Device settings in Teams

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  1. In Teams, click the three dots, then Settings. Then select Devices.
  3. In the device settings, you can select your primary audio devices under Speaker and Microphone through the drop-down menu. The recommendation is that you set your headset as speaker and microphone.
  4. You can test that your devices are working properly by making a test call.
  5. Under Secondary ring device, you can set if you want the sound to come from another device when someone calls you. The recommendation is that you set your external speaker on the computer as a secondary ringing device, then you don’t have to wear your headset to hear when someone calls you. You may need to restart Teams for the changes to take effect.
  6. In the device settings, you can also choose which camera to use in meetings and calls, and preview the video.

Delay or remove auto-delete of your recordings

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To disable automatic deletion of a Teams recording or to extend how long such a recording should remain in M365 (default is 180 days), you as the owner of the recording can go in via Microsoft Stream and change the date of deletion:

  1. Go to Stream in the Microsoft 365 portal
  2. Find the recording you want to change and click on it
  3. On the left below the recording, you will find information about how many days are left until the recording is automatically deleted. Click on the number of days to change or remove the end date

Clear the Teams client cache

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If you’re experiencing issues that affect Microsoft Teams, clearing the cache on your device may help.

Read more

Record meetings in Teams

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In this manual, we describe how to record digital meetings in Teams, and where to find the recording when the meeting is over. Please note that it is important that you notify the participants in the meeting beforehand so they can decide whether it is okay to be recorded.  

Think before you record a meeting 

Ideally, avoid recording meetings unless you absolutely have to. Rather, write memos to document the meeting. If you still want to record a meeting, you should: 

  • Inform the participants in the meeting before so they can decide whether it is okay to be recorded. 
  • Ensure that the information recorded does not contain sensitive data. 

Join a Teams meeting

  1. After you start or join a teams meeting, click More, and then  click Record and Transcribe.
    Image showing how to record you meeting
  2. Now you will bring up another box, click Start recording when you are ready. Here you can also choose to Start transcription, if you want to transcribe the meeting.
    Image showing how to start recording your meeting
  3. When you want to end the recording, do the same as when you started recording. You go to More and then Record and Transcribe, then click Stop recording.  Recording also stops automatically when the meeting ends.
    Image showing how to stop recording your meeting
  4. Now you have made a recording of your Teams meeting. It may take a few minutes for the recording to be saved. The recording will be automatically saved in the meeting chat after the meeting is finished. Depending on the type of Teams meeting you recorded, the recording will be saved in different places 
    – Channel meeting: The recording is saved in a folder under “Files” in the channel’s SharePoint, where all members of the team have access to it.  
     – Regular meeting: The recording is saved in the “Recordings” folder on OneDrive for the one who started the recording. 

Automatic recording 

Before the meeting begins, you can choose to have it recorded automatically. Go to Meeting Options, and then check Record automatically. If you choose to do this, it is important that the participants in the meeting agree before the meeting starts that it is okay to be recorded.
Image showing meeting options in Teams

Transfer a call

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1. When you’re in a call, select More actions > Transfer in your call controls.

2. Start typing the name of the person or phone number you want to transfer the call to and select them when they appear.

3. If you are transferring to another Teams user, turn on Ring back if there’s no answer to send the call back to you if the recipient doesn’t answer. If this setting is not turned on the call will be transferred to the recipient voicemail if there is no answer. If you get the call back the popup toast will show that the recipient was not reached.

4. Select Transfer to complete the transfer.

Consult then transfer

You may want to check in with someone before you transfer a call.

Note: Consult then transfer is not available in Teams for the web.

1. When you’re in a call, select More actions   > Consult then transfer.

2. Under Choose a person to consult, start typing the name of the person you want to reach or a phone number and select them when they appear.

3. Consult with them by calling or using chat. Click on the chat button to start a chat, or select Teams audio call from the drop down options.

4. When you’re ready, hit Transfer to complete the transfer.

Log-in/log-out from Call Queues in Teams

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When you are assigned as an agent in a Teams Call Queue, it is possible to opt-in (sign in) and opt-out (sign out). It is only when you are in opt-in status that you will get calls from the Call Queue routed to your Teams client.

Call Queues can be configured so you only get calls when you are in the status “Available” (Green).

The option to sign out and in can be disabled for some Call Queues, talk to the owner of the Call Queue if you are not able to use this function.

1. Open Settings in Teams by clicking on the three dots next to your profile image and select Settings.

Settings in Teams

2. Open Calls in the left hand menu in settings and scroll down and you will see all Call Queues that you are assigned to. Click on the toggle switch to opt-in or opt-out.

Calls settings in Teams

Opt-in status  

Opt-out status

If the Call Queue you are using is attached to a Teams channel you can opt-in / opt-out directly from that channel in Teams.

1. Open the channel your Call Queue is connected to and select the Calls tab.

2. Next to your name click on the toggle switch to opt-in / opt-out.

Switch next to your name

3. You can also see other users assigned to the same Call Queue and if they have opted-in or opted-out.

Agents in call queue

Settings for Teams telephony

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This is what you will see when you click on the “Calls” tab in Teams.

Image showing the view for Calls in Teams

  1. View and add new contacts.
  2. Write the number you want to call or search for a name and call directly.
  3. Choose if you want to forward your calls and find other settings for calls.
  4. Settings for your sound device. Choose which sound device you want to use.
  5. Click on your profile to change your status and set a status message. You can also schedule your absence.

You reach your settings by going to your profile in the top right corner, then choose  “Calls”.
Image showing the settings for Calls in Teams

 

Settings for telephony in Teams, mobile

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This is what you will see when you click on the “Calls” tab in the Teams app.

You see a list of your call history.

Click on the phone in the bottom right corner to make a call.
Image showing what "calls" looks like in the Teams app for mobiles

You reach the settings by going to your profile on the left in the app, then choose “Settings”, and then “Calling”.

Here you can choose to forward your calls, set up what you want to happen in the event of a missed call, and change your voicemail greeting.
You can also choose to sync your device contacts and therefore reach all your contacts you have saved on your phone directly through Teams.

You can also choose to block numbers.
Image showing what the settings for calls looks like in the Teams app

 

Forward calls in Teams

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If you can’t or don’t want to receive calls in Teams, you can forward your calls in a few different ways.

Select the “Do not disturb” status

Select the “Do Not Disturb” status to forward calls and temporarily turn off notifications.

Click on your profile in the upper right corner, then click on the status and select “Do not disturb”.

Do not disturb status

Under “Duration” you can choose how long you want the status to be displayed.

In your Calls settings in Teams, you decide what happens in case of unanswered calls, by default the call goes to voicemail.

Choose to forward calls

In the Calls settings in Teams, you can choose “Forward my calls” and what happens when forwarding, for example forwarding to voicemail.

Forward calls in Teams

Remember to change the setting back when you want to be available again.

In case of longer absence, for example vacation or leave of absence

If you have scheduled yourself as “Out of office” in your calendar in Outlook, you will also appear with the status “Out of office” in Teams.

You can supplement your absence in Teams with a status message. Click on your profile in the upper right corner and then select “Set status message”. You can also choose how long the message should be displayed.

When you’re away from Teams, your calls are directed to voicemail by default.

Out of office greeting in Teams

In the Calls settings in Teams, under “Configure voicemail”, you can enter your own out of office greeting and choose when you want it to be played, for example when you have an auto-reply in Outlook or an out of office event in your calendar.