Teams Calls Mobile Devices

Overview

The Teams app is available for your mobile devices. To download, go to Google Play for Android or the App Store for iOS devices. If you have no experience with Teams, the link to a video below will provide an overview of the basic features or you can register for a workshop that provides an overview of Teams features. 

Teams Features Overview (video)
Register for a Teams Workshop

Once the app is downloaded, sign in using your KU credentials. To get to your Calls interface, select the More icon [...] at the bottom-right of the interface and select the Calls icon.
View Screenshot

Find contacts and voicemail using the icons at the top-right.
View Screenshot

Voicemail

Set up Voicemail Greetings

  1. Tap your Profile image or icon in the top-left of the Teams app.
  2. Tap Settings.
  3. Tap Calling.
  4. Tap Voicemail – Change voicemail greetings.
  5. The system will call voice-operated Menu directions. Follow the Menu prompts.

View and Manage Voicemails

Unread voicemails will show a notification on the Voicemail icon at the top-right of the Teams interface on your device.

  1. Tap the voicemail icon.
    View Screenshot
  2. Tap the unread voicemail to view the transcription of the message (if available).
  3. Listen to voicemail, select the option to return call, save as a contact, or delete.

Calls

To make an outgoing call, you can use a dialpad to type the number or use the People tab to type the name in your contacts or KU directory.

  • Tap the phone icon to bring up the dialpad, type the number, and press the phone icon below the dialpad.
    View Screenshot
  • Tap the People tab at the top of your screen.
    View Screenshot
  • Type the name of the person or their number, then select the name or number.
  • Tap the phone icon to the right of the contact to make the call.
    View Screenshot

Call Forwarding

Forward Calls Automatically

You can set up calls to be forwarded directly to your voicemail or select a contact to receive the call in your absence or as needed.

  1. Tap your Profile image or icon in the top-left of your Teams app.
  2. Tap Settings.
  3. Tap Calling.
  4. Tap the switch to toggle on Call forwarding.
  5. Tap Forward to and choose one of the following:
    • Voicemail
    • My delegates (you must set up a delegate in advance)
    • Contact or number > then type name of person and select to designate
    • Call group (you must set this up in the desktop app before it appears as an option on mobile devices)

To remove call forwarding, tap Call forwarding, then tap the switch to toggle off the selection. 

Also Ring

You can add other people to receive your incoming calls, so the call goes to you and others you designate.

Set-up Also Ring:

  1. Tap your Profile image or icon in the top-left of Teams app.
  2. Tap Settings.
  3. Tap Calling.
  4. Make sure Call forwarding toggle switch is off.
  5. Tap Also ring and select one of the following:
    • New number or contact
    • My delegates (you must set up a delegate in advance)
    • Call group (you must set this up in the desktop app before it appears as an option on mobile devices)
    • Or choose a previously created contact

Unanswered Calls

Select If unanswered to choose what to do if call is unanswered. You can choose that unanswered calls go to voicemail or a designated contact.

Transfer Calls

You can transfer calls directly to another user/department or you can consult before transferring.

Immediate Transfer

  1. While on an active call, tap 3 dots at the bottom-right of the screen.
  2. Tap Transfer.
  3. Tap Transfer now.
  4. Type name or number of person/department receiving transfer.
  5. Tap the number or name you entered.

Wait until you see Transfer complete, then close out the call for you.

Consult Then Transfer

When you use Consult then transfer, you can speak with the call recipient and then manually complete the transfer. An auto-generated message is created to send through Chat to the recipient or tap the phone icon to call the recipient.
View Screenshot

  1. While on an active call, tap 3 dots at the bottom-right of the screen.
    View Screenshot
  2. Tap Transfer.
  3. Tap Consult first, which places the original caller on hold.
  4. Type name or number of person/department receiving transfer.
  5. Tap the name or number you entered to select. 
  6. This will create an automatic message sent to the Chat app in Teams. If you wish to speak to the recipient instead of sending a message, tap the phone icon next to the name of the recipient at the top of the interface.
If Call is Accepted

If the recipient accepts the call, tap the Transfer icon, then Transfer under Confirm transfer. This should end the call for you. (icons are different for iOS and Android)
View Screenshot

If Call is Declined

If they decline the call, close the call with the recipient, then tap the Hold button to return to the original caller.

Delegates

Manage Delegates

You can assign delegates to receive and place calls on your behalf. The instructions below are specific to assigning delegates through your phone, but you may also assign and manage delegates through the Teams desktop app.

Assigning Delegates

This is a two-step process: 1) Assign a delegate, 2) Forward calls to the delegate.

