Cloud Calling for Teams User Guide

Microsoft Teams is the chat-centered workspace that is integrated with Office 365. It gives teams instant access to everything they need in a dedicated hub for teamwork where chat, content, people, and tools live together in Office 365. Microsoft Teams is designed for highly engaged teams that work closely together to get things done:

  • Chat with an individual or hold a party chat with multiple people.
  • Create Teams to bring together a group of people to work closely to get things done.
  • Create Channels within Teams to organize the team's conversation.
  • Create and send meetings directly from Teams.
  • Upload and share files within channels.
  • Make and receive calls directly from Teams.

BluIP’s Teams Integration enables end-customers to leverage their existing investment in their MS E5 License Bundle.  In doing so, this drives down the overall IT spend by combining software and telecom into a single Cloud Calling for Teams solution.  Organizations no longer need to allocate separate budgets for software and telecom.  

Desktop
Making Calls

When you first click on the call icon in Microsoft Teams, you are brought to the calls home screen. By default, you will have access to: Speed dial, Contacts, History, and Voicemail.  See Figure 1.

Calling From the Dial Pad

The dial pad enables end-users to type out their contact's DID directly from Teams. Also displayed is your own personal DID.

To make a a call through the dial pad:

  1. Click on the dial a number button on the bottom left of the screen. This will bring up the dial pad. See Figure 2.
  1. Type in your contact's DID. If an incorrect entry was made, press "Backspace" from your keyboard to delete the entry.
  2. After you have typed in your contact's DID, click the Call button. Once you click on the Call button, Teams will immediately begin dialing. See Figure 3.

Calling From the Contacts Tab

To call directly from the contacts page:

  1. Click on the middle handset icon. Once you click on the handset icon, Teams will immediately begin dialing. See Figure 4.

Accepting/Declining Calls

When you receive a call through Teams, a window will pop up with the options to: Accept the call using video communication, Accept the call as audio only, or Decline the Call.

Video communication is only allowed between Teams users.

To accept or decline a call:

  1. Click the purple handset icon in the middle to accept the call as audio only. See Figure 5.
  2. Click the video camera icon to accept the call through video communication. See Figure 6.
  3. Click the red handset icon to decline the call. This will send the caller to voicemail. See figure 7.
In-Call Screen

Once you are in a call, you will immediately see your caller's name and the length of time you have been on the call. On the top right of the screen you will have the option to enter full screen mode, view call participants, or open the settings pane. See Figure 1.

 

  • Click the square icon on the left to bring the call into full screen mode.
  • Click the chat bubble icon to see chats between you and the caller.

Adding Participants to a Call

To add a participant to an existing call:

  1. Click the add participant icon (two people and a plus sign) to add another user to the call. See Figure 2.
    • In the search bar, type in a caller's name or n umber to add them to call. See Figure 3.
    • Once the called party accepts, all the participants will be joined in a conference call.

In-Call Settings

To access the settings pane from within a call:

  1. Click the gear icon to open the settings pane.
    • The settings pane will display the audio and/or video devices being used in the call. Click the pull-down menu to select your preferred audio and/or video device. See Figure 4.
    • Scroll down to adjust meeting settings and private viewing.
    • Click the gear icon again to close the settings pane.
Telephony Action Bar

While in a call, end-users can: mute their microphone, access the dial pad, put a call on hold, transfer the call, consult then transfer a call, or end a call.

To mute the microphone:

  1. Click on the microphone icon on the left. To unmute microphone, click the icon again. See Figure 6.

To access the dial pad:

  1. Click on the dial pad icon next to the microphone. This will bring up the dial pad. To close the dial pad, click on the "x" icon on the top right corner of the dial pad or click anywhere else on the screen. See Figures 7 and 8.

To initiate a conference call:

  1. Click on the add participants icon (two people and a plus sign) to add participants to a call.

To place a call on hold:

  1. Click on the 3 ellipses dots. This will bring up three options: Hold, Transfer, or Consult then transfer. See Figure 9.
  2. Click on the Hold button. See Figure 10.
  3. Your call will immediately be placed on hold.

When a call is on hold, a new timer will pop up indicating how long the caller has been on hold.

