Is it time to integrate your telephony and PBX system with Microsoft 365 Teams? It is easier and faster than you think! Here, we will go over everything you need to start making and receiving calls directly in Teams. We'll also give you some smart tips to make your deployment run smoothly across your organization.
The first step is to make sure you have an up-to-date agreement with Microsoft 365 licenses that are compatible with cloud PBX and telephony (E1, E3, or E5). With the licenses for E1 or E3, you will also need the Microsoft plug-in for telephony, Microsoft Phone System, for everything to work.
You can also get access with Microsoft 365 Business if you have the basic, standard or premium version. For these licenses, you need the Microsoft 365 Business Voice plug-in.
In order to connect your PBX to computers, you will naturally need to have your telephony solution based on the cloud. If not, the integration will not work. Most of the most popular operators have developed their own digital solution for telephony and PBX that is compatible with Microsoft 365. For example, you can integrate the Switch4Teams solution directly with Teams without having to make any adjustments.
Today, a telephony solution is not just an IT project, it is something that the entire organization needs and must participate in. You need to involve your coworkers from the beginning to make implementation as easy as possible.
Be sure to work closely with users even after deployment and assist them in their use. A modern digital phone client is usually an easy and intuitive way to work.
As a collaboration tool, Teams is very complex and contains many possibilities. That is why a half-hour training is not enough: it is essential to continue developing and improving your methods to get the most out of the system.
The role of the IT department in integration is simple: all they need to do is configure their users at Microsoft. You will receive the numbers of all employees from your phone provider. Then you just have to connect the numbers to the users on your Microsoft 365 portal.
Meanwhile, the phone provider will connect the solution to the cloud using direct routing. When setup is complete and all of your numbers, both landline and mobile, are with Microsoft, employees can start making and transferring calls directly to Teams.
In Teams, each user has to customize the settings regarding how to use their phones. When your phone system is connected to Microsoft, there are an infinite number of ways to answer calls, and it requires a structure to manage it efficiently. For example, you can decide to have a call go to both your computer and your phone, or to call for 30 seconds on your computer and then on the phone.
Here, the company must establish rules and guidelines to make it easier for everyone. Thus, each user in a department must have the same routines.
In addition to each user having the correct settings in Teams, it is so vital that they also have the right hardware to manage their calls effectively. Users who need a mobile phone for work should have one, of course, and everyone who takes their calls on their computer needs decent headphones.
For some companies, more advanced conferencing solutions with webcams, speakers, microphones, and displays are needed to have efficient meetings. Microsoft has developed Teams Rooms System, which contains ready-made solutions that integrate seamlessly with the software. With it, you'll have the most competent platform in the world, so make sure the team is up to the task.
Teams is constantly updated with new and exciting features. But whoever puts it first in their hands is completely random! The point is, Microsoft won't release everything to everyone at once; instead, your company may be one of the first to try something new. They can be primary and secondary features, from the ability to change the background in a video meeting to direct captions in an ongoing call.
That is why it is essential to stay updated, stay tuned for news when you find it in Teams. It is also important to recommend how the new functions should be used to obtain the best result. Some can be invaluable, both for your internal cooperation and your communication with customers!