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Microsoft Teams

Service Description

Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage (including collaboration on files), and application integration. The service integrates with other Microsoft Office 365 services and includes extensions that can integrate with non-Microsoft products.

Microsoft Teams Help & Learning

Support Contacts

Help Desk

Service Charges or Fees

There are no fees for this service.

Requesting Service

All Office 365 users have access to Teams within their O365 apps. Log into Microsoft Teams using your Vanderbilt email address and password.
To request a Teams phone number for external calling, submit a request via the SerVU Voice Services Catalog or call 615-421-1611.

Documentation and Service Information Links

Microsoft Teams Video Training
Get Started with Microsoft Teams Live Events
Plan and Schedule a Live Event in Microsoft Teams

Related Services

Microsoft Office 365

Service

Collaboration

Service Category

Communication and Collaboration

Using Teams

Opening Teams

Windows: Click the "Start" menu on the bottom left of your screen and type "Teams." Clicking "Open" will launch the app.

Mac: Click the "Finder" icon in the taskbar. Search for Teams and double click to launch.

Pinning Teams to the Taskbar

Windows: With Teams open, right click on the icon in the taskbar. Click "Pin to taskbar."

Mac: In the Finder, click and drag the Teams icon to the taskbar in the position you would like it pinned.

Auto-Launch Teams

If you want Teams to launch any time you start your computer, you can set the application up to automatically open. To do so, while in Teams, click the “…” at the top of the window to access settings. In the pop-up box, in the General section, select the check box on Auto-start application.

Installing Teams

If you do not have Teams installed on your computer, please contact the Tech Hub:

  • Call: 615-343-9999
  • Text: 615-343-IT4U (4848)
  • Visit it.vanderbilt.edu for additional ways to contact

Individual Desk Phones

Individual users with desk phones are encouraged to transition to headphones, speakerphones, or USB devices with built-in microphone functionality plugged into a laptop or desktop with an installed MS Teams client. Please be aware that the devices listed below as "Compatible phone sets" are applicable only to "Common area phones" and not for use as individual phones.

Connectivity issues with headphones, speakerphones, or USB devices connected to a laptop or desktop with an installed MS Teams client can be submitted to VUIT by calling 615-343-9999 or by ticket, text, or chat at https://it.vanderbilt.edu.

FAQs

MS Teams does not send email notifications for missed calls. Missed calls can be viewed within the MS Teams client. However, MS Teams does send email notifications for voicemails.

This functionality is not available in the current version of MS Teams.

If the MS Teams window is too small, all tabs may not be visible. Increasing the window size will reveal additional tabs.

You may have an incompatible phone. Polycom CX and VVX phones are not compatible with MS Teams. The VUIT support model for MS Teams is the “no set” phone. Any headset, headphones, or USB device with built-in microphone will function properly with Teams (e.g., AirPods, wired headphones, etc.).

You must be “away” from MS Teams for a few minutes before MS Teams considers you “inactive.” MS Teams activity of any kind (web, mobile, client, etc.) will reset the timer, preventing the email notification trigger.

Under Teams > Settings> Calls> Configure Voicemail> ”When should your custom out of office greeting play?”, make sure “All the time” is the only option selected.

Our testing has determined that there is only a couple second delay before the call is connected and audio can be heard. However, it will sometimes take a few more seconds for the MS Teams client to fully load the call window.

Individual users with desk phones are encouraged to transition to a “no-set” or softphone configuration. In this approach, headphones, speakerphones, or USB devices with built-in microphone functionality plugged into a laptop or desktop with an installed MS Teams client is the preferred usage method.

With the transition to MS Teams, individual user devices, regardless of the type, will no longer be supported by VUIT.

Please make an emergency call with your first device at hand. If necessary, 911 calls can be made from Teams. If you are off-campus, your call may be routed to a national call center to assist you with connecting to your local Public Safety Answering Point (PSAP), which is your local 911 call center.

To call another Teams user, click Calls on the left hand side bar of the Teams application. In the top left of the new screen, type in the person's name and click the video or phone icons to video or audio call the user. 

Alternatively, if you are in a Chat with someone, you can quickly call them by clicking the video or phone icons at the top right of the screen.

To call an outside number or non-Teams user, click Calls on the left hand side bar. At the bottom, click Dial a Number, then enter the number to make the call.

