Turbocharging Teams - Episode 4: Calling in Teams
By Kevin Kieller and Dino Caputo
Turbocharging Teams focuses on tips and tricks to help you get the most out of using Microsoft Teams. In this episode, we talk about calling features in Teams including speed dials, contacts, call history and voice mail.
Microsoft Stream Generated Automatic Transcript
Welcome to another episode of Turbocharging Teams. In this
episode, my name is still Kevin Kieller, and as usual, I'm joined
by my colleague Dino Caputo. Today, we're going to talk about
calling in teams.
Not surprisingly, you would find the calls icon along your left menu bar, as
illustrated by item number one.. Click on that and then.
You get a list of of item speed dial Contacts, history,
voicemail, um, now you only get, uh, the dial a number option
shown as item number 2. If you have a PSTN calling connection
or PSTN calling so that either means that you've signed up a
calling plan with Microsoft or you have direct routing and in
which case if then an item number 2 if you click on dial a
number. Because you have a PSTN calling capabilities, uh, you'll
see as shown in item number 3, up pops a dial pad, so you can
dial any phone number.
One of the things that I really like is you see kind of circled there in the blue kind of rectangle it
shows your phone number well, which is nice if you can't
remember your number because like this this number here I
don't. I don't use on a super regular basis, so that's.
Good if somebody says hey, what's your number to call you
back on because they don't have caller ID? Yeah, the other thing
I just want to point out is not that it comes up frequently, but
just like with Skype for business before it and and link,
I believe before that if you had a number like one 800 Flowers.
Um teams is smart enough. If you type that in, it figures out
what the what the numbers are.. So if you don't have to do that
decoding although nicely, it does show the letters
That map to each each number now.
You may say, but Kevin I don't have the dial a number,
but and I hear some of you saying that, well, a number 4
shows up a few things. Us few reasons why you may not have
that dial in number. Um, there's a couple of things you may not
actually have have been assigned a team's license with a calling
plan or you haven't been enabled for Enterprise voice or kind of
more technically. If your voice routing policy value isn't
correctly set up, then that that doesn't show up.
So um, sometimes sometimes sorry to interrupt, but sometimes it's
just a matter of waiting. So if you have assigned if you've
recently been assigned a license and the features been turned on
it it can take up to 24 hours, especially during the covid
periods where there's lots of heavy duty provisioning going
on, so that might be another.
Thing is, just being patient and then it'll just. It'll just
appear. That's how that sounds like. The general advice, like
if something's not working, unplug it, wait 10 minutes and
plug just so Dino MVP says if it doesn't show up, just be patient
so that the patient what you're saying. 24 hours is up too, so
don't wait like 3 weeks or something. So, I wanted then hand it over to Dino,
who's gonna talk about some of the the different capabilities that you
can use for calling?
Thanks, Kevin. So we're going to talk about the different options
in the calling application so you can see, as denoted by
number one. When you select the calling application in the left
rail of teams, you've got four different options. Today you've
got speed dial, Contacts, history and voicemail, and I'm
going to. We're going to cover all of them. I'm going to take
the first 2 and then I'll pass it over to Kevin for the last
two, so the first one speed dial really is just. I like to say
that this is really where you can add your favorite Contacts
where you want to be able to dial them quickly. So, and of
course, if you were previously on Skype for business and then
migrated to teams, your Contacts would have all been migrated
over with you. So any Contacts you add in any groups you
created. You can sort of expect to find them in your calls and
your Contacts area here. So if you're used to favourites than
speed dial similar to that so
you can. See, I've got a bunch of speed dial Contacts here. You
can add new speed dials or create new groups from this
setting. So if I speed, dial is really just another group or
collection of. People that you might wanna group together. So
in this case they just named it speed dial again. I would just
view it as a favorite thing.
You can see a bunch of in each of the calling cards you can see
a few options. So for example. Kevin's calling card has a
little camera in a calling icon.
Which means I can do video with. Kevin or I can just do not
initiated audio call from their clicking on the ellipsis gives
you some other options, will get into in the next couple of
So we just go to the to the next. Slide please, yes and here you can see we in the top
right we had the add speed dial in new groups and I'm going to
talk about those so.
If you want to add a new speed dial allows you to add an
existing contact from your org.. You can also add public Contacts
here. So I start typing robe for. Roberto and it starts searching
the corporate directory of your organization in teams and you
can see it pulls up Roberto Noda and then I can click on Roberto
and Adam to my speed dial
Contacts now. If you want to get into a little bit of a trick, an
idiosyncrasy with this later.. But if you start typing a name
and it doesn't find it, I'll show you how to public contact
in the later slide. You can also create new groups from here as
well, so if I wanted to create a group called family or Acme
Corporation, I could create a new group and that would that
would denote, you know I could start adding other Contacts to
that group as well, so this allows you for a way to organize
all your Contacts.
So next slide please. And so then we moved to the. Contacts tab and this just shows
all of your Contacts in one big long screen that you can scroll
up and down in in alphabetic
order. And once again, from here it will. It's really pulling
your Contacts from outlook that you've saved in the mailbox that
corresponds to your tier teams account, so you would expect to
find all your Contacts. Here again, you can click on the.
