You can reach a colleague in Microsoft Teams directly from the search bar without needing their phone number. Knowing how to call someone on teams is a core skill for modern remote work. This guide covers every method, from quick audio calls to video meetings, with step-by-step instructions.
Microsoft Teams integrates calling directly into your workflow. Whether you are using the desktop app, web browser, or mobile device, the process is straightforward. Let’s walk through each option so you can connect instantly.
How To Call Someone On Teams
The most direct way to start a call is from the search bar at the top of the Teams window. Type the person’s name, then click the audio or video call icon next to their name. This bypasses the need to navigate through channels or contacts.
You can also call from a chat window. Open any existing chat with that person, then click the call button in the top-right corner. This method is ideal when you are already discussing something and need a real-time conversation.
Calling From The Contacts List
Your contacts list in Teams shows your frequent and recent collaborators. To call from here:
- Click the “Calls” icon on the left sidebar.
- Select “Contacts” at the top of the calls pane.
- Find the person you want to call.
- Click the phone or camera icon next to their name.
This method works well for people you talk to regularly. You can also pin important contacts to the top for faster access.
Using The Dial Pad
If you have a Teams Phone System license, you can dial actual phone numbers. Click the “Calls” icon, then select “Dial a number” at the top. Enter the full number including country code, then press the call button.
This feature is useful for calling external landlines or mobile numbers. It works just like a traditional office phone system but integrated into Teams.
Calling From A Channel
Sometimes you need to call someone directly from a channel conversation. Hover over their profile picture or name in the channel, then click the call icon that appears. This is a quick way to reach someone without leaving the channel context.
You can also right-click their name and select “Call” from the context menu. This method works in both standard and private channels.
Making A Video Call In Teams
Video calls add a personal touch to remote communication. To start a video call, follow the same steps as an audio call but click the camera icon instead. Teams will automatically turn on your camera and invite the other person.
During a video call, you can share your screen, blur your background, or use custom backgrounds. These features help maintain professionalism even in casual settings.
Starting A Video Call From A Chat
Open the chat with the person you want to call. Click the video camera icon in the top-right corner of the chat window. Teams will ring their device and they can join with one click.
If they are busy, they can decline or send a quick message. You can also schedule a video call for later using the calendar integration.
Using The Meet Now Feature
The “Meet Now” button in a channel or chat starts an instant video meeting. Anyone in that channel or chat can join. This is perfect for impromptu team discussions or quick stand-ups.
To use Meet Now, go to a channel and click the “Meet” button in the top-right corner. Select “Meet now” from the dropdown. Share the meeting link with others if needed.
Calling A Group Or Multiple People
Teams supports group calls with up to 20 participants. To start a group call, open a group chat or create one. Click the call button, and all members will be invited simultaneously.
You can also add people to an existing call. During a call, click “Show participants” then “Add people.” Search for the person you want to add and click “Add.”
Using The Calls Tab For Group Calls
From the Calls tab, click “Make a call” then enter multiple names in the “To” field. Teams will call all of them at once. This is efficient for team meetings without scheduling.
Group calls support video, screen sharing, and recording. You can also pin specific participants to see them prominently.
Calling From The Mobile App
The Teams mobile app offers the same calling features as the desktop version. Open the app, tap the “Calls” tab at the bottom, then tap the dial pad or contacts icon. You can also call from any chat by tapping the call icon.
Mobile calls work over Wi-Fi or cellular data. You can switch between audio and video during a call. The app also supports Bluetooth headsets and speakerphone.
Calling Someone From A Mobile Chat
Open the chat with the person you want to call. Tap the phone or camera icon at the top of the screen. Teams will ring their device regardless of whether they are on mobile or desktop.
If you have multiple devices, Teams rings all of them simultaneously. You can answer on whichever device is most convenient.
Using The Teams Phone System
If your organization has a Teams Phone System license, you get a full business phone line. You can make and receive calls to any phone number, not just Teams users. This replaces traditional desk phones.
To use it, go to the Calls tab and use the dial pad. You can also set up call forwarding, voicemail, and auto attendants. This is ideal for customer-facing roles.
Setting Up Call Forwarding
Go to Settings > Calls > Call answering rules. You can forward calls to another number, a delegate, or voicemail. This ensures you never miss important calls when away from your desk.
You can also set simultaneous ringing to multiple devices. This way, your desk phone, mobile, and Teams app all ring at once.