To resume a call that is on hold:

  1. Click on the Resume button. See Figure 11.
  2. You will immediately be connected to the caller.

To blind transfer a call:

  1. Click on the Transfer button. Once you click Transfer, your caller will immediately be placed on hold. See Figures 12 and 13.
  2. You will then be prompted to dial or search for a transferee.
  3. Dial or select your transferee.
  4. Click the Transfer button on the bottom right corner. See Figure 14.
  5. Your caller will immediately dial the new contact and you you will be disconnected from the call.

To attended transfer a call:

  1. Click on the Consult then transfer button. Once you click Consult then transfer, your caller will immediately be placed on hold. See Figure 15.
  2. You will then be prompted to dial or search for a transferee.
  3. Dial or select the person you need to consult with.
  4. Click the Consult button on the bottom right corner. See Figure 16.
  5. You will immediately begin dialing.

While consulting, you will have access to the dial pad and will be able to mute your microphone, or end the call.

If you end the consultation, your primary caller will remain on hold.

To transfer directly from the consultation:

  1. Click the Transfer button. See Figure 17.
  2. Once you click Transfer, your caller will immediately begin dialing the consultant and you will be disconnected from the call.

To stop consulting:

  1. Click the Stop Consulting button or click the red handset icon. See Figure 18.
  2. You will return to the Hold screen with  your primary caller.
  3. Click Resume to resume the call.

To end a call:

  1. Click the red handset icon.
  2. Your call will end and a window will pop up asking you to rate the quality of the call.
  3. To exit the rating screen, choose and click on one of the stars or click the Dismiss button.
Contacts, Speed Dial, and Groups
Adding/Editing Contacts

When end-users add contacts into their Speed dial, they are automatically also added to the Contacts page as well. However, contacts can also be entered without being placed into a group.

To add a new contact individually:

  1. Click on the Contacts tab and click the Add contact button. You will then be prompted to type in your contact's name or number. See Figure 1.
  2. Type in your contact's name or number then click Add.
  3. Your newly added contact will now be visible from the Contacts page.

On the first use, the Add contact button will be on the lower middle section of the screen. After a contact has been added, the button will move to the right-hand corner of the screen.

To edit contacts:

  1. Right click on the contact's phone number. This will bring up a pull-down menu with five options: Call the phone number, Remove from speed dial (if the contact is on speed dial), Edit contact, Remove contact, and Block. See Figure 2.
  2. Click the Edit contact button.
  3. This will bring you to the Edit Contact screen where you can edit contact information.
  4. Click the Save button to save any changes.
  5. Click the Cancel button to cancel the request.

To remove contacts:

  1. Right click on the contact's phone number. This will bring up a pull-down menu with five options: Call the phone number, Remove from speed dial (if the contact is on speed dial), Edit contact, Remove contact, and Block.
  2. Click the Remove contact button indicated by the trashcan icon. See Figure 3.
  3. Click Confirm to permanently delete the contact from your contact list.
  4. Click Cancel to cancel the request.

To block contacts:

  1. Right click on the contact's phone number. This will bring up a pull-down menu with five options: Call the phone number, Remove from speed dial (if the contact is on speed dial), Edit contact, Remove contact, and Block.
  2. Click the Block button indicated by the trashcan icon. This option is only available to contacts external to your organization. See Figure 4.
  3. Click Confirm to permanently delete the contact from your contact list.
  4. Click Cancel to cancel the request.
Speed Dial

For contacts that are frequently called, end-users can add them to a Speed dial group for easier access.

To add a contact to speed dial:

  1. Click on the 3 ellipses dots. Click Add speed dial button. This will bring up a window that will prompt you to type in a contact's name or number. See Figures 1 and 2.
  2. Type in you contact's name or number and click add.
  3. Your newly added contact will now be visible on the Speed dial menu.

To remove a contact from speed dial:

  1. Click on the 3 ellipses dots. This will bring up the pull-down menu where you can choose from three options: Chat, Add to speed dial, and Remove from this group.
  2. Click Remove from speed dial to remove your contact from your speed dial menu. See Figure 3.
  3. This contact will no longer be visible on the speed dial group.

To block a contact from speed dial:

  1. Click on the 3 ellipses dots.
  2. Click Block to remove your contact from your speed dial menu. This only works for contacts external to your organization. See Figure 4.
  3. This contact will now be blocked from calling you.
Creating Groups

Cloud Calling for Teams enables end-users to create groups from their contacts. There are two default groups on your Calls screen: Other contacts and Suggested Contacts.

