Setting up external calls in Teams requires your administrator to enable calling features for your account. If you are wondering how to make external calls in teams, you have come to the right place. This guide will walk you through every step, from checking your setup to dialing numbers outside your organization.
Many people think Teams is only for internal chats and meetings. But it is also a full phone system. You can call landlines, mobile phones, and even international numbers. The process is simple once you know the requirements.
Let us start with the basics. You need a Teams license that includes Phone System. You also need a Calling Plan or a Direct Routing setup. Without these, you cannot call external numbers. Check with your IT admin if you are unsure.
Prerequisites For External Calls In Teams
Before you learn how to make external calls in teams, you must have the right tools. Here is what you need:
- A Teams license with Phone System add-on
- A domestic or international Calling Plan
- Or Direct Routing connected to your own telephony provider
- A Teams-compatible device (desktop, mobile, or desk phone)
- Audio device like a headset or microphone
Your admin assigns these features. You cannot buy them yourself. If you see a “Call” button but cannot dial, ask your admin to check your settings.
Check Your Teams Version
Make sure you have the latest Teams app. Older versions may not support external calls. Update through the app or download from Microsoft’s site.
Verify Your Call Plan
Go to Settings > Devices in Teams. Look for “Calling” options. If you see “Make calls to external numbers,” you are ready. If not, contact support.
How To Make External Calls In Teams
Now you know the requirements. Here is the step-by-step process for how to make external calls in teams. Follow these instructions carefully.
Step 1: Open The Calls Tab
Launch Teams on your desktop or mobile. Look at the left sidebar. Click the “Calls” icon. It looks like a phone receiver. This opens your call history and dial pad.
Step 2: Use The Dial Pad
In the Calls tab, you see a dial pad at the top. Click it to open the number keys. You can type the number manually. Include the country code for international calls.
For example, to call a US number: +1 555-123-4567. For UK: +44 20 7946 0958. Teams handles the format automatically.
Step 3: Dial The Number
Type the full number including the plus sign and country code. Then press the green call button. Teams connects you to the external line. You hear ringing if the number is valid.
Step 4: Use The Search Bar
You can also type a name or number in the search bar at the top. Teams shows matching contacts. If the contact has an external number saved, you can call directly.
Step 5: Call From Chat Or Meeting
In a chat, click the phone icon next to the person’s name. This calls them directly. For meetings, you can dial in using the phone number provided in the invite.
Calling External Numbers From Mobile App
The mobile app works similarly. Open Teams, tap Calls, then the dial pad. Type the number and tap the call button. You can also use the search bar.
Mobile calls use your data or Wi-Fi. If you have a Calling Plan, it uses your plan minutes. International calls may incur extra charges. Check your plan details.
Enable Wi-Fi Calling
Go to Settings > Calls > Wi-Fi calling. Turn it on. This improves call quality in areas with weak cellular signal.
Making International Calls In Teams
International calls follow the same steps. Dial the country code first. Teams supports most countries. But your Calling Plan must include international minutes.
If you do not have an international plan, you cannot call abroad. You can ask your admin to add it. Or use Direct Routing with a provider that offers global numbers.
Check International Rates
Go to the Microsoft 365 admin center. Look for “Calling Plans” and “International rates.” Each country has a per-minute cost. Some plans include a set number of minutes.
Troubleshooting External Calls
Sometimes calls do not connect. Here are common issues and fixes:
- No dial tone: Check your audio device. Restart Teams.
- Call drops: Weak internet connection. Switch to a wired network.
- Number not recognized: Add the country code. Remove spaces.
- No call button: Your account lacks phone features. Contact admin.
- Busy signal: The number is in use. Try again later.
Check Call History
Open the Calls tab. Look at recent calls. If a call failed, you see a red icon. Tap it for details. This helps identify the problem.
Test With Internal Number
First, call a colleague inside your organization. If that works, the issue is with external settings. If not, your audio or network is the problem.
Using Direct Routing For External Calls
Some organizations use Direct Routing instead of Microsoft Calling Plans. This connects Teams to your existing phone system. The process is the same for you.
Your admin sets up the connection. You just dial numbers normally. The call routes through your company’s telephony provider. This can save money for high-volume callers.
Benefits Of Direct Routing
- Keep your existing phone numbers
- Use your current provider’s rates
- More control over call routing
- Better for complex phone systems
Setting Up Caller ID For External Calls
When you call outside, the recipient sees your caller ID. This is usually your work number. You can change it in settings.
Go to Settings > Calls > Caller ID. Enter the number you want to display. This must be a verified number in your account. Your admin can help verify.
