How to start chats and calls in Microsoft Teams

Table of Contents

How to start and pin chats

You can start one to one or group chats to collaborate with your smaller group or to discuss privately, and pin all the chats for the quick access in the future. Here is how you can start a chat using Microsoft Teams:

Start a chat

First, go to Chats, here you can have one to one or group chats with the users.

First, select new chat.
Then, type in the name of the specific person or users you want to contact through Teams app.
Now, select the down arrow if you want to add a name to the chat group.

How to make video and audio calls from the chat?

You need to select any one option like Video call or Audio call to call the user directly from the chat

How to pin and unpin a chat?

To pin a chat, you need to select More options>Pin. The chat will appear in the Pinned

Note: You can only pin up to 15 chats in Microsoft Teams.

If you want to unpin a chat, select More options>Unpin.

Overview of Teams calls

Using Microsoft Teams, you can make and review the calls and voicemails and also you can manage your call settings.

How to make a call?

In MS Teams, select Calls.
Now, type the specific name or number on the dial pad of Teams, and hit Call when you are ready.

How to review and filter the calls?

To filter a call, you can use History to review all your calls. And then select Filter>More options (…). It will sort all your call by the following formats:
- Outgoing calls
- Incoming calls
- Missed calls
- Voicemail

Apart from the above formats, you can also search and filter your calls by name or users number in your call History.

How to play a voicemail?

You can select a voicemail and listen to by selecting Play.
You can also read the voicemail’s transcript, which is available in the Details pane if there is any.

How to manage your speed dial group?

Using the speed dial feature in groups it will show numbers, in which you can quickly call. Follow the below steps:

Under the Speed dial option, add a contact. Then select the three dots (…)>Add a contact to this group.
Then type a name, select the person you want to add, and hit Add.
You can hover over your contact’s speed dial card, if you want to initiate an audio or video call.

How to manage calls notification?

If you are a part of a call group, you can select the Call group menu, it will help you to manage all your call notifications.
If you want to change the call forwarding settings, you can select the Forwarding menu, select an option, or you can select More Settings.

To manage the audio devices, you can select the Audio Devices menu, select an option, or select the option “Device settings.”

Make Calls

You can start one to one or group calls with the users in your organization, it does not matter where you are in Microsoft Teams.

How to start calls?

There are different ways available in Microsoft teams to make calls:

First, select Audio call or Video call whatever you want to start from one to one or group chat.
In a one to one chat, select More options, available next to Audio call, and select another number to call if available.
Nest, in the search box, type “/call” and who you would like to contact.
Now, press Enter to initiate the call.
Hover over the users’ profile photo in Teams, and then select Audio call from the users’ contact card.

How to dial an outside number?

First, select Calls.
Next, type a name or any external number to initiate a call to someone.
Choose Call when you are ready.

How to accept incoming calls?

To accept an incoming call, you can select an incoming call with video turned on or just an audio. Also, you can decline the call if you prefer to do so.

How to view calls history?

Using call history feature, you can view a missed call or voicemail under the calls history.
To call someone back, from your history, you can select whom you want to call.
Now, select More actions (…)>Call back.

Tips for Teams calls

Whether you are on your PC/Desktop or mobile phone, with the below different ways you can collaborate with calls using Microsoft Teams.

How to transfer a call?

When you are in a call, on the call controls option, choose More actions(…)>Transfer.
Now, type in to whom you want to transfer the call, and select the specific person.
Select Transfer and it is done.

How to merge a call?

If you are already on a call and want to add someone new in it, you can merge your existing call with a new person. Here is how to do it:

Go to Calls, type any name or number which you want to call, and then select Call.
Your first call will be automatically on hold when you will make the second call.
After connecting with the second call, on your call controls option, select More actions(…)>Merge Calls.
Select a call to merge with, then select Merge and here, the calls will be merged.

How to park a call?

This option is very useful when you want to put a call on hold on one device and then want to pick it up from another device. Below are the steps how can you do this:

If you are already on call with your first device, choose More actions(…)>Park Call.
MS Teams will give you a unique code, which will help you to retrieve your call later.
Now, on the second device (mobile phone), go to the Teams app then select Calls.
Now, you should tap on “Make a call>Parked calls.”
You will have to enter the unique code and then tap Pick up.

You can select More actions (…) If needed, to view more options of conferencing.

Hide chats and delete messages

Hiding the chats and deleting messages in Microsoft Teams is easy. You can do this anytime, if they are no longer relevant or you do not need them in future. Follow the below-mentioned steps to do this:

How to hide, search, or unhide a chat?

On the chat, which you want to hide, choose More options(…)>Hide.
The chat will remain hidden until some other user posts a new message in it.
You can use Search then type a word or phrase, if you want to find the hidden chat.
If you want to unhide a chat, go to the option “Restored chat” then select More options(…)>Unhide.

How to mute or unmute a chat?

On the chat, which you want to mute, choose More options (…)>Mute.
To unmute a chat, choose More options (…)>Unmute.

How to delete a message in a chat?

To delete any message in chat, select a message>More options(…) >Delete.

Set up a delegate to take your calls

Using Microsoft Teams, you can add a delegate to answer or make calls on your behalf. Here are the steps to enable this feature:

First, select your profile photo.
Them select Settings General, then choose Manage delegates.
Now, select Your delegates and type the users’ name.
Select which permissions you want to give them, then select Add.

Your delegate will be notified about the new status.

Under the Calls, select Forward my Calls>My delegatesto manage the permissions and ensure your calls go to all your delegates.