To create a new group:

  1. Click on the New Group button. This will bring up a window that will prompt you to create a group name. See Figure 1.
  2. Type in your group's name and click Create. See Figure 2.
  3. Your newly added group will now be visible from your Calls screen.

To add contacts into your group:

  1. Click on the 3 ellipses dots on the far right of your group name. This will bring up a pull-down menu that gives you three options: Add a contact to this group, Rename this group, and Delete this group.
  2. Click on Add a contact to this group. You will then be prompted to type in your contact's name or number. See Figure 3.
  3. Type in your contact's name or number and click Add.
  4. Your newly added contact will now be visible in your group.

To remove contacts from your group:

  1. Click on the 3 ellipses dots on your contact's ID. This will bring up a pull-down menu that gives you three options: Chat, Add to Speed dial, and Remove from this group.
  2. Click on Remove from this group.
  3. Your contact will now be removed from this group.

 

To view group members:

  1. Click on the group name. All members will be viewable by their Contact ID. See Figure 4.

To delete a group you created:

  1. Click on the 3 ellipses dots on the far right of your group name. This will bring up a pull-down menu that gives you three options:
    • Add a contact to this group
    • Rename this group
    • Delete this group
  2. Click on Delete this group with the trashcan icon to delete the group. See Figure 5.

To rename a group:

  1. Click on the 3 ellipses dots on the far right of your group name. This will bring up a pull-down menu that gives you three options:
    • Add a contact to this group
    • Rename this group
    • Delete this group
  2. Click the Rename this group button with the text box icon. See Figure 6.
  3. Type in your group's new name and click Save to save the group name.
  4. Click Cancel to cancel the request.
Call History & Voicemail

Call History

Once you have made calls, your call history will be available to view on the History tab on the left side of your screen. The history page will display the caller's Contact ID, the type of call, the call's duration, and the time the call occurred.

Call types (See Figure 1):

  1. An incoming call is indicated by a handset icon with an icon pointing towards the handset.
  2. An outgoing call is indicated by a handset with an icon pointing away from the handset.
  3. A missed call is indicated by a red handset icon on top of a clock.

The duration of a call can be viewed from the History page. Time stamps are listed on the right side of the screen.

From the history page, you have the option to: Call back, Chat, Add the caller to speed dial, or add the caller to your contacts. To access these options, click the 3 ellipses dots on the far right of the screen. See Figures 2 and 3.

  • Click Call back to immediately dial the caller.
  • Click Chat to initiate a private Teams chat with the caller.
  • Click Add to speed dial to add the caller to your speed dial group.
  • Click Add to contacts to add a caller to your contacts list.
  • Click Block to block an external caller. Members of your organization cannot be blocked.

Voicemail

If you are unable to take a call, the caller will be sent to your voicemail. To access your voicemail, click on the Voicemail tab on the left side of your screen. See Figure 4.

When you receive voicemails, a red circle icon will appear listing the number voicemails that you have not listened to.

  • New voicemails are bolded.
  • Old voicemails are not in bold.

The duration, date, and time of the voicemail are listed to the right of the contact ID. See Figure 5.

To listen to the voicemail:

  1. Click on the contact ID.
  2. Click the Play button, indicated by a triangle inside a purple circle, to play the voicemail. See Figure 6.
  3. Drag the playback line to fast forward or rewind the voicemail.

To adjust the listening speed of a voicemail:

  1. Click on the 1x button. This will bring up a pull-down menu with the options to listen at .5 speed, 1x speed, 1.5x speed, and 2x speed. See Figure 7.

A transcript of the voicemail is also available to the right of the speed button. See Figure 8.

The following features are available via the "more options" tab on each voicemail entry. See Figure 9.

To delete a voicemail:

  1. Click the 3 ellipses dots on the far right of the screen. This will bring up a pull-down menu with six options: Mark the voicemail as unread, delete the voicemail, call back the caller, add the caller to speed dial, add the caller to your contacts and block the caller.
  2. Click Delete to delete the voicemail.
  3. The voicemail will immediately be deleted.

Deleted voicemails are not retrievable.

