Teams Calls - Call Answering Rules

Overview

Microsoft Teams offers various call answering rules to help you manage incoming calls efficiently. These rules allow you to customize your call handling and forwarding options to suit your preferences and availability.

Audience

Anyone using Microsoft Teams can place calls to others within CVTC using Chat. Employees with a phone number can also place external calls.

      Teams Calls Settings

      Call answering rules can be configured from the Calls settings screen within Teams.

      1. Click the meatball menu (1) then Settings (2).

         
      2. Click the Calls menu option.

      Calls ring me

      By default calls only ring your account and are forwarded to Voicemail if not answered after 20 seconds. 
      Note: Some options are only available for users that have a CVTC phone number assigned.

      1. Select Calls ring me (1).


      2. The Also ring (2) option allows you to choose who else should receive a notification as the call is incoming.
        Note: This option is only visible for those on the Teams Calls licensing plan.
        • No one else - the default setting. Calls will only ring on your account.
        • New number or contact - enter a name or phone number that will ring at the same time as your account.
        • Call group - enter two or more names to ring at the same time as your account. The group members can be called all at once or individually in the order you choose.
           
      3. The If unanswered (3) option will ring after the time drop-down (4) has passed.
        • Voicemail - the default setting. Callers will be able to leave a voicemail message.
        • New number or contact - enter a name or phone number that will ring at the same time for each incoming call.
          Note: This option is only visible for those on the Teams Calls licensing plan.
        • Do nothing - the call ends
        • Call group - enter two or more names to ring at the same time as each incoming call. The group members can be called all at once or individually in the order you choose.
          Note: This option is only visible for those on the Teams Calls licensing plan.

      Forward my calls

      1. Select Forward my calls (1).


      2. The Forward to (2) option will immediately forward all incoming calls without a notification in Teams. This option can be used to stop calls notification alerts and sounds along with the presence status of Do not disturb.
        • Voicemail - the default setting. Callers will be able to leave a voicemail message.
        • New number or contact - enter a name or phone number that will ring immediately for each incoming call.
          Note: This option is only visible for those on the Teams Calls licensing plan.
        • Call group - enter two or more names to ring immediately for each incoming call. The group members can be called all at once or individually in the order you choose.
          Note: This option is only visible for those on the Teams Calls licensing plan.

      Select Forwarding

      Your forwarding selection can be changed quickly from the Calls tab in Teams.

      1. Click the forwarding menu (1)
        Select the forwarding option (2).
        The full Calls setting menu can be shown by clicking the More Settings option (3).

      Drop-down details

      New number or contact

      This option is only available for those on the Teams Calls licensing plan.

      1. From the Also ring (shown), If unanswered, or Forward to drop-down menu select New number or contact (1).
      2. Type the name (2a) of the individual or a part of the phone number (2b) to generate a list of system-wide contacts and phone numbers.
        Click to select the contact name (3a) or phone number (3b).


         

      3. After being added, the number or contact can be selected from the Also ring (shown), If unanswered, and Forward to drop-down list.
        Note: Once added, the contact or number cannot be removed from the list.

      Call group

      This option is only available for those on the Teams Calls licensing plan.

      1. From the Also ring (shown), If unanswered, or Forward to drop-down menu select Call Group.

         
      2. Type the name (2) of the individual to generate a list of system-wide contacts and phone numbers.
        Click to select the contact name (3).

        Repeat the search and add others to the Call group.

      3. From the Ring order drop-down menu (1), select the option.
        Click the Save button (2).
        • All at the same time - ring everyone on the list simultaneously.
        • In the order above - rings the top contact and if there is no answer move to the next contact.
           
      4. To edit the call group, click the pencil icon.


      5. To remove a name from the call group, hover over the contact and click the X.
      6. After being added, the call group can be selected from the Also ring (shown), If unanswered, and Forward to drop-down list.


      Keywordsteams, teams calls, teams calling, phone, do not disturb, voicemail, forwarding, chat, ed tech, edtech   Doc ID128185
      OwnerJohn C.GroupChippewa Valley Technical College
      Created2023-05-08 13:41:41Updated2023-12-05 13:24:25
      SitesChippewa Valley Technical College
      Feedback  0   0