Recommended settings in Teams
- nick.cosh
Overview
Welcome to our Microsoft Teams tips and tricks guide! Whether you're a beginner or an experienced user, this collection is designed to make Microsoft Teams especially Telephony more user-friendly.
Call waiting in Teams
I have already created a page that describes how to disable the call-waiting ringtone (click the link below) because by default Teams will ring in your ear while you are on the phone.
Secondary Ringer
This gives you the ability to set a second device to ring on an incoming call into Teams and therefore you don't need to wear your headset all the time.
Click on the three dots (…) in the top right-hand corner of Teams and choose Settings. Then choose Devices. Scroll down to just before the video settings and you will find Secondary Ringer. The drop-down box will give you the below options
None - this is the default option and will only allow ringing to come out of the headset
Headset - much like the above setting
Speakers (Realtek(R) Audio) - You will want to set it to this if you have a Laptop.
The next options will probably show you the different displays you have plugged in. This is the best option if you are on a desktop PC unless you have external speakers.
Sync Device Buttons (beeping in your ear)
In some situations when you have used Teams and Zoom during the day you can get an intermittant beeping in your headset. You can fix it temporarily by quitting and restarting Zoom. A more long-term fix is to disable the Sync Device Buttons option.
To turn off Sync Device Buttons, go to the three dots (…) in the top right-hand corner of Teams and choose Settings, then under the Settings menu on the left hand side choose Devices, then scroll down to Sync Device Buttons (see pic) and turn it off
Configuring your Voicemail once
You can now configure two personal voicemail messages in Teams, one for normal use and one that is controlled by Outlook.
To get to the voicemail settings go to the three dots (…) in the top right-hand corner of Teams and choose Settings, then under the Settings menu on the left hand side choose Calls.
If you dont wish to have a voicemail you just need to go to the setting When you can't answer a call and choose Do not redirect redirect calls.
If you wish to have a personal voicemail scroll down to Manage Voicemail
Choose your default Language e.g. English (United Kingdom)
Choose what happens when the call is redirected to voicemail - this allows you to set among other things whether callers can leave a message
The next setting Your customised greeting allows you to set a text-to-speech message of your daily message
Manage out-of-office voicemail - These message/settings will activate when you have set an out of office message in Outlook. Remember to tick the box When Outlook automatic replies are on.
Now all you need to do is set your Outlook to out-of-office and Teams will follow its settings
Voicemail Tips
When using the text-to-speech option adding comma’s and full stops adds pauses to the message or spells out emails e.g. a, d, m, i, n, at e, s, s, e, x, dot a, c, dot u, k,
If you make the Out-of-office voicemail message generic enough you will never have to change it e.g.
Hi, this is John Smith, I am currently out of the office, if you need immediate help please ring extension 2345 or leave a message after the tone