To mark the voicemail as unread:

  1. Click the Mark as unread button, indicated by the open eye icon.
  2. The voicemail will now be listed in bold on your voicemail page.

To call back from the voicemail page:

  1. Click the Call back button, indicated by the handset icon.
  2. You will immediately begin dialing the caller.

To add the caller to speed dial from the voicemail page:

  1. Click the Add to speed dial button, indicated by the star icon.
  2. The caller will now be visible on your Speed dial group.

To add the caller to your contacts from the voicemail page:

  1. Click the Add to contacts button, indicated by the person with a plus sign icon.
  2. The contact will now be visible on your contacts page.

To block the caller from the voicemail page:

  1. Click the Block button, indicated by the "no" icon.
  2. This caller will now be blocked from calling you.

Members of your organization cannot be blocked. However, it is possible to block external callers. Voicemails left by blocked callers will remain in your voicemail inbox.

Mobile
Making Calls

When you first click on the call icon in Microsoft Teams, you are brought to the calls home screen. By default, you will have access to the History and Voicemail page.

Calling From the Dial Pad

The dial pad enables end-users to type out their contact's DID directly from Teams. Also displayed is your own personal DID.

To make a a call through the dial pad:

  1. Tap on the right corner handset icon with a plus sign. This will bring up the dial pad. See Figure 1.
  2. Type in your contact's DID. If an incorrect entry was made, tap the BACKSPACE button from your keyboard.
  3. After entering your contact's DID, tap the Call icon. Once you tap Call, Teams will immediately begin dialing.

To pick up a parked call:

  1. Tap the parked handset icon on the top right corner of the dial pad screen. A message will pop up asking you to dial the DID for the parked call. See Figure 2.
  2. Dial in the DID and tap Pick up to dial the parked caller.

To call directly from the address book:

  1. Tap on the right corner address book icon, indicated by a pound sign. This will bring up your address book. See Figure 3.
  2. Scroll to find a contact or search the directory to find a contact to call.
  3. After you have found your contact, tap their contact ID to bring up their contact page.
  4. From the contact page, tap their DID to immediately begin dialing.

To call from the People tab:

  1. Tap the People tab next to the dial pad. See Figure 4.
  2. Dial or search for the selected contact and tap their contact ID to immediately begin dialing.
    • Contacts external to your organization will only have their DID listed. Internal contact ID pages display icons that enable you to chat, video communicate, audio communicate, view their activity and organizational structure.

To make a video call from the address book:

  1. Tap the camera icon to immediately begin dialing.
    • Video communication is only allowed between Teams users.

To accept or decline a call:

From an unlocked phone:

  1. Tap on the blue checkmark icon on the right to accept the call. You will immediately be connected to the caller. See Figure 6.
    • Unless initiated as video communication, calls will not display video.
    • Tap on the red "x" icon on the left to decline the call. This will send the caller to voicemail.

From a locked phone:

  1. Slide the white circle icon to the right to accept the call. You will immediately be connected to the caller. See Figure 7.
    • Unless initiated as video communications, calls will not display video.

To decline:

  1. Tap the Remind Me icon, indicated by the clock. This will decline the call and prompt you to set a reminder to call back one hour from declining the call or when you leave. See Figure 8.
In-Call Screen

Once you are in a call, you will immediately see your caller's name and the length of time you have been on the call.

On the top of your phone's screen, you will have the option to return to the Teams application, chat, view and add call participants. Also displayed is the duration of the call.

To return to the Teams application:

  1. Tap the left arrow on the top left corner of the screen. This will immediately return you to the Teams application. See Figure 1.
    • While on the Teams application, your call will still be displayed by a square bubble with your contact's ID on it. Tap the bubble to return the call.

To chat:

  1. Tap the chat bubble icon on the top right corner of the screen. This will bring you to the Teams chat function. See Figure 2.

To view call participants:

  1. Click on the two people icon with a plus sign on the right corner of the screen. This will display the participants of the call. See Figure 3.

To initiate a conference call:

  1. Click on the two people icon with a plus sign on the right corner of the screen. This will display the participants of the call. See Figure 4.
  2. Tap Add people to search for members to add.
  3. Type in your contact's name or DID and tap Done. This will immediately begin dialing the new contact.
  4. Once the caller accepts, the call will immediately become a conference call.
Telephony Action Bar

When in a call, end-users can: turn off their camera, mute their microphone, switch between phone audio and speaker audio, put a call on hold, transfer a call, share a file/photo, share your screen, access the dial pad, turn on/off incoming videos, and record a call.

