Microsoft Teams Phone

Microsoft Teams Phone provides a cloud-based phone system fully integrated with Microsoft Teams, allowing users to make and receive calls, participate in meetings, and collaborate from a single application.

Features

• Make and receive phone calls directly from Microsoft Teams on desktop, web, and mobile devices
• Seamlessly transition between phone calls, chat, screen sharing, and Teams meetings
• Access voicemail messages from any computer or mobile device
• Voicemail transcription delivered directly to your email and Teams client
• Presence status automatically reflects when you are in a call, meeting, or away
• Integrated contacts, call history, and call forwarding
• Call delegation and shared line support
• Auto attendants and call queues for departments and shared services
• SMS/Text messaging capability (when enabled and supported)
• Applications available for Windows, macOS, iOS, Android, and web browsers
• Enterprise-grade security and compliance through Microsoft 365
• Support for both soft phones and certified Teams desk phones

Getting Started

Before Requesting Microsoft Teams Phone
4-Digit Extension Dialing

• 4-digit extension dialing is available between supported campus phone systems.
• Users can continue to dial campus extensions without using the full phone number where applicable.

Transferring Your Work Phone Number to Teams Phone

• Existing Caltech phone numbers may be transferred to Microsoft Teams Phone.
• Calls to your current Caltech phone number will ring directly in Teams after migration.
• Phone number transfers may require coordination with IMSS and external carriers.
• Once migrated, your existing hardware phone may no longer be used unless it is certified for Microsoft Teams.
• Certified Microsoft Teams desk phones are available upon request.

Microsoft Teams Desk Phones
Teams desk phones are optional. Users can:

• Use the Teams desktop application
• Use the Teams mobile application
• Connect a USB or Bluetooth headset to their computer

If a Teams desk phone is required, please specify that when submitting your request.

Examples of Microsoft Teams Certified Desk Phones

• Poly CCX 400
• Poly CCX 500
• Yealink MP54
• Yealink MP56
• Yealink MP58
• AudioCodes C450HD for Microsoft Teams

Headsets

If using Teams Phone primarily from a computer, a headset with microphone is recommended.Recommended headset options include:

• Jabra Evolve2 65 (Wireless)
• Jabra Evolve2 40 (Wired)
• Poly Voyager Series
• Microsoft Modern Wireless Headset

USB-A and USB-C models are available.

Emergency Services (911)

Microsoft Teams Phone supports emergency calling. Users may be required to provide and maintain an accurate work location to ensure proper routing of emergency calls.

Request Microsoft Teams Phone

Individual User Request

To request Microsoft Teams Phone, please submit a request at: https://access.caltech.edu/ledger_portal/ (this is also the "Tech Partner Portal" link within access.caltech, under Self Service). 

Please include the following information under notes in the form: 

• Current Caltech phone number to migrate
• Whether a Teams-certified desk phone is needed

Note: A desk phone is not required. Most users can make and receive calls directly through Microsoft Teams using a computer or mobile device.

Group Request

For departmental or group migrations, contact the Help Desk to coordinate the transition. IMSS can assist with:

• Number migration planning
• License assignments
• Call queue configuration
• Auto attendant setup
• Departmental shared numbers
• Teams Phone training

Training Guides

Official Microsoft Teams Phone training and documentation:

• Microsoft Teams Overview

Get to know the calling experience in Microsoft Teams | Microsoft Support

Benefits of Teams Phone

• Fully integrated with Microsoft 365 and Teams
• Single application for chat, meetings, collaboration, and voice
• Supports remote and hybrid work
• Access from virtually any device
• Reduces dependency on traditional desk phones
• Improved call management and reporting capabilities
• Enterprise security and compliance controls