• Telephony with teams

  • Telephony with Microsoft Teams in pilot operation.

The first Rainbow users are currently being switched to telephony with Teams Phone. The previous Rainbow software is gradually being replaced by Teams Phone.

Due to the widespread use of MS Teams at KIT, the use of Teams Phone offers an ideal complement and bundles all communication channels in a single communication app. Technically, the solution can be integrated very well into both the PBX and the clients on both mobile devices and desktop workstations.

In future, the telephone numbers will be managed in KIT Identity Management so that the telephone numbers are automatically synchronized in the cloud telephony solution and in local directory services. The implementation of this concept offers KIT a high degree of flexibility in the selection and use of suitable cloud telephony solutions.

Einstellungen in Teams zur Telefonie

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Microsoft provides details on all the available settings for Teams calling.

The following section explains a few key features of Teams calling.

Use selected features in Teams calling

Set up call forwarding
  • Settings → Calls → Call handling and forwarding
  • "Forward All Calls" - OFF
  • "If you can't answer a call" - Forward to voicemail
  • Note: "Voicemail" means that the recorded message is delivered to your Exchange mailbox as an email.
Define a call group or substitutes
With a defined call group, members of the call group can answer calls on behalf of a specific person.
  • Settings → Calls → Manage call groups → 'Add call group' button
Substitutes can make and receive calls on your behalf. You will be notified if you change your call settings to forward your calls to them.
  • Settings → Calls → Manage call forwarding → 'Add call forwarding' button
Linux and Teams telephony
Linux-Nutzer telefonieren über die Weboberfläche.
  • Open Teams via the teams.cloud.microsoft website and sign in with your M365 Account
    • If the website is closed, no calls will be forwarded to this computer.
  • The telephony settings can also be found via the three dots [...] in the header of the Teams web app → Settings → Calls.
  • Calls can be made via the ‘Calls’ icon or via a chat.
Teams calling via smartphone
You can dial any number using the Teams 'Calls' app (on the bottom row, possibly under ‘More’).
Please note: You cannot search by name here.
About chats → You can find contacts using the search function in the header (magnifying glass).
  • Enter name → Search
  • Click on the business card to the right of the name you have found
  • Now select the phone number and the call will begin.
Set the behaviour when the line is busy or when ‘Do Not Disturb’ is active
  • Settings → Calls → Call handling and forwarding
  • Set the option “If you are currently on a call and receive another call”

Reproduce the busy signal
  • Regelmäßiger Ton beim Anrufenden, keine weitere Aktion.
Let calls ring through to me
  • The phone rings even though you're on the phone.
Forward the call as if it had gone unanswered
  • The setting under "If you cannot answer a call" is used.
Managing Contacts
You can manage your own contacts in both Outlook and Teams.
Since our mailboxes are stored locally on our servers, there is no connection between these two lists.
From within Outlook, you have direct access to all three contact options (email, call, chat). Therefore, it may make sense to manage your contacts there.
It’s up to you...

How can I call a colleague?

About Teams
"Calls" icon - Option 1
  • Enter the extension number or the full external number using the keypad or the input field
  • Button "Call" Select
    - The connection is established.
    - For internal phone numbers, the name of the person being called is displayed.

"Calls" icon - Option 2

  • Enter the name of the person you are speaking with

    → Search results are displayed
    Note: Unfortunately, an invalid number is displayed first here. This number has nothing to do with the person you are actually looking for and should be ignored!
  • You will find the correct contact at the bottom of the search results → Click → "Call" button

 

In a chat

  • Open the menu by tapping the video icon in the top right corner → Select " Audio Call "

Use the search field in the header

  • Search for the contact's name
  • Display the contact's business card in the search results (visible on mouseover)

    → Clickthe "Business Card"icon
  • In the business card pop-up window, click the small phone icon
  •  
About Outlook
  • Open email
    • When a new email arrives, search for the desired contact in the "To" field
    • For a received email, use the email address displayed there
  • Hover the mouse over the email address, wait...
  • Selectthe phone icon → The call is connected
  • Alternatively: wait a little longer until additional contact information appears
  • Now either click on the phone icon or, in the lower section (wait a little longer), click on the number → call .
About the KIT directory ...
  • Search for the person you're looking for using the directory (KIT - Intranet - About KIT - Organization - People Search)

    → Click on the phone number

  • → Open button

  • → Select Microsoft Teams → Always specify → Call

    Note: The last two windows (appearance depends on the browser) should appear only once when set to "Always."