The following features are conducted through the Telephony Action Bar. See Figure 1.

Call recording is only available during a meeting call.

To turn video on or off:

  1. Tap the camera icon on the bottom left corner.
  2. This will toggle the end user's video on or off. When the camera icon appears with a slash through it, video is turned off. When the camera has no slash, video is turned on.

To mute the microphone:

  1. Tap the microphone icon on the left. To unmute the microphone, tap the icon again.

To turn speaker mode on or off:

  1. Tap the speaker icon in the middle of the action bar. This will toggle between your phone's internal audio or your phone's speaker audio.

To access the dial pad:

  1. Tap the 3 ellipses dots from the main in-call screen.
  2. Tap "Keypad" to bring up the dial pad.
  3. To exit the dial pad, press the white "x" on the top left corner of the screen.

To turn off incoming video:

  1. Tap the 3 ellipses dots from the main in-call screen.
  2. Tap "turn off incoming video" to turn off any video communication.
  3. Tap the button again to enable video communication.
Hold & Transfer Calling

To place a call on hold:

  1. Tap on the 3 ellipses dots. This will bring up five options: Place call on hold, transfer, share, keypad, and turn off incoming video.
  2. Tap Place call on hold. See Figure 2.
  3. Your call will immediately be placed on hold.
    • An extra option, Start Recording is available only during a meeting.

To resume a call that is on hold:

  1. Tap on the Resume button. See Figure 3.
  2. You will immediately be connected to the caller.

To transfer a call from the hold screen:

  1. Tap the 3 ellipses dots. This will bring up three options: Transfer now, Consult first, and Keypad.
  2. Tap Transfer now to bring up the Transfer search page. See Figure 4.
  3. Dial or search for a transferee.
  4. Tap on the selected contact or DID to immediately begin dialing.
  5. Once the transferee accepts the call, you will be disconnected from the caller.

To transfer a call from the action bar:

  1. Tap on the 3 ellipses dots from the main in-call screen.
  2. Tap the Transfer button indicated by the handset pointing towards another handset icon.
  3. Tap Transfer now. This will bring you to the Transfer Search page.
  4. Dial or search for a transferee.
  5. Tap on the selected contact or DID to immediately begin dialing.
  6. Once the transferee accepts the call, you will be disconnected from the caller.

To consult before transferring from the action bar:

  1. Tap the 3 ellipses dots from the main in-call screen.
  2. Tap the Transfer button indicated by the handset pointing towards another handset icon.
  3. Tap Consult first. This will bring you to the Consultant Search page. See Figure 5.
  4. Search or tap on the selected contact DID to immediately begin dialing.
  5. Once the consultant accept the call, the primary caller will automatically be placed on hold.

To consult before transferring a call from the hold screen:

  1. Tap the 3 ellipses dots from the hold screen.
  2. Tap Consult first to bring up the Consultant Search page.
  3. Tap on the selected contact or DID to immediately begin dialing.
    • While consulting, you will be able to mute your microphone, toggle between your phone's speaker or internal audio, or end the call.
    • If a call is ended during a consultation, the primary caller will remain on the line.

To transfer directly from the consultation:

  1. Tap the Transfer icon on the top right corner, indicated by a handset pointed towards another handset with an arrow in the middle.
  2. Once you tap the transfer icon, your caller will immediately begin dialing the consultant and you will be disconnected from the call.

To stop consulting, either:

  1. Tap the red handset icon on the bottom right of the consultation screen. This will return you to the primary caller who is still on hold.
  2. Tap the hold icon to return to the primary caller who is still on hold. This will put the consultant on hold. See Figure 6.
    • The primary caller can be transferred directly from this screen by tapping on the transfer icon.

To end a call:

  1. Tap the red handset icon.
  2. The call will end and you will return to your previous screen.
File Sharing

To share a file, picture, or screen:

  1. Tap on the 3 ellipses dots from the main in-call screen.
  2. Tap Share. This will prompt you with three options: Share file, Share photo, or Share screen (Presentation Mode). See Figure 7.
  3. Select which type of file you would like to share. A text window will pop up asking if you would like to start presenting.
  4. Tap Start Presenting to share the file.

