MS Teams - Audio Calls Guide

Relevant to: faculty and staff

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, policies and procedures may effect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.


Mobile App - Optional

Accessing Calls in Teams

  1. Open Microsoft Teams.
  2. Select the Calls option from the left-hand sidebar.

    Screenshot of Call button in Teams

Viewing Call History

At the top center of the Calls window (above the call log), you can filter the calls by:

  • All
  • Missed
  • Incoming
  • Outgoing
  • Voicemail

    Screen shot of Call options

Checking Voicemails

  • Select Voicemail from the filter options.
  • On the right side of the Teams window, you will see:
    • Caller Information
    • Transcript of the voicemail
    • A playback option to listen to the message

      Screen shot of voicemail options.

Using the Dial Pad

  • On the dial pad (located within the Calls section):
    • Your work number will appear (full 10-digit DID: Direct Inward Dialing number).
    • Your current location will be displayed at the bottom.  This updates dynamically based on your current location.
      ​
      Screen shot of work phone number and your 911 location.

Call Settings in Teams

Accessing Call Settings

  1. Select the three dots (···) located in the upper right corner, next to your profile picture.
  2. Select Settings from the dropdown menu.

    Screen shot of how to access the Call settings options
     

Managing Call Settings - Record a Voicemail Greeting

  • Within Settings, select the Calls tab.
    Screen shot of Call settings options
     
  • To record a custom voicemail greeting:
    • Select the drop down arrow for Manage Voicemail.
    • Select Record a greeting.
      Screen shot of manage voicemail options.
       
  • Explore other options in this section for additional call features.

Updating Your Location in Teams (for 911 Emergency Calls)

Important:  This section ensures your correct location is shared with emergency services when calling 911 via Teams.  Setting your location ensures seamless automatic switching between work and home.

Steps to Set Your Location

In the Calls section:

  • If your location is not detected, select Location not detected.
    1. Select Add to enter a new location.
      Screen shot of Add location buttons.
       
    2. Select Enter address manually.
      • Important: Using the search function saves your address temporarily (around 15 minutes).  Manually entering the address ensures it is saved permanently
        Screen shot of Enter address manually button.
         
    3. Fill in all the required address fields, then select Add at the bottom right.
      Screen shot of Add button.
       
    4. Once completed, your address will now appear where it previously said Location not detected.
       
  • If your location appears but is not correct, select the down arrow next to your address, then select Verify.

    Screen shot of location drop down with verify button.
     
    1. Select Enter address manually.
      Screen shot of Enter address manually button.
       
    2. Fill in all the Required address fields, then select Confirm at the bottom right.
      Screen shot of confirm button.
       
    3. Once completed, your correct address will now appear.

Contacts and Speed Dialing in Teams

Accessing and Viewing Contacts in Microsoft Teams

Where to find contacts:

  1. Open Microsoft Teams.
  2. Select the Calls tab on the left sidebar.
  3. In the Calls interface, select the View Contacts button.   
    Screen shot of View Contacts button
  4. You’ll see your contacts and groupings (e.g., Speed Dial, Other Contacts).
     

Outlook Integration: Where Contacts Come From

How Teams Gets Contacts from Outlook:

  • Teams pulls contact information directly from your Outlook / Microsoft 365 account.
  • If a contact is saved in Outlook People, it will appear in Teams under Contacts.

The integration is automatic as long as both apps are using the same Microsoft 365 account.
 

Key Points:

  • Outlook contact updates sync to Teams (may take a few minutes).
  • Contacts added in Teams are also visible in Outlook People.
  • Distribution lists or mail groups from Outlook do not appear as contacts in Teams.
     

Adding Contacts in Teams

To Add a New Contact:

  1. Go to Calls and select the Contacts tab.
  2. Select Add Contact (icon with a person and a plus sign).
     Screen shot of the Add Contact button.
  3. Enter the name, email, or phone number of the person.
  4. Select Add.

If the person is in your organization, Teams will autocomplete their details.
 

Setting Up Speed Dial

Speed Dial is a custom contact group for quick calling access.

To Add Someone to Speed Dial:

  1. Go to the Speed Dial tab. in Calls
  2. Select Add speed dial.
    Screen shot of the Add to speed dial button.
  3. Select a contact from your directory or manually enter details.
  4. Select Add.
  5. The contact will now appear on your Speed Dial screen.
     

Editing or Removing Contacts

To Edit Contact Info:

  • Teams contacts pulled from Outlook can't be directly edited in Teams.
  • You must edit them in Outlook, and the change will sync back.

To Remove from Speed Dial:

  • Hover over the contact, select the three dots (...) > Remove from speed dial.

Screen shot of the remove from speed dial options.

 

Mobile App (Optional)

Download the Microsoft Teams app from your device's app store:

  • iPhone/iPad: Apple App Store
  • Android devices: Google Play Store

Screen shot of Microsoft Teams application in app store

Mobile App - Login to MS Teams

  • If you are not already logged in you will be prompted to Select an account to sign in with. 
  • If your SUNY Empire email appears on this screen, select it to  log in. 
  • If your SUNY Empire email does not appear then select to Use another account. 
  • Enter your SUNY Empire email address and password and authenticate when prompted.

Screen shot of Teams mobile login prompt

Mobile App - 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. Select the three-dot More icon on the bottom of the right hand side of the screen
  2. Select 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. Select Done

Screen shot of the more option where you can select to reorder

Screen shot of edit navigation screen.

Mobile App - 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, select your profile picture in the top-left corner of the app window.
  2. Select Notifications
  3. In the Block Notifications section, select 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.
Screen shot of block notifications selection

 

Mobile App - Set Quiet Hours and Quiet Days

 Set quiet hours on the Teams mobile app to prevent calls (and other notifications) on your cell phone when you are not working.  

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

Screen shot of notifications settings

Mobile App - Making a Call

 Select Calls on the Menu tray and then select the New Call button to bring up a dial pad.

Screen shot of make a call button.

 

Mobile App - View Teams Activity

You can view recent activity by selecting Activity on the Menu Tray.

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