSC) at 757-221-4357 or email [[support]].