I. Assign a Delegate

  1. Tap your Profile image at the top-right of your screen.
  2. Tap Settings.
  3. Tap Calling.
  4. Tap Manage delegates.
  5. Type name of delegate and select to add.
  6. Tap the added delegate to view permissions, change or remove delegate, and change your call settings.
  7. Tap the checkmark in the top-right corner to save. 

II. Forward Calls to Delegate

  1. Go back to Settings and tap Calling.
  2. Tap the Call forwarding toggle to switch on to assign calls to your delegate. 
  3. Tap Forward to.
  4. Tap My delegates.

To remove delegate:

  1. Tap the name of the delegate to bring up Calling preferences.
  2. Select Remove delegate at the bottom of the options. 

Delegate Role

Receive Calls

Once assigned as a delegate, you will be able to tell if an incoming call is for you or for the person who assigned you as their delegate if their name appears just above yours when you receive a call. If someone has called you specifically, their name will not appear.

Place Calls

To make a call on their behalf:

  1. Tap the Calls button at the bottom-right and type the name or number of the person just as you would to place a call for yourself.
  2. Tap the Call icon below the dial pad and you will see the options for calling on the behalf of someone you support and yourself. 
  3. Tap your selection.

If Unanswered

If you, as the delegate, cannot answer the call, the phone rules set by the person you are supporting will apply. For example, if that person has ‘If unanswered’ forward to voicemail, the call will go to their voicemail.

 

Delegate Permissions

You may have been given permission to manage other delegates and call permissions for the person you support. To manage those permissions: 

  1. Tap your Profile image in the top-right of your screen.
  2. Tap Settings.
  3. Tap Calling.
  4. Tap Manage delegates.
  5. Tap on the person you support to bring up the 3 options: View Permissions, Change delegates, Change call settings. 
View Permissions

You can view the permissions given to you by the person you support. 

Change Delegates

View or change other delegate's permissions. Note, you are not able to change your own permissions. That will be done by the person you support. 

  1. Tap on Change delegates.
  2. Tap on the name of the delegate.
  3. Tap toggle switches to the right of the permission to turn on and off. 

You can also remove other delegates from this screen. 

Change Call Settings

This option allows you to change the forwarding options of the person you support, such as forwarding to you or their voicemail, ring others, or what to do if the call is unanswered. 

  1. From Manage delegates, tap on the person you support. 
  2. Tap on Change call settings. 
  3. Make appropriate selections. 

Contacts

Add Contact to Speed Dial

To add a contact to your speed dial:

  1. Tap the Contact icon at the top-right of the calls interface (next to the voicemail icon)
  2. Tap on the contact to be added. 
  3. Tap on the star in the top-right of this interface. On the iOS, you can also block calls from here.
    View Screenshot

Create Contact Groups

You can also use the desktop app on your PC or Mac to add or create contact groups.

Manage Notifications

Turn On Notifications

You will receive a notification of voicemail messages on your Voicemail icon and an email in Outlook with an attached audio file and transcription, if available.

To turn on notifications:

  1. Tap your Profile image or icon in the top-left of the Teams app.
  2. Tap Notifications.
  3. Tap Open Settings. 
  4. Tap Notifications.
  5. On Allow Notifications, tap the toggle switch on, then choose your preferences. 

Manage Notifications

  1. Tap your Profile image or icon in the top-left of the Teams app.
  2. Tap Notifications.
  3. Set your preferences.

Block Calls

iOS Device

  1. Go to call History.
  2. Tap the encircled "i" to the right of the number you want blocked. 
  3. Tap Block number.

Android Device

  1. Go to call History.
  2. Tap the call to be blocked. 
  3. Tap More [...].
  4. Tap View Profile.
  5. Tap Block number. 

View All Blocked Calls

From iOS or Android:

  1. Tap your Profile image or icon in the top-left of Teams app.
  2. Tap Settings.
  3. Tap Calling.
  4. Scroll down and tap Blocked numbers.

Sign Out

To sign out of your Teams mobile app:

  1. Tap Profile Image.
  2. Tap Settings.
  3. Scroll to bottom and tap Sign out.

Teams Updates & Tips

Support

Technical Support: itcsc@ku.edu | 785-864-8080

Training Support: training@ku.edu | 785-864-5155

Updates and new features for Microsoft 365 apps, including Teams, can be found in our public team, KU Teams User Group. A channel in this team is dedicated to Microsoft 365 apps. In addition to updates, members are invited to ask questions and share information.

Join KU Teams User Group  

If you need assistance joining the team, reach out to us at training@ku.edu and we will add you to this team.