Managing Calls in Teams

Microsoft Teams provides integrated call management features for streamlined communication across devices. This guide outlines key tools and settings to optimize your calling workflow.

• Navigating Calling from the Teams App
  • The Call Tab
  • Initiating Calls
  • Receiving Calls
  • Call Controls 
  • Blocking a Number
• Setting Up Do Not Disturb
  • From the Desktop Application
  • From the Mobile Application
  • Setting Quiet Hours
• Setting Up Call Forwarding
  • Call Forwarding or Simultaneous Ring
  • Adding a Call Delegate

Navigating Calls in the Teams App

The Call Tab

From the Call tab on the left side, you can see your call log, make outgoing calls, and adjust your speed dial list. 

• View all received, initiated, or missed calls from the last 30 days.
• You can redial past numbers from the center column. 
• You can add users to speed dial from the column on the right side of this screen.

Initiating Calls

1. Navigate to the Calls tab from the left-hand menu.
2. Choose between:
   • Phone: Enter a phone number on the dial pad or search for a Stonehill faculty/staff username.
   • Contacts: Use imported Outlook contacts (may include external users).
3. Select Call.

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Receiving Calls

• By default, incoming calls should ring on:
  • Computer
  • Desk phone 
  • Mobile device (if applicable)
• To answer: A call window will appear in the lower right corner of your main desktop, click the purple button with the image of an engaged phone to answer a call.
• To end a call: Click the red Leave button in the top-right corner of the call window.
• To send calls directly to voicemail: select the red button with the image of a phone. 

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Call Controls

• During a call, use the top menu bar:
  • Ellipsis (...) for:
    • Transfer
    • Live captions
    • Mute notifications
    • Hold
    • Add participants

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Blocking a Number

Only external numbers can be blocked using Teams. To do this, select the Ellipsis (...) that appears next to the number you'd like to block when you hover, a drop down will appear and the last option will be to Block. 

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Setting Up Do No Disturb

When setting your status to Do Not Disturb, your phone will not ring. Your phone will still ring if you set your status to the following:

• Be Right Back
• Appear Away
• Busy

From the Desktop Application (Windows/macOS)

1. Open Microsoft Teams.
2. Click your profile picture in the top-right corner.
3. Select "Availability" (the status indicator).
4. Choose "Do not disturb" from the drop down menu.
   

Optional:
To allow priority notifications from specific users:

1. Go to Settings found on the right side, under your profile icon. Select Privacy from the left list.
   
2. Select Manage priority access under Do Not Disturb. Add people who can still reach you during Do Not Disturb times. Please note, these settings are only available from the desktop app.
   

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From the Mobile Application (iOS/Android)

1. Open the Teams app.
2. Tap your profile icon in the top-left corner.
3. Tap your status.
4. Select Do not disturb.

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Setting Quiet Hours

Quiet hours can only be set from the Teams mobile app, but the settings carry over to the desktop app. Quiet hours allow you to mute Teams notifications during specific times, such as evenings or weekends.

1. Open the Teams mobile app.
2. Tap your profile icon in the top-left corner.
   
3. Go to Notifications.
   
4. Scroll down to Block notifications. Select Block during quiet hours.From here you can set your Quiet time (e.g., 4:30 PM – 8:00 AM) and additionally, you can select specific days of the week (e.g., weekends or days off) that will not push notifications to you.  
   

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Setting Up Call Forwarding

Call coverage allows you to forward calls to another user or group, or assign a delegate to answer calls on your behalf.

Call Forwarding or Simultaneous Ring

1. Go to the Calls tab in Microsoft Teams.
2. Click Settings (gear icon) > Calls.
3. Under Call answering rules, choose one of the following:
   • Forward my calls: Select a user, voicemail, or an external number.
   • Simultaneously ring: Ring your device and another user or number at the same time.

1. Choose the desired contact or number.
2. Close the settings panel to save.

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Adding a Call Delegate

Delegates will see your calls in their Teams interface, and can answer or place calls as you.

1. Go to Settings > General > Manage delegates.
2. Click Add and search for the person you want to assign.
3. Choose whether they can:
   • Make calls on your behalf
   • Receive calls for you
   • Change your call and delegate settings
4. Click Save.

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