Microsoft TEAMS should already have been installed on your St. John’s University-managed device. If you are installing on a personal device, install the “Teams for Work or School” app. If you need assistance, please contact the Help Desk at 718-990-5000 or make an appointment with the IT Service Center. 

Making and Receiving Calls

Starting a call using the Dial-Pad

The Dail-paid can be used to dial someone who is outside the university.

1. Navigate to the Call Section

   

2. Using the DialPad, type the number that you wish to call.

   

3. To start a call, click the Call Icon

   

Starting a Call using the Contact

The contacts section is shared with Outlook. You can add a contact in the TEAMS or within Outlook.

1. Navigate to the Call Section

   

2. Click View Contacts

   

3. Choose the add contact icon on the right side.

   

4. At the Add to Contacts box, begin typing the user’s first name, a list will appear and select the appropriate person.

5. Click Add.

6. Scroll down and locate the contact and click the phone icon to make a TEAMS call.

   

Starting a Call using History

History shows all calls that were made. To call a person from History

1. Navigate to the call section

   

2. Click History

   

3. On the person you want to call, click the Call icon

   

Answering a call

1. When someone calls you, you’ll get a notification in the corner of your screen that lets you accept or decline the call. You can answer by clicking on the phone icon on your screen on your

   

2. Click the Phone icon to answer with audio only

3. Click the Video icon to accept the call and enable video as well

Adding someone to a call

1. To add someone new to a group call, select the Show participants icon in your calls controls

   

2. Then enter their name or phone number in the search box.  This will add them to the call.

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Configuring a Secondary Ringer 

Secondary Ringer is a recommended feature that allows Teams to ring an inbound call or chat on multiple devices. If you have a headset and do not wish to wear it at all times, you will want to activate the secondary ringer so your speakers, laptop, desktop, etc will notify of a call/chat.

1. In your Teams client, click on the three dots next to your profile picture

2. Go to Settings > Devices.

3. Under the Secondary ringer, choose which output device you want to ring when receiving calls.

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Voicemail

1. Click on the three dots next to your profile picture within the Teams application.

2. While in Settings, choose Calls and then click Configure Voicemail.

3. You will now have several options to personalize your voicemail settings (record a voicemail, out-of-office greetings, etc.)

Retrieving Voicemails

When someone leaves you a voicemail, you will receive an email. If the email is deleted, the voicemail will be deleted.

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Call forwarding

1. To start forwarding your calls, select Settings and more next to your profile picture at the top of Teams.

2. Then select Settings > Calls.

   

3. Under Call handling and forwarding, choose Forward My Calls, and then select where you want your forwarded calls to go: voicemail, another person, or a call group.

   

4. You can also find these settings (whenever you're in the Calls area) by selecting Don't Forward (or Forward to voicemail, etc.) in the lower-left of Teams.

Call sharing and Call Groups 

This feature replaces the call pick-up on campus and line appearances so others can pick up your line.

The call sharing and call group features of Microsoft Teams let users share their incoming calls with colleagues so that the colleagues can answer calls that occur while the user is unavailable.

1. Select next to your profile picture at the top of Teams. Then select Settings > Calls.

2. Then select Settings > Calls.

   

3. Navigate to manage call group. Select Add a call group

4. You can add individuals who will answer the line.

   

5. Select how you would like the call group to receive your calls.

   

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Transferring Calls

Microsoft Teams provides the ability to transfer the call to another user. There are two types of Transfers: Transfer (Cold/Blind Transfer) and Consultative Transfer.

 Transferring Calls

1. To transfer a call select More Options

2. Transfer in your Call Controls

   

3. Type the name of the person you want to transfer the call to.

   

4. Select the name.

5. Click Transfer

   

   1. Work voicemail - This option will transfer the call to the recipient’s voicemail

   2. Work - This option will transfer the call to the recipient's line

Consultative Transfer

Consultatie transfer allows you to consult with another person prior to transferring the call. This may be done via the phone or using Chat.

1. To transfer a call select More Options

   

2. Transfer in your Call Controls

   

3. Type the name of the person you want to transfer the call to.

   

4. Select the name.

5. Choose how you would like to consult.

   1. TEAMS Audio Call would be a traditional phone call

   2. Chat feature would me a message

6. When consultation is complete, you will then have the option to Transfer the phone call.

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Delegates

Having a delegate to your account allows someone else to receive and make calls on your behalf. When you add a delegate, you are sharing your phone line with them, so they can see and share all of your calls.

1. To designate a delegate, select Settings and more

   

2. Select Calls

3. Manage Delegates

   

4. Select Add Delegates

5. You will see the options available for the delegate you selected. 

   

If you have any questions or need assistance with Microsoft Teams, please contact the Help Desk at 718-990-5000 or visit ITHelp.stjohns.edu