When you're in a call, select More actions (the three dots icon) and select Transfer in your call controls. Start typing the name of the person you want to transfer the call to and select them when they appear. If they're a member of VU and using Teams or Skype for Business, turn on Ring back if there's no answer to send the call back to you if the recipient doesn't answer. Select Transfer to complete the transfer or the dropdown arrow to choose one of the following options:

  • Select Work to transfer the call to their Teams number
  • Select Work voicemail to send it straight to their voicemail
  • Any other numbers (like their mobile number) they added to their account

You may want to check in with someone before you transfer a call. In this case, when you're in a call, select More actions, then select Consult then transfer. Under Choose a person to consult, start typing the name of the person you want to reach and select them when they appear. You can then consult with them by calling or using chat. When you're ready, select Transfer.

In the top bar of the Teams window, click the 3 dots to the left of your picture. Click Settings, then Calls. Here you will find many call options such a call forwarding, ring duration, etc. If you click Configure Voicemail, you can record your outgoing message and set up other features.

Click Calls on the left hand side bar. Click Voicemail along the top to see all voicemails. Selecting one will allow you to play the message as well as see the transcription.

To dispose of any surplus phones, please follow the below process:

  1. Visit ReADY website
  2. Login with your VU email first, and then VU credentials.
  3. Click the “Recycling/Waste Services” tile.
  4. Enter the building, floor, and room information, and click Next.
  5. Select “Recycle Equipment” and then “Electronics, and fill in any additional information you wish to provide.
  6. Click Next, then Review.
  7. After reviewing your request to ensure completeness, click Submit.
  8. Facilities will complete the request and pick up the phones.

You may view a guide explaining this process here: Teams Call Queues Guide or watch a video here: Teams Call Queue Intro

If you have any issues, please call 11611.

After a conference room phone is migrated, it becomes a Teams phone, which comes with additional functionality. They will be listed under new entries in the Global Address Book, such as Baker 711 MTR or Hill 221 MTR. To utilize the one-tap to join functionality, update any meetings invites you have to replace the old conference room names with the new ones.

Common Area Phones

Common area phones may best be recognized as conference room phones, phones in labs, etc. and are not assigned to an individual's VUnetID. The Poly CCX 400, CCX 500, and Trio C60 (image below) are compatible Microsoft Teams common area phones and have been certified for use with VU’s Microsoft Teams phone system. These devices can be purchased from CDW-G through Vanderbilt’s standard purchasing process.

Compatible phone sets

Phone Warranty Information

Prior to submitting a warranty claim for a Poly product, visit www.poly.com/support/ for technical assistance.

Q: What is the warranty and how do I invoke it for the newly purchased CCX phones?

A: New CCX phones have an out-of-the box warrant as outlined below:

  • Software (bug fixes only) - 90 days
  • Hardware warranty (return to factory repair) - 1 year
  • Hardware warranty (repair cycle time) - 30 days

Poly offers an online system for service requests. Please register your product at www.poly.com/support/.

To determine the start of the warranty period you may be asked to provide the dated sales receipt showing the date you purchased the Poly product.

Warranty claims that cannot be processed through your point of purchase and any other Poly product related questions should be addressed directly to Poly. You can find their knowledge base articles, ask a question, receive service over the Internet or speak directly to a representative via www.poly.com/support/.

Any claim under this Limited Warranty is subject to you notifying Poly or your point of purchase of the alleged defect within a reasonable time of it having come to your attention and in any event no later than before the expiry of the Warranty Period.

Best use case for each phone type:

Feature Description Poly CCX 400 Poly CCX 500 Poly C60
Use Case Helps guide departments in their selection of MS Teams native common area phone selection Best suited for common areas such as a kiosk for passersby to use, work area with temporary workers, shared phone requirements. Speakerphone quality is good. Best suited for a small conference room with advanced speakerphone quality. Best suited for a medium to large conference room with advanced speakerphone quality. Control compatible video systems from the phone console.
Speakerphone Audio Quality Ranks the quality of the speakerphone audio between the CAP phone device options. Good Better Best
Dedicated MS Teams Button Enables a one-touch "Join Meeting" button that automatically connects the conference room phone to the scheduled meeting. No Yes Yes
Bluetooth Functionality Enables additional audio devices to connect for larger conference rooms. No Yes

Yes