Why Caller ID Matters
People are more likely to answer if they recognize your number. It also helps with return calls. Keep it professional.
Managing Call Forwarding And Voicemail
You can forward external calls to another number. This is useful when you are away. Set it up in the Calls tab.
Click the three dots next to your name. Select “Call forwarding.” Choose where calls go: voicemail, another person, or an external number.
Set Up Voicemail
Voicemail works like a phone answering machine. Go to Settings > Calls > Voicemail. Record a greeting. Choose how long before voicemail picks up.
You can also get voicemail transcripts sent to your email. This helps you read messages quickly.
Calling From Teams Desktop App
The desktop app offers more features. You can use the dial pad, search contacts, and see call history. It also supports multiple lines.
To call, open the Calls tab. Use the dial pad or click a contact. You can also right-click a name in chat and select “Call.”
Use Speed Dial
Add frequent contacts to speed dial. In the Calls tab, click “Speed dial.” Add a contact. Then call them with one click.
Calling From Teams Web App
The web version works in browsers like Chrome or Edge. It has fewer features. But you can still make external calls.
Open Teams in your browser. Go to Calls. Use the dial pad. The call quality depends on your browser and internet speed.
Limitations Of Web App
- No call recording
- No multiple lines
- Limited call transfer options
- May not support all audio devices
Best Practices For External Calls
Follow these tips for smooth calls:
- Use a good headset with noise cancellation
- Test your audio before important calls
- Keep your internet stable
- Close unnecessary apps to save bandwidth
- Use a quiet room
Etiquette For External Calls
Introduce yourself and your organization. Speak clearly. Confirm the person you are calling. End with a polite goodbye.
If the call drops, call back immediately. Apologize for the interruption. This shows professionalism.
Costs Of External Calls In Teams
External calls cost money. Domestic calls are usually included in your plan. International calls cost per minute. Check your plan details.
Your admin can give you a cost breakdown. Some organizations block international calls to control expenses. Ask if you need access.
Save On Costs
Use Teams-to-Teams calls for free. These are internal calls. For external, use a Calling Plan with bundled minutes. Or use Direct Routing with lower rates.
Security Considerations
External calls are encrypted. Teams uses industry-standard security. But be careful with sensitive information.
Do not share passwords or personal data on calls. If you must, verify the recipient’s identity first. Use secure lines for confidential talks.
Block Unwanted Calls
You can block numbers in Teams. Go to Settings > Calls > Blocked numbers. Add numbers you want to block. This prevents spam or unwanted calls.
Integrating With Other Apps
Teams works with other Microsoft apps. You can call from Outlook or SharePoint. This saves time.
For example, in Outlook, click a contact and select “Call with Teams.” It opens Teams and dials the number. This is handy for email recipients.
Use Power Automate
You can automate calls with Power Automate. For instance, trigger a call when a new lead comes in. This requires advanced setup.
Common Mistakes When Making External Calls
Here are errors people make:
- Forgetting the country code
- Using a local number without the area code
- Calling during off-hours
- Not checking caller ID
- Ignoring voicemail setup
How To Avoid Them
Always double-check the number. Save important contacts with full numbers. Test calls before critical conversations.
Frequently Asked Questions
Can I Make External Calls In Teams Without A Calling Plan?
No, you need a Phone System license and a Calling Plan or Direct Routing. Without these, you can only call internal users.
Why Is My External Call Not Connecting In Teams?
Check your internet, audio device, and number format. Also verify your account has calling features enabled. Contact your admin if issues persist.
How Do I Call An International Number In Teams?
Dial the plus sign, country code, area code, and number. For example, +44 20 7946 0958 for London. Ensure your plan includes international calling.
Can I Receive External Calls In Teams?
Yes, if you have a phone number assigned. Your admin gives you a direct inward dialing (DID) number. Others can call you on that number.
Is There A Limit On External Calls In Teams?
Your plan has a limit on minutes. Domestic calls are usually unlimited. International calls have a set number of minutes per month. Check your plan details.
Final Thoughts On External Calls
Now you know how to make external calls in teams. The process is straightforward once you have the right setup. Remember to check your license, use the dial pad correctly, and troubleshoot common issues.
External calls help you connect with clients, partners, and suppliers. They are a key part of modern business communication. With Teams, you have a reliable tool for this task.
If you run into problems, refer to this guide. Or ask your IT team for help. They can adjust settings and grant permissions.
Practice making a few test calls. This builds confidence. Soon, you will handle external calls like a pro. Happy calling!