On the phone icon to initiate a phone call, you can add Contacts
from here. Although. Interestingly, when you add a
contact here, it does appear it doesn't sync back to outlook, so
that's a bit odd, so just expect that if you do add Contacts
here, I have yet to see any. Contacts that I've added from
teams sink back to outlook, so that's a bit interesting, but
certainly Contacts that I added outlook do eventually find their
way into this Contacts tab.
So patient have to be 24 hours.. Yeah, well I don't know about 24
hours but they they do show up.. I have waited longer than 24
hours and have yet to see. Contacts go back the other way
so reasonably certain that it's. This is a one way thing.
And once again, we can add an existing contact from your
organization that the search functionality works the same way
as it did.
Um, if you wanted to add a public contact, and here's that
little idiosyncrasy I was referring to, so you can see, as
denoted by #3. You know you try to type Fred Thompson and it
says we didn't find any matches and you would expect all there's
nothing more I could do, but if. I click on the we didn't find
any matches then it brings another hidden Easter egg menu
up and it says cancel an ad now.. So I think that's in my opinion
that's something Microsoft can improve on because it's not very
obvious. You would just say OK,. I can add friend from here and
you probably just hit the X and go away. So click on. We didn't
find any matches. It exposes canceling out and then it brings
you to. The add to Contacts option and then you can see
there you can add a full name, accompany a title and a phone
number and then you can finally
add them so. Hopefully that helps somebody out that's in
that's trying to look for a way to contact that's not your
organization. And then I think to the next slide. I believe
that's it for me.
One more slide for me as. Contacts calling from your
Contacts menu so. Kind of touched on this a bit. Bringing
up your menu, you've got the ellipsis option. You could just
click on the phone icon.
You can also click on the ellipsis and it brings up the
user, any phone numbers that are listed for the particular user,
and so in this case I have a business number shown. It's 866
number I can add to speed dial from here, which is kind of
cool. So then they appear in your speed dial list which we
just looked at. Or you can block contact and in a previous
episode of turbocharging teams we talked about block. You can
also access this from the history menu. I think Kevin is
going to get into that, so if you had a contact that was
actually in your Contacts list
you can. Sign them and block them from here, which would mean
if they attempted to phone you.
Call would be blocked you. You wouldn't be bothered by it.
With that I'm going to turn it over to Kevin to talk about
history and voicemail.
Thanks. Dino, so not surprisingly to see
your call history, uh, you click on history as indicated by
number one. That brings up really a list of calls that
you've either made you see some avamar note denoted as outgoing,
uhm, and then, uh, inbound calls. You can if you Scroll
down a little bit further, look down a little bit further and
red, you see, for example, there's a missed call from some
866 number. Um, if you then, as shown in item number 3 uhm, if
you click on the ellipsis menu, you can call back a particular
person, add them to speed dial.. So yet another place where you
can add them to speed dial. Add them to contact. So if you want
to create a contact based on that number or block which Dino
covered on the other screen as
Interestingly enough, and somewhat annoyingly,
you know, if somebody like in one of these missed calls. If
they left you a voicemail, there doesn't appear to be any
indication of that on this particular screen. Uhm, which
doesn't seem great, but.If you think that they've left you a voicemail, um, you can go
to the next screen.
A screen which voicemail, so clicking on voicemail as shown.
Another item number. One brings up a shorter list. You know then,
compared to your missed your call history,
and this is just calls where there was a voicemail and the
first one that I've highlighted this 32 second call here that
showed up on the previous.
Screen as a missed call. But here you see that in fact there
was a 32 second, a voicemail that was left. Now if you click
on the number itself and I show that an item number 3 so the
line with the number is, uhm, you'll get the ability to kind
of playback the voicemail. So this this lower part shows down
and you can play it back at different speeds. You know the
normal speed or 1 1/2 * 2 times
the speed. And then if teams was able to create a transcription,
you'll see the transcript display just like as shown here
and then, either from the ellipsis that's you know,
highlighted on the individual line under the number 2, or if
you click on it and expand the voicemail playback and
transcription that ellipsis there if you click on that, you
get the popup menu shown an item
number 4. Um, so the options you get there is in this list. You
can't tell, but um, items that you voice mails that you haven't
listened to yet. The number is in bold. So if I for example
mark Something as unread, it would go back to being being
bold. So that's when you go to the list. That's how you can
tell which voicemails you've previously listen to. You can
delete the voicemail.. Interestingly enough, I you
know. Tried and certainly on your call history. Uhm, you
can't delete from your call history, so if you're calling
numbers that you don't want people to know you're calling,
don't do it in teams. I guess here as well. You can call
people back, I add them to speed dial, add it to the Contacts or
also block the call directly from this voicemail screen.
And with that that wraps up some hopefully tips and tricks that
help you with making calls and dealing with calls in Microsoft
Teams. As always, we would welcome your feedback and our
contact information is there so you can pass along either
suggestions on topics that we can cover in other episodes, or
if you have any questions about this topic or any of the
previous topics. Thanks for joining us an until
next time, take care.
Thanks, see you later.