Troubleshooting Common Call Issues
Sometimes calls don’t connect or have poor quality. Here are common fixes:
- Check your internet connection. A stable connection is essential for clear calls.
- Ensure your microphone and camera are not blocked by other apps.
- Update Teams to the latest version.
- Restart the Teams app if calls fail to connect.
- Check your audio devices in Settings > Devices.
If you still have issues, try calling from the web version or mobile app. This isolates whether the problem is with your desktop app.
Audio Not Working During A Call
First, check that your microphone is not muted. Look for the red microphone icon in the call controls. If it’s muted, click it to unmute.
Next, go to Settings > Devices and select the correct microphone and speaker. Sometimes Teams defaults to the wrong device. Test your audio using the “Make a test call” feature in Settings.
Video Not Showing
If your video is not showing, check that your camera is not covered. Also ensure no other app is using the camera. Close apps like Zoom or Skype that might be hogging the camera.
In Teams, go to Settings > Devices and select the correct camera. You can preview the video feed there. If it still doesn’t work, restart your computer.
Calling External Users
You can call people outside your organization if they have Teams or a phone number. For Teams users, just enter their full email address in the search bar. For phone numbers, use the dial pad.
External calls may have restrictions based on your organization’s policies. Check with your IT department if you cannot call external numbers.
Using Guest Access For External Calls
If you need to call external partners frequently, set them up as guests in your Teams environment. They can then be added to channels and called directly. This requires admin approval.
Guest users have limited access but can still make and receive calls within your Teams environment. This is useful for collaboration with clients or vendors.
Call Recording And Transcription
Teams allows you to record calls for later reference. During a call, click the three dots (More actions) and select “Start recording.” All participants will be notified.
Recordings are saved to Microsoft Stream or OneDrive. You can also enable live transcription, which shows captions in real time. This is helpful for accessibility and note-taking.
How To Access Recordings
After the call ends, the recording appears in the chat or channel where the call took place. You can also find it in your Microsoft Stream library. Share the link with anyone who missed the call.
Recordings include both audio and video, plus any screen sharing. You can download them for offline use.
Keyboard Shortcuts For Calling
Using keyboard shortcuts speeds up your workflow. Here are the most useful ones for calling in Teams:
- Ctrl+Shift+U: Start an audio call from a chat.
- Ctrl+Shift+O: Start a video call from a chat.
- Ctrl+Shift+E: End a call.
- Ctrl+Shift+M: Mute or unmute your microphone.
- Ctrl+Shift+O: Turn your camera on or off.
These shortcuts work on Windows. Mac users replace Ctrl with Cmd. Learn them to save time during busy days.
Call Etiquette In Teams
Good call etiquette makes communication smoother. Always ask before starting a video call, especially if the person might be in a public space. Use the “urgent” flag only for truly time-sensitive matters.
When joining a call, mute your microphone when not speaking to reduce background noise. Use the chat feature to share links or notes without interrupting the speaker.
Handling Multiple Calls
If you receive a call while on another call, Teams shows an incoming call notification. You can answer it and put the first call on hold, or decline and send to voicemail. Use the “Merge calls” feature to create a conference call.
You can also set your status to “Do not disturb” to avoid interruptions. This automatically sends calls to voicemail.
Frequently Asked Questions
Can I call someone on Teams without them being in my contacts?
Yes, you can call anyone in your organization by searching their name in the search bar. For external users, you need their full email or phone number.
How do I call someone on Teams from my phone?
Open the Teams mobile app, go to the Calls tab, and use the dial pad or contacts list. You can also call from any chat by tapping the call icon.
What is the difference between a call and a meeting in Teams?
A call is a direct one-to-one or group connection. A meeting is a scheduled event with a calendar invite, agenda, and often more participants. Both support audio, video, and screen sharing.
Can I call a landline number from Teams?
Yes, if your organization has a Teams Phone System license. Use the dial pad in the Calls tab to enter the full phone number.
Why can’t I call someone on Teams?
Possible reasons include: they are offline, your organization restricts external calls, or there is a network issue. Check their status and try again later.
Final Tips For Calling In Teams
Mastering how to call someone on Teams improves your productivity and communication. Practice the different methods to find what works best for you. Keep your audio and video devices updated for the best experience.
Remember that Teams calls are encrypted and secure. You can safely discuss sensitive information. Use the recording feature for important conversations you need to reference later.
If you encounter persistent issues, contact your IT support team. They can help with licensing, device configuration, and network settings. With these skills, you can connect with anyone in your organization instantly.