The answer is remarkably simple! Microsoft 365 Business Voice is a relatively new offering from Microsoft that adds on Voice capabilities to Teams. Why would a company want to use Teams for Voice? There are several reasons; you could already be using Skype for Business, the workforce is becoming more mobile and needs flexibility or you may be replacing the phone system and want a fully hosted, no-hassle solution. We are going to concentrate on a basic setup of Business Voice, for all the features and benefits visit Microsoft.com to learn more. The scenario we are going to cover looks like this: –
- A main office number that will be routed to two users who take turns in answering that number.
- Local direct dial lines for employees.
- A local conference number for client and employees to dial into conference calls.
- All users have headsets rather than phones
Step One – Buy the number of licenses required.
Head over to the main visit Microsoft 365 Busines Voice Page and “Add to your Office 365 plan”. Then buy the number of user licenses you require and assign to the users that you want to have Business Voice. You will need to be a Global Admin for this. If you don’t buy your licenses direct from them, contact your licensing provider.
Step Two – Set up the Main Office Number
You will need to be a Teams Admin for this. Select Voice > Phone Numbers > Port as below; The main office number will likely be transferred from another provider. To do this fill in all the required details and Microsoft will start the process for you. Once ported the number can be assigned to a user to answer in the Teams admin centre. If you want more than one uCaser to be able to answer this number without any hold music then this can be done in the Teams desktop client. The main user that receives the call will need to set up a call group. To do this:
- Click settings under the users’ account
- Choose “Call Group” under the “Also ring” options.
- Select the users that you want to ring and there is also the option to set the ring order.
- Choose “All at the same time” or “In the order above”.
- The settings should then look like this
Step 3 – Setup Direct Dial numbers for employees
In the Teams Admin centre click Voice > Phone Numbers. To get some new numbers click add, choose user under the number type and if your local numbers appear, request a batch of numbers. If your area code is not in the list then you will need to request them from Microsoft. Once the numbers have been assigned you can then assign then to users. Select a number in the list and click edit. Choose the user to assign it to and click apply. HINT: If this doesn’t work, you can use the legacy Skype portal and do the same from there. Adding the first user in the legacy portal appears to get the new Teams portal to work from then on.
Step 4: Setting up a Conference number
The conference number will appear in each of the teams invites that you send out. By default, this is set to a London number but I prefer to have a local number for our clients to dial in on. To get a conference line:
- Click add under phone numbers.
- Choose a dedicated conference bridge (Toll).
- If your area code is in the list you will be able to add the number from there. (If it isn’t, then use the same form linked above and request a conference number)
- Once the number is in your list then select it, click Edit and assign to the Conference Bridge.
- To get the number to appear for your users it invites you to go to the legacy portal.
- Choose audio conferencing, click users and change the conference number to the one that you have created.
- Under Microsoft Bridge, set the default to your new number so new users will get this set up automatically.
I hope you found that useful but if you have any problems or need help setting up Business Voice, please contact us.