How To Add Call In Number To Teams Meeting

A call-in number for Teams meetings provides access for participants without internet, and understanding how to add call in number to teams meeting is essential for inclusive collaboration. This guide walks you through every method, from scheduling to live meetings, ensuring no one gets left behind.

Whether you’re hosting a client call or a team stand-up, adding a dial-in number bridges the gap for those with poor connectivity or who prefer phone audio. Let’s get started.

Why You Need A Call-In Number For Teams Meetings

Not everyone has reliable internet. Some participants might be on the road, in a low-signal area, or simply prefer using their phone. A call-in number makes your meeting accessible to anyone with a phone line.

It also reduces bandwidth strain. When multiple people join via video, audio quality can suffer. Phone-only attendees free up resources for others.

Plus, it’s a professional touch. Clients and external partners often expect a dial-in option for important meetings.

Now let’s dive into the core process. The steps vary slightly depending on whether you’re scheduling a new meeting, editing an existing one, or using the Teams app vs. Outlook.

Method 1: Adding A Call-In Number When Scheduling A New Meeting

This is the most common scenario. You’re creating a meeting invite and want to include the dial-in details.

Open Microsoft Teams and go to the Calendar tab.
Click “New Meeting” in the top right corner.
Fill in the meeting title, date, time, and attendees as usual.
Look for the “Add dial-in numbers” toggle or option. In most versions, it’s automatically enabled for meetings with external participants.
If you don’t see it, click “Meeting options” and check the “Allow dial-in” setting.
The call-in number and conference ID will appear in the invite body automatically.

That’s it. The system generates a local number based on your region. You can also add additional numbers from the Audio Conferencing settings.

Method 2: Editing An Existing Meeting To Add A Call-In Number

Maybe you forgot to include the dial-in when you sent the invite. No problem—you can update it.

Open the meeting from your Teams Calendar.
Click “Edit” (the pencil icon).
Scroll to the “Details” section. You should see the dial-in number field.
If it’s missing, go to “Meeting options” and enable “Allow dial-in.”
Save the changes. Teams will send an update to all attendees.

Keep in mind that if you change the meeting time or date, the conference ID might reset. Always double-check after editing.

Method 3: Using Outlook To Add A Call-In Number

If you schedule meetings through Outlook, the process is similar but with a few extra steps.

Open Outlook and create a new meeting request.
In the ribbon, look for the “Teams Meeting” button. Click it to convert the invite to a Teams meeting.
The dial-in number will be added automatically if your organization has Audio Conferencing enabled.
You can also manually add a number by copying it from the Teams settings and pasting it into the meeting body.

This method works best for hybrid users who prefer Outlook’s interface.

Method 4: Adding A Call-In Number During A Live Meeting

Sometimes you realize mid-meeting that someone needs to dial in. You can share the number on the fly.

During the meeting, click the “Participants” icon in the toolbar.
Select “Copy meeting invite” from the dropdown menu.
Paste the invite into the chat or send it to the person who needs it.
The invite includes the call-in number and conference ID.

Alternatively, you can share your screen and show the dial-in details from the meeting info panel.

Configuring Audio Conferencing Settings

Before you can add call-in numbers, your admin must enable Audio Conferencing for your account. This is often part of a Microsoft 365 Business Premium or E5 license.

Checking Your Audio Conferencing License

If you don’t see the dial-in option, your organization might not have the feature enabled.

Contact your IT admin and ask for an Audio Conferencing license.
Alternatively, check your Teams admin center under “Audio conferencing” to see if you’re assigned.

Without this license, you can’t add a call-in number directly. But you can still share a third-party conference line if needed.

Setting Default Call-In Numbers

You can customize which numbers appear in your meeting invites.

In Teams, click your profile picture and select “Settings.”
Go to “Calls” and then “Audio conferencing.”
Here you can add or remove toll and toll-free numbers.
Set a default number that will appear first in all your invites.

This is handy if you have a preferred local number for your team.

Managing Call-In Options For Attendees

Once the call-in number is added, you can control how participants use it.

Muting Participants On Entry

To avoid background noise, you can mute everyone who dials in.

Go to “Meeting options” before the meeting.
Under “Who can present?” select “Only me” or “Specific people.”
Enable “Mute all participants when they enter the meeting.”

This applies to both internet and phone attendees.

Allowing Or Blocking Dial-In Access

You can restrict who can dial in by changing the meeting policy.

In “Meeting options,” look for “Allow dial-in users to bypass the lobby.”
If you disable this, dial-in users will wait in the lobby until admitted.

