How to Manage your call settings in Microsoft Teams

At the top of Teams, you will find a Settings and More icon next to your profile picture, which will allow you to change your settings. Click on Settings and More to change your settings.

The call settings can be found in three different places: General, Devices, and Calls, each of which can be customized.

Add and remove delegates

At the top of Teams, click Settings and more which is to your left of your profile picture, and then choose Settings > General which is the section where you can control who can make and receive calls on your behalf.

Select the Manage delegates option under the Delegation section. This program will allow you to see the other delegates that you are a delegate for, as well as to add or remove your own delegates.

You will be able to see some permissions settings for a delegates once you add them as delegates. If you wish to provide your delegates with the option to make and receive calls on your behalf as well as give them the ability to make and receive changes to the setting relating to delegated calls, you can do this.

Change your default mic, speaker, or camera

At the top of Teams, next to your profile picture, select Settings and more and then choose Settings > Devices, where you can choose which mic, speaker, and camera you want Teams to use for calls and meetings.

Ensure that the speaker and microphone you would like Teams to use by default are selected under Audio devices.

You can select the camera you want Teams to use, and a preview of that camera’s video will appear on the screen when you click on Camera.

You can set one of your certified devices as your secondary ringer if you have more than one of them connected to your computer. This means that when a call comes in, it will go off immediately. Regardless of which device you are using to answer incoming calls, you can do so.

Make a test call

In Teams, you can create a test call by clicking Settings andmore next to your profile picture at the top of the page. In addition, you can also navigate to Settings > Devices in Settings to create a test call.

Under the Audio devices section, select Make a test call.

You can see if your camera, microphone, and speaker are working correctly during a test call. Record a short message in response to Test Call Bot’s instructions and follow them carefully. The message will be played back for you as soon as it has been recorded. There will be a summary of everything you heard on the test call after that, and you are able to make any changes to it by going into your device’s settings.

Set your call answering rules

At the top of your Teams profile, select Settings and more next to your avatar, and then choose Settings > Calls to set your rules for how your calls are answered.

There is a section for Call answering rules where you can specify how Teams should handle your incoming calls.

In the Call Forwarding section, you can choose whether to forward my calls or not. It is possible to have more than one call ring at the same time if you select Calls ring me and Other calls under Also ring.

The If unanswered option allows you to decide what to do when a call goes unanswered.

Adjust your voicemail settings

Choose Settings and more at the top of Teams in order to change your voicemail settings, then click Settings > Calls and choose the setting that you want to change.

You can configure your voicemail by clicking the Configure voicemail button in the Voicemail section. Your voicemail settings can be found in the Voicemail menu located on the left side of the screen.

Voicemail greeting

You can record your voicemail greeting by selecting Record a greeting from the Voicemail menu and following the instructions on the screen. Once you have saved it to your voicemail box, you will be able to listen to it there.

Call answer rules

There are several ways to change the way your voicemail is handled once a call reaches it. In Teams, by default, the voicemail greeting will be played and the caller will be given the opportunity to leave a message. As well as these options, there are a few others that you can choose from:

• If the caller wants to leave a message, let them do so.
• Give the caller the option of leaving a message or transferring their call to another number.
• Do not play your greeting at the end of the call.
• The call will be ended once you have played your greeting.
• The call should be transferred to another person.

If you select an option that allows you to transfer the call, you need to rely on this option, which can be found under Where should my calls be forwarded to? If you choose an option that allows for the call to be transferred, you must rely on it. In order to send these calls where you want them to go, you can choose a name or number.

Default greeting language

Choose the language you wish to use as your default greeting language under the Greeting language section.

Text-to-speech voicemail greeting

Using text-to-speech software, you will be able to set up a voicemail greeting by typing one in the Customize your text-to-speech greeting field.

Note: You can override text-to-speech option when you record your own greeting and it’ll take precedence over text-to-speech.

Out of office voicemail greeting

There is a section of the customized greeting application that allows you to customize the out of office greeting of the Text-to-Speech application. The out of office greeting can be personalized here. The out of office greeting is also available in this section of the program for you to choose the time at which you wish it to play.

Choose ringtones

When it comes to customizing your preferred ringtone in Teams, you have several options to choose from. The process of changing your ringtone can be done by selecting Settings and more next to your profile picture, and in the next window, pick Settings > Calls to change your ringtone.

There is a section on the next screen that is called Ringtones, and that is where you can choose your own ringtone that is used for your normal calls, forwarded calls, and delegated calls so that you can distinguish between them easier.

Turn on Text Telephone (TTY)

The Settings and more tab is located directly next to the picture of your profile and then you select Settings > Calls after selecting Settings.

You can turn on TTY mode by clicking the Turn on TTY mode button in the Accessibility section.

Manage blocked numbers

In the Settings and more section on the top of Teams, you will find options to view and manage the numbers that you have blocked. As soon as you click Settings, you will find the Privacy section.

Under the Blocked contacts list, you will be able to see a list of all the blocked contacts and if you wish, you can remove any blocked contacts you wish from the list by selecting Edit blocked contacts from the listing under Blocked contacts.

Click on Block calls without a caller ID if you want to block anonymous calls.

Manage call queue notifications

If you are an agent managing a queue of calls, you can change the notification settings for each queue by turning it off or on.

It is possible to see a list of your queues if you go to Settings > Calls and scroll down to Call queues on the left-hand side of the screen. If you want to turn off or on notifications for a queue, you can click the toggle switch next to it.

Frequently Asked Questions

How do you manage audio settings on a team?

1. If you are using a desktop version of Teams, login to it and select Settings and more.
2. Click on the Settings menu and then tap on the Devices option.
3. There are a number of ways to modify the audio devices in Devices: Audio devices – using the drop down menus of the Speaker, Microphone, and Primary audio device, you can change these devices.