Microsoft Teams Phone - Call Management

Customize your call settings in Microsoft Teams for work or school to manage delegates, set voicemail messages, and more. To learn more about managing call settings in Teams Phone, see Calls and meetings in Microsoft Teams Free.

Access your call settings

To access call settings in Teams:

1. Select Settings and more next to your profile picture at the top of Teams.
2. Select Settings .
3. Go to Calls .

Add and remove delegates

Delegates are trusted people who can make and receive calls on your behalf.

1. To add or remove delegates, or to change their settings and permissions, select Settings and more > Settings > Calls .
2. Under Manage delegates, select Add a delegate.
3. Start typing the name of the contact you'd like to add as a delegate and select their name from the dropdown.

When you add someone as a delegate, you'll see their permissions settings. If you want, you can enable your delegates to make and receive calls on your behalf, as well as let them change your call and delegate settings. To remove them as a delegate, select Delete next to their name.

Change your default mic, speaker, or camera

To select the mic, speaker, and camera you want Teams to use for calls and meetings, select Settings and more > Settings > Devices .

Under Audio settings , select the speaker and mic you want Teams to use by default.

Under Video settings > Camera, select the camera you want Teams to use, and see a preview of that camera's video.

If you have multiple certified devices connected to your computer, set one as your secondary ringer so it rings when a call comes in.

Make a test call

To make a test call, select Settings and more > Settings > Devices .

Choose Make a test call under Audio settings.

In a test call, you see how your mic, speaker, and camera are working. Follow the instructions from Test Call Bot and record a short message. The message plays back for you. After that, you get a summary of the test call, and you can go to your device settings to make changes.

Set your call answering rules

To set your call answering rules, select Settings and more > Settings > Calls .

Choose how you want Teams to handle your incoming calls in the section for Call handling and forwarding.

Adjust your voicemail settings

To change your voicemail settings, select Settings and more > Settings > Calls .

You will find all voicemail settings under Manage voicemail.Voicemail greeting

To record a new voicemail greeting, select Record a greeting and follow the instructions to record your message.

Choose a language for your default greeting and Choose what happens when the call is redirected to voicemail by selecting from the dropdown menus.down menus.  

Set up text-to-speech customized greeting by typing your greeting in the text box. If you’ve recorded a greeting, it will override this setting.

Manage your out-of-office voicemail by selecting when you want your greeting to play. You can also type your custom out-of-office greeting in the text box.

Call answer rules

To change how calls are handled once they reach your voicemail, go to Call answer rules. By default, Teams plays your voicemail greeting and lets the caller record a message. Here are some other options:

• Let the caller record a message.
• Let the caller record a message or be transferred to someone else.
• End the call without playing your greeting.
• Play your greeting and end the call.
• Transfer the call to someone else.

If you choose an option that includes transferring the call, set the name or number where you want your calls to go under Where should they be transferred?

Choose how incoming calls appear

You can view incoming calls in a large or small window. Both can be resized during the call. Only the large window shows when you or someone else enables real-time text (RTT) or captions.

Select Settings and more > Settings > Calls .

Under Viewing incoming calls, select Large window or Small window.

Choose ringtones

To set your preferred ringtones, select Settings and more next to your profile picture at the top of Teams and then choose Settings > Calls .

Under Call handling and forwarding, go to Choose a ringtone to select ringtones for your normal calls and forwarded calls.

The same ringtone options are available on desktop and mobile. Ringtones are set on a per-device basis, so you can select a different ringtone for desktop and mobile if you prefer.

Turn on/off call waiting beep

The call waiting beep is a phone feature that provides a less intrusive tone when you’re in a call and a second call comes in. A tone plays every 5 seconds for the duration of an incoming call.

To turn on call waiting beep on Desktop:

• Go to Settings and more > Settings > Notifications and activity . Turn on Play sounds while I’m busy or in a meeting.

  Note

  On Teams Mobile (iOS and Android), call waiting beep is on by default.