This adds a layer of security for sensitive meetings.

Troubleshooting Common Issues

Even with the right setup, problems can arise. Here are fixes for the most frequent issues.

Call-In Number Not Showing In Invite

If the number is missing, check these things:

Ensure Audio Conferencing is enabled for your account.
Verify that the meeting is a Teams meeting, not a plain Outlook appointment.
Refresh the meeting invite by saving and reopening it.

Sometimes a simple restart of Teams fixes the glitch.

Participants Can’t Hear Audio

If someone dials in but can’t hear others, it’s usually a device issue.

Ask them to check their phone volume and mute status.
Ensure they entered the correct conference ID.
Have them hang up and dial again.

If the problem persists, try restarting the meeting from your end.

Conference ID Changes After Editing

When you modify a meeting’s time or date, the conference ID might reset. This is a known behavior.

Always notify attendees if you make changes.
Consider using a static conference ID if your organization supports it.

Static IDs are available in some Audio Conferencing plans.

Best Practices For Using Call-In Numbers

To make the most of this feature, follow these tips.

Share The Number Early

Include the dial-in details in the initial invite. Don’t wait until the meeting starts.

Attach the number in the meeting description.
Remind attendees in a pre-meeting email.

This reduces last-minute confusion.

Use Toll-Free Numbers For External Guests

If your meeting includes clients or partners from different regions, provide a toll-free option.

Check if your plan includes toll-free numbers.
Add them to the invite as an alternative.

This shows consideration for their costs.

Test The Connection Beforehand

Always test the dial-in number before a critical meeting.

Call in from a different phone to verify the audio works.
Check that the conference ID is correct.

A quick test saves embarrassment later.

Advanced Options: Customizing Call-In Experience

For power users, there are additional settings to tweak.

Setting Up A Custom Greeting

You can record a custom greeting for dial-in participants.

Go to the Teams admin center.
Under “Audio conferencing,” select “Dial-in settings.”
Upload an audio file or record a message.

This personalizes the experience for your callers.

Enabling Entry And Exit Announcements

By default, Teams announces when someone dials in. You can turn this off.

In “Meeting options,” find “Entry and exit announcements.”
Set it to “Off” for a quieter meeting.

This is useful for large webinars or presentations.

Using A Dedicated Conference Bridge

Some organizations have a dedicated conference bridge with multiple numbers.

Ask your admin for the bridge details.
Manually add those numbers to your meeting invite.

This gives you more control over the dial-in experience.

Integrating Call-In Numbers With Other Tools

Teams integrates with Outlook, SharePoint, and other Microsoft 365 apps.

Adding Dial-In To Recurring Meetings

For recurring meetings, the call-in number stays the same unless you edit the series.

Open the recurring meeting and click “Edit series.”
Add the dial-in number as usual.
All future instances will include it.

This saves time for weekly team calls.

Sharing Dial-In Via Calendar Permissions

If you share your calendar with others, they can see the dial-in details.

Set your calendar permissions to “Can view all details.”
Attendees can then copy the number directly from the event.

This is helpful for assistants scheduling on your behalf.

Frequently Asked Questions

Can I Add A Call-in Number To A Teams Meeting Without An Audio Conferencing License?

No, you need an Audio Conferencing license to generate a dial-in number. However, you can manually share a third-party conference line if your organization has one.

Why Is The Call-in Number Not Appearing In My Meeting Invite?

This usually happens because Audio Conferencing is disabled for your account. Contact your IT admin to enable it, or check that the meeting is set as a Teams meeting.

How Do I Change The Default Call-in Number For My Meetings?

Go to Teams Settings > Calls > Audio conferencing. Here you can add or remove numbers and set a default that appears first in your invites.

Can Participants Dial In From International Numbers?

Yes, if your Audio Conferencing plan includes international numbers. You can add multiple numbers for different regions in the meeting invite.

Does The Call-in Number Change If I Reschedule The Meeting?

Yes, changing the meeting time or date often resets the conference ID. Always update attendees after rescheduling.

Final Thoughts On Adding Call-In Numbers

Adding a call-in number to your Teams meeting is a simple way to make your events more inclusive. It ensures that everyone, regardless of their internet connection, can participate fully.

Remember to check your license first, then follow the steps for scheduling or live meetings. With a little practice, it becomes second nature.

If you run into issues, the troubleshooting section above should help. And don’t forget to test your setup before important calls.

Now you know exactly how to add call in number to teams meeting. Go ahead and try it for your next meeting—your attendees will appreciate the option.