To change the type of file shared:

  1. Scroll through the bottom dial from left to right. This enables end-users to change the type of file shared. See Figure 8.
    • On its first use, Teams will request permission to access your camera to share items. Press Accept to enable sharing while in Calls.
Address Book

When you first open Cloud Calling for Teams, it will ask you for permission to access your personal contacts. If you tap Ok, Teams will port your personal contacts and add them to your Teams Address Book.

To view your address book:

  1. Tap the address book icon on the top right corner of the screen indicated by the book with a pound sign on it. You will then be brought to your address book. See Figure 1.
    • If you ported your personal contacts to teams, all contacts will be listed on this screen.
    • If you did not port your personal contacts, only those in your organization or those you have added via the desktop application will be visible.
  2. Scroll or search through your address book and tap on the selected contact. This will bring you to their Contact ID.
  3. Tap the purple arrow on the top left corner to bring you back to the Calls main screen. See Figure 2.

New contacts can only be added through the Calls Desktop Application.

Call History & Voicemail

The history tab is opened by default when you open Calls in the Teams page. Your history cannot be deleted. The history page will display the caller's Contact ID, the type of call, the call's duration, and the time the call occurred.

Call types (See Figure 1):

  • Incoming Call: indicated by a handset icon with an icon pointing towards the handset. These are calls that you receive.
  • Outgoing Call: indicated by a handset icon with an icon pointing away from the handset. These are calls that you initiate.
  • Missed Call: indicated by a red handset icon on top of a clock.

From the history page, you have the option to: Chat, Video Communicate, Audio Communicate, and View contact ID. See Figure 2.

To chat:

  1. Tap on the call entry. This will bring up four icons.
  2. Tap the chat bubble icon on the left to initiate a private chat.
  3. This will bring you to the Teams chat function.

To communicate through video/audio:

  1. Tap the call entry. This will bring up four icons.
  2. Tap the camera icon for video communication or the handset icon for audio communication.
  3. This will immediately begin dialing the caller using the selected communication.

To view the Contact ID:

  1. Tap the call entry. This will bring up four icons.
  2. Tap the ID Card icon on the right.
  3. This will bring up the caller's Contact ID.

Voicemail

If you are unable to take a call, the caller will be sent to your voicemail. To access your voicemail, tap on the Voicemail tab on the right side of your screen.

When you receive voicemails, a red circle icon will appear listing the number of voicemails that you have no listened to.

  • New voicemails are bolded.
  • Old voicemails are not in bold.

The duration, date, and time of the voicemail are listed on the voicemail entry,

To listen to a voicemail:

  1. Tap on the Contact ID.
  2. Tap the Play button. See Figure 3.

To listen to a voicemail using a phone's speaker audio:

  1. Tap the speakerphone icon with a slash through it to enable the phone's speaker audio.
  2. Tap again to return the phone's internal audio.

To adjust the listening speed of a voicemail:

  1. Tap the purple 1x button next toe the playback line to increase the speed to 2x, See Figure 4.
  2. Tap the purple 1x button twice to decrease the speed to .5x.

Transcripts of the voicemail are also available below the play button.

To callback from the voicemail page:

  1. Tap the call back button indicated by the handset icon underneath the voicemail transcript.
  2. You will immediately begin dialing the caller.

To view the caller's Contact ID:

  1. Tap the ID Card icon next to the handset icon. This will bring up the caller's contact ID.
  2. Tap the purple arrow on the top left corner to return to the voicemail page.

To delete the voicemail:

  1. Tap the trashcan icon on the right side of the screen. A window will pop up asking to confirm that you want to delete the voicemail. See Figure 5.
  2. Tap Delete to delete the voicemails. The voicemail will immediately be deleted.
  3. Tap Cancel to cancel the request.
    • Deleted voicemails are not retrievable.
Additional Fees that May Apply
  • LNP (Local Number Portability) – Charges may apply when moving existing telephone number(s) from your current telecommunications provider to BluIP.  Please note that this additional charge may apply to all telephone numbers being ported, whether or not they are currently in use.
  • E911 (Emergency Calling) – If your company has remote workers, additional charges may apply for the E911 calling service. For example, this additional fee applies to every employee located outside of the organization’s main office.

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