The goal of this guide is to get familiarized/be refreshed on how the physical phones work. By the end of this guide you will be able to: Make a call, add people to your contacts list, transfer a call, park a call, create a conference call, and setup your voicemail.
Making a call
There are several ways you can make a call on a physical phone.
Calling with the number pad
Dial in the number and pick up the receiver.
Calling by name (internal only)
Click on the "Calls" tab,
Click on the blue circle with a dialpad,
Select the "People" tab,
Use the on-screen keys to type in the person's name,
Click on the telephone to start the call.
Calling VIA the Favourites List
In the calling tab if you have any saved contacts/favourite contacts list you can call immediately after tapping their name.
Calling by Recents
In the calls tab click on "Recent,"
Tap on the contact card which you wish to call (call will automatically start).
Conference Calling
To conference call you will first need to start a call with someone. (Ideally with someone internally if possible)
Call the first person you wish to start the conference call with,
In the top right press on the icon showing two people,
Click on "Add people,"
Dial in the additional numbers with either the touch screen or dialpad, Note: Alternatively, you can also type out the names of others within the company VIA the touch screen keyboard,
Tap on the check mark to confirm and begin calling those additional numbers.
Transferring and Parking calls
This section will go over how you can transfer calls, consult some before transferring a call, and how to park a call.
How to transfer a call
In the call screen, click on "Transfer,"
Tap "Transfer now,"
Use the touchscreen keyboard to type in the person's name you wish to transfer the call to,
Tap on their name to transfer the call now. BOUNS - Transfer to Work Voicemail If you know the person is busy or away, you can transfer people to their voicemail instead!
Next to the person's name click on the three dots,
Tap "Work Voicemail,"Once you tap on the option, it will re-direct the caller to the person's voicemail.
How to consult and transfer
Consult and transfer is basically asking the person if they are free over the phone. It essentially puts the person calling in on hold and starts a new phone call with the person you want to consult. Here is how it works.
In the call screen, click on "Transfer,"
Select "Consult Now,"
Use the touchscreen keyboard to type in the person's name and tap it, A new call will start with the person you want to consult
Once you have confirmed the person is ready to call, click on the Phone with an arrow in the top right corner,
Click "OK" to transfer the person over.
How to park a call
If you ever need to park a call since the other line is busy, this is how you can park it.
In the call screen, click on "More,"
Select "Park Call,"
A code will appear on screen, share this code with the person who is going to pick up the parked call. Note: A parked call with return to you after it has not been picked up for 5 minutes
How to pick up a parked call
You're trying to pickup a call someone has parked for you, this will start in the "Calls" tab on the phone
In the top right corner, tap the phone icon with a P,
Enter in the code for the parked call and click "OK."
Adding contacts/favourites
In this section, we will go over how we can add contacts to our list with the phone.
Adding internal people to your favourite/speed dial list
Go to the "People" Tab,
Click the big blue plus sign in the bottom right corner,
Select either "Add from directory," Creating a new group will make a new tag, similar to making a new inbox folder. By default the groups are: Favourites, Other contacts, Tagged, Speed Dial. It will only appear for you so feel free to get creative with it
Type in the person's name using the onboard touch screen and tap on their name,
Select the group you wish to add them to, Note: You can add people to only one group on this screen.
Click on the check mark on the top right to confirm,
If the contact was added to your "Speed Dial" group, they will appear in the Calls tab.
Adding external numbers to your speed dial
If you find that you need to call an external number often you can easily add them. Here is how:
Go to the "Calls" tab,
Go to "Recent,"
Click the little "i" next to the number you want to save,
Click "Add to speed dial,"
After refreshing the "Favourites" tab it should appear under speed dial. Notes: You may need to select "See all" if the option is available
Managing Contacts VIA Teams on your PC
If you find you're having problems navigating the contact's screen on the phone itself, you can use the Teams app on your PC to manage your contacts.
Adding contacts using the Teams desktop app
Any contacts added to the Teams desktop app will be added to your phone contacts list. Similarly, any speed dial contacts add will also appear on your speed dial list on your phone.
Open up the Teams app,
On the left-hand side, select "Calls,"
Click on "Contacts" near the top,
Click on "Add contact" and enter the person's name (if they are internal) or their phone number (external),
Edit their details and click "Add" to add them to your contact list,
Wait for the contact to appear on your phone.
Editing external contacts on the Teams desktop app
The Teams app on the PCs is the only way to get external contacts
Click on the three dots next to the contact,
Click on "Edit contact" to edit the details and change the name of the contact.
Voicemails
The following section will go over how you can setup and access your voicemails from your phone and from the Teams app.
Setting up voicemails
There are two ways you can setup your voicemail, the first is by the phone itself or on the Teams app. We will go through how to setup voicemails on the physical phone itself. If you want to learn how to do it using the Teams app, refer to this article here: Basic Teams Information
On the home screen, click on your initials on the top left corner,
Tap on "Settings,"
Tap on "Calling,"
Tap on "Change Voicemail greetings,"
An automated robot will help go though the voicemail setup with you.
Getting the Voicemail tab
By default the voicemail tab is hidden under "More." Here is how you can move that tab over to the main screen.
Click on "More" from the home screen,
Click on "Reorder,"
Tap, hold and move, the "Voicemail" tab to the top next to "Calls,"
Click on the check mark in the top right to save the layout,
The home screen should now have "Calls", "Voicemail" and "People."
Accessing your voicemails
Now that you can see the voicemail tab from your home screen, you can access them from the phone.
Click on the "Voicemail" tab,
Select the voicemail you want to listen to,
Click on the blue play button to listen.
Accessing your voicemails from the Teams app on your PC
You can also listen to your voicemails directly from the Teams app, here is how:
Open up the Teams app on your PC,
Go to the "Calls" tab on the left-hand side,
Under "History" click on "Voicemail,"
Double click on the voicemail to listen or read the transcription of the voicemail.
Deleting voicemails on the phone
The voicemail inbox doesn't fill up like other phone carriers do, Microsoft automatically deletes Voicemails older than a year. However, if you would like to clear them up here is how to do that.
On the phone, go to the "Voicemail" tab,
Tap on the voicemail you want to delete,
Click on the trash can,
Click "Delete" to confirm.
Deleting voicemails on the Teams app
Deleting voicemails from the Teams app will also remove the voicemail from your phone and vice versa.
Open the Teams app,
Go to the "Calls" tab,
Click on "Voicemail,"
Hover over the voicemail you want to delete and click the three dots.
Click "Delete."
Extras
This section will go over any other features of your physical phone.
Changing your ring tone
If you're tired of the default ringtone, here is how you can change it.
On the home screen click on your initials in the top left,
Tap on "Settings,"
Tap on "Calling,"
Scroll down to "Ringtones,"
Tap on any of the three ringtones: Calls for you, Forwarded Calls, Delegated Calls.
Tap on the ringtone to listen,
Click on the arrow in the top left to confirm your selection.
Closing remarks
You are now a professional at using your Teams phone and can now make calls, transfer calls and check your voicemail. If you are having any problems with your phone please reach out to us at support@cloudcollective.com or by phone 604-239-2182.
