What is the difference between Teams and Teams Telephony?

… You can use Teams with all persons independent of a telephone number – communication takes place exclusively via the internet.
… To use Teams Telephony, you make a call to a telephone number – in other words, it corresponds to the former fixed network telephony.

How do I “activate” Teams Telephony in general?

Teams Telephony is activated by the administrator through an individual licence for one person. The telephone app in Teams can be permanently displayed by clicking “…” in the app bar of Teams (left-hand programme area)…

… and selecting the app “Calls”.

After that, you can move the app’s position and finally fix it.

How can I make internal/external calls?

• Select a call by clicking “Dial a number".Choose speed dial or contacts by clocking on the receiver symbol next to a contact.
• Copy the number from an app and paste it in the phone number field (special characters such as +, / or spaces do not have to be deleted – for example, +43(676)847 228 111 would be a valid phone number).
• Select a number from the phone number field of an application that supports calls.

Can I call telephone numbers displayed on a website or application via Teams?

Yes, if the telephone number field on the website supports this (usually the mouse pointer changes when hovering over the number).
If this is not the case, you can copy the number and paste it in the phone number field in Teams.

How do I switch ringtones?

Go to the Teams settings and click on “Calls”.
Under “Ringtones”, you can select different tones for calls to you personally, forwarded calls and delegated calls (boss/secretary function).

I don’t hear the ringtones when the headset is activated – can I switch the tone to external speakers?

If you don’t want to wear your headset all the time, you can have the ringtone additionally transferred to the standard speakers of your device.
To do this, open the settings of Teams, go to “Devices” and then “Secondary ringer”. There you can select the additional external speaker.

How do I manage the speed dial settings?

Click on “Add speed dial” and select a UAS staff member you would like to add to speed dial. You can also create a new group of contacts.

Which contacts are automatically visible?

Only contacts from the contacts folder in Outlook are visible! You can also create new contacts in Teams, although we recommend creating these contacts in Outlook – see answer below.

Where can/should I add contacts?

Contacts should be added to the contacts folder in Outlook only. They are transferred to the contacts folder in Teams with a certain delay (please note: this may take a couple of hours).

Where can I get the company directory?

The UAS directory of phone numbers can be set up via the CIS (see FAQs: (en) UAS Contacts Sync Guide ) – the synchronisation of the directory (in other words, the contacts are displayed in the Teams folder) can take some time (up to several hours).

Why are some internal participants not displayed by name?

Some participants are not displayed because the contact list has yet to be synchronised. (See FH-Kontakte-Sync Guide).

Can I set up a delegate and what impacts does this have?

This is how you set up a delegate:

1. Select your profile photo in the top right corner.
2. Select Settings > General, and then select Manage delegates.
   
3. Select Your delegates and enter the person’s name.
4. Choose which permissions to give them and then select Add.
   

   Your delegate gets notified about their new status.

5. Go to Calls, select Forward my Calls > My delegates to manage your permissions and make sure your calls go to all your delegates.
   

   Your delegate can answer and make calls for you during your absence.

How are unanswered calls handled?

Unanswered calls are displayed in your call history and in the activity feed. This is where you can return a call, open the chat or block the number.

Can I set automatic out-of-office messages?

Setting a direct out-of-office message is not possible. However, you can display an out-of-office status.

Go to your profile picture at the top of Microsoft Teams and select Set status message to have your options displayed.

Type the message you want others to read into the text box. Do not forget to tick the box Show when people message me and select the timeframe for your status message.

How can I transfer calls or consult and then transfer?

Transfer calls:

1. Choose More options > Transfer in your call controls.
   (The current call is paused)
   
2. Start typing the name of the person you want to transfer the call to and select them when they appear.

To finish, hit Transfer again.

Consult then transfer:

1. Select More options > Consult then transfer in your call controls.
   
   
2. Start typing the name of the person you want to transfer the call to and select them when they appear.
3. Press Chat to consult with them over chat first, then hit Transfer.
   

Where do I find the keyboard shortcuts for using Teams / Teams Telephony?

1. Select your profile picture.
2. Select the item Keyboard shortcuts.

How can I set up call forwarding?

1. Select your profile picture.
2. Select Settings.
3. Select Calls.
4. Change to Forward my calls.
5. Select either New number or contact or Call groups.

What is a call group and what is it used for?

A call group is a group of Teams contacts (no phone numbers), which you can set up to forward calls to an entire group.

Individual persons can then decide how they want to be notified and whether they want to answer the call.

Is there a group call pickup? How does it work in Teams?

Yes, there is. Go to Settings > Calls, and select Forward my calls. In the dropdown menu, select Call groups and add your contacts. You can define a ringing order for up to six contacts, otherwise all contacts are notified simultaneously.

Can I mute forwarded calls from the call group?

Go to Settings > Notifications > Calls and select Edit.

Select Only banner in the dropdown menu so you no longer receive any sound notifications and have calls displayed in the banner only.