Microsoft Teams Calling - A Microsoft 365 Product


Microsoft Teams Calling Features:

  • Accepting and Receiving phone and Video calls.
  • Setting and scheduling Out of Office automatic replies to send calls directly to voicemail.
  • Setting up call rules for how calls will be handled by Teams.
  • Setting up the ability to forward and/or record calls.
  • Calling by searching for someone by their name.
  • Using a traditional phone number pad (on-screen) to call someone using their phone number*.

More Information

  • The traditional on-screen phone pad will be enabled once your phone has been converted to Microsoft Teams.
  • Every Gannon Employee will be provided a Certified Microsoft Teams headset that will connect to their PC/laptop via a USB port.
    • This will replace the traditional desktop phone.

Helpful Links 

Instructions for Teams Calling

How to Receive Teams Calls:


  1. Make sure the Teams app is running and a notification for the call should pop up.
  2. Click the blue phone icon to answer with audio-only.
  3. If a video call is being requested, click the video camera icon to answer the call with audio and video.
  4. If you click the red horizontal phone icon, the call will go to voicemail.

Mobile Devices:

  1. Make sure you have the Microsoft Teams app installed, and "Notifications" enabled for the app.
  2. When you receive a call, tap the blue phone icon to answer it or the red icon to decline.
  3. If you don't accept the call, it will go to voicemail and also send you an email with the message.
  4. If you didn't receive a notification of the call, you may have notifications for them turned off and they should be turned on.

Making Calls Teams Calls:

Using the Desktop Application:

There are different ways to make a call in Teams.

  1. In the Teams search box, type "call" and who you'd like to reach (last name, first). Then press Enter to start the call.
  2. When in a one-on-one chat with someone, click the telephone icon to call them or the video camera icon for a video call.
  3. Hover your cursor over the person's picture (or initials), and select the phone or camera icon there.
  4. In the Teams app Calling section, type a name or number.
  5. Multiple people can be selected to have a group call.

Using the Teams mobile app:

The Microsoft Teams app is available for both Apple and Android mobile devices.  

  1. Tap on "Calls" in the lower icon area.
  2. Search for and tap on the person you would like to call.

Adding Participants to Teams Calls:

To add someone to a call in Teams:

  1. Select the Show Participants icon in your call controls.
  2. Type their name or phone number in the search box.

Create Breakout Rooms in Teams:

To create Breakout Rooms Teams:

  1. Open the Teams meeting invite on your Teams Calendar.
  2. Go to Breakout rooms and select Create rooms
  3.  Or create them on the fly during a meeting within the meeting controls by selecting Breakout rooms

Transferring Teams Calls:


  1. While in a call, select More Actions. 
  2. Select transfer.
  3. Type the name of the person you want to transfer the call to.
  4. Select them when they appear.
  5. If the person is in your org and using Teams or Skype for Business, turn on Ring back if there's no answer to send the call back to you if the recipient doesn't answer or has call forwarding set. 
  6. Select Transfer to complete the transfer or the dropdown arrow to choose one of the following options:
  • Work: transfer calls to individuals' Teams numbers.
  • Work voicemail: send them straight to voicemail.
  1. Any other numbers (like mobile numbers) are added to accounts.

Mobile Devices:

  1. While in a call, select More actions.
  2. Select Transfer.
  3. Choose Transfer now.
  4. Type the name of the person you want to transfer the call to.
  5. Select the name of the person to complete the transfer.


Article ID: 136936
Fri 3/4/22 9:29 AM
Mon 11/20/23 10:01 AM

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