Teams Calls Migration Station

Welcome to Microsoft Teams

{{youtube:medium|jugBQqE_2sM}}

Calls Overview

{{youtube:medium|ykymIT5IL5E}}

Start Calls

{{youtube:medium|4OEQEocWXFU}}

Transfer/Merge/Park (Change Devices)

{{youtube:medium|ect_NTOGrtQ}}

Blind Transfer (Without Introduction)

{{youtube:medium|9EB_l4tDvXc}}

Warm Transfer (With Introduction)

{{youtube:medium|7HSvaoImrQU}}

Change Settings

{{youtube:medium|7iYTDt003II}}

Mobile Notifications

{{youtube:medium|OFqoJMs-Ux8}}

Set-Up a Delegate

{{youtube:medium|P2J6qrLxScw}}

Say Goodbye to your Desk Phone

The Mitel phone equipment is not compatible with Teams Calls.  Keep your Mitel phone plugged in for now, but once your phone line is migrated, follow the instructions found here to disconnect your Mitel phone and reconnect your computer.  Your department's phone coordinator can provide instructions on where phones should be taken once disconnected.  When ready, W&M IT will be coming by to collect your department's Mitel phones for recycling.  

Order Headsets/Desk Phones (Optional)

The same equipment currently used for Teams and Zoom meetings can be used for phone calls via Teams. However, you may wish to purchase a headset or desk phone to use with the new phone system.  

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.

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.  

Phone equipment can be purchased through buyW&M using the W&M IT Teams Phone Equipment tile under Showcases.  Please be aware that there are no returns or exchanges!  A demonstration area is available at the Circulation Desk of Swem Library.

Information about Teams Calls equipment for departments 

Important! Firmware on the headsets and/or accompanying dongle may have to be updated prior to use.  (See next item on list)

Update Firmware on Wireless Headsets

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. 

Coordinate "Common Area" Phones

Phones that are not tied to person, but rather tied to a place (like conference room phones and service desk phones) require a "Common Area License". Common area phones also require a desk phone.  In most cases, departments must purchase the Audiocodes 455 phone. 

Equipment for some common area phones, like hall phones and emergency phones, will be provided and maintained by IT.

Information about Teams Calls equipment for departments 

Download any Mitel Voice Mails (Optional)

Voicemails in the Mitel system will be erased when your phone number is migrated. Follow these instructions to save any Mitel voice mail messages by forwarding them to yourself in an email.  

1. Go into the Mitel Connect Client
2. Click on Voicemails
3. Select the Voicemail you wish to save
4. Click Forward
5. Enter your own email address in the To: field
6. Click Send

Disconnect your Mitel/ShoreTel Desk Phone

Once your phone line is migrated, follow the instructions found here to disconnect your Mitel phone and reconnect your computer.  Your department's phone coordinator can provide instructions on where phones should be taken once disconnected.  When ready, W&M IT will be coming by to collect your department's Mitel phones for recycling.  

Update Firmware on Wireless Headsets

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

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 

W&M IT Support Team on Teams

Immidiately following your migration, you will be entered into a Teams team called IT - Teams Calling Migration Support. This is a direct line of support for Teams Calls. Feel free to ask questions or report any issues. You can also scroll back in the chat history and see responses to questions that others have asked. 

You will be in the team for two weeks following your migration and then automatically removed from the team after the two weeks have concluded. For support after the two-week period, contact [[support]].

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]].