Microsoft Teams Phone System: Features, Benefits, and Pricing Explained

 

Business communication has evolved as organisations have started using cloud technologies and remote/hybrid working models with flexible communication channels. In many businesses, an old-school office phone solution is no longer a viable choice. A contemporary cloud-based solution will integrate calling, collaboration, messaging, meetings, and business communication into a single system.

Microsoft Teams Phone is a service that is aimed at introducing enterprise-grade calling capabilities to Microsoft Teams so that companies would be able to make and receive calls from external phone lines using the Microsoft Teams interface.

For any company that plans to use Microsoft Teams Phone Services, it is vital to understand what features and benefits are offered by the service, what kind of deployment options and costs can be expected.

In this article, Telappliant describes the principle of work of Microsoft Teams Phone, its features, costs and considerations for choosing the service.

What Is Microsoft Teams Phone?

Microsoft Teams Phone is a cloud-hosted phone system for businesses which allows the users to make and receive phone calls via Microsoft Teams.

Without having an on-premises PBX system, organizations can make use of Teams within their communications framework and link their users to the PSTN via a calling solution.

In this way, the workers can take business calls on:

·        Desktops

·        Laptops

·        Smartphones

·        Tablets

·        Compatible desk phones

·        Teams certified devices

This makes for a more flexible approach towards business communications.

How Does Microsoft Teams Phone Work?

Microsoft Teams offers communications, online meetings, video conferencing, and collaboration features. The Teams Phone feature allows for the inclusion of business telephony into the mix.

Some of the components include:

Microsoft Teams

Offers a means of communications that the users will use for making calls, attending meetings, messaging, and collaborating.

Teams Phone capability

Provides business calling capability for eligible users.

Calling connectivity

A form of connectivity needs to be provided to enable communication between Teams and external telephone systems.

Business numbers

Current numbers can be ported to the system or new numbers issued based on the service provider and configurations.

Administration and management
Users, policies, calls routing, numbers, and other telephony parameters can be managed using the administration tools from Microsoft and the chosen service provider.

The precise configuration will depend on the licensing of the organisation for Microsoft as well as geographic requirements, existing telephone numbers, and connectivity model.

Features of Microsoft Teams Phone

Having the right set of features makes all the difference when considering Microsoft Teams Phone Services. Here are the functionalities that businesses have access to:

1. Business Voice Calling

Teams Phone allows making and receiving business calls instead of restricting the communication to just Teams-to-Teams communication only.

This means that employees can connect with customers, suppliers, partners, and other external entities through an app that is used for internal communication.

2. Call Transfer

Call transfer is one of the features which allows transferring calls to other colleagues or destinations and helps organizations handle customer calls and internal calls effectively.

Depending on the configuration, different transfer and routing procedures can be set up for different departments and teams.

3. Call Forwarding

Call forwarding may help in keeping employees reachable when they are out of the normal working place.

This feature can be quite useful for hybrid and remote teams as there is no need for business calls to be based on the office phone.

4. Auto Attendants

Auto attendants can provide automated menus which help callers to reach proper departments or services.

For instance, some business can have the following configuration:

·        Press 1 for Sales

·        Press 2 for Support

·        Press 3 for Accounts

·        Press 0 for Reception

This can provide a better customer calling experience and reduce the necessity for manual answering of each incoming call.

5. Call Queues

Call Queues

Call queues assist businesses in handling batches of incoming calls.

6. Voicemail

Business voicemail allows the users to leave and listen to messages in case of unanswered calls.

The voicemail capabilities may be integrated tightly with Microsoft 365 ecosystem and help employees manage their communications without using another voicemail solution.

7. Call ID Management

It is possible to set caller identification in such a way that outgoing calls have proper business/user ID.

This is important for maintaining a professional image during external calls made by employees.

8. Mobile and Remote Calling

One of the significant benefits of Microsoft Teams Phone Services on the cloud is its potential to cater to users even outside the normal office setting.

Users may use the Teams-enabled phone service from their compatible device and location, as long as there is connectivity, licensing, security, and company policy issues.

9. Compatibility with Microsoft 365

Companies that are using Microsoft 365 will find it easy to integrate Teams Phone services into their existing environment.

Employees can operate using Teams, Outlook, Microsoft 365 apps, meetings, messages, and calling.

10. Managing Business Calls

IT managers can configure telephony options such as policies, users, number, routing, among others, depending on business needs.

It gives more flexibility compared to traditional phones, which need to change physical equipment for many configurations.

What Are the Benefits of Microsoft Teams Phone?

Single Solution for Collaboration and Business Calling

Consolidation is perhaps one of the key reasons why many businesses decide to opt for Teams Phone services.

In contrast to the need to manage different tools that are used for meetings, collaboration, messaging, and business calls, all of these can be combined using Microsoft Teams.

Suitable for Hybrid/Remote Workforce

Modern companies might have employees who work from their offices, from home, coworking centers, or even from various other locations.

Cloud-based telephony solution will help to manage unified business communication in such environments.

Less Dependent on PBX Hardware and Infrastructure

Conventional PBX systems require installation and management of physical devices along with specific infrastructure.

Nevertheless, the cloud-based solution does not necessarily imply the less use of on-site telephony equipment.

Easier Scalability

Business organisations can also face changes in their staffing structure, departments, offices, and work environment.

Microsoft Teams Phone Services can help companies to better adjust their telephone systems according to the changing requirements of their businesses.

Familiar User Interface

Users who already use Microsoft Teams can easily switch to Teams Calling due to the integration of calling features into the already used communication system.

This can avoid the requirement for employee training in using a completely new business phone software.

Potential Operational Efficiency

It is easier to integrate communication tools into a unified system, which can help companies to simplify management tasks and decrease the number of communication platforms.

But at the same time, the benefits will be determined by many other factors including existing contracts, licensing, connectivity, and others.

Microsoft Teams Phone Pricing Explained

One of the most common questions businesses ask is:

How much does Microsoft Teams Phone cost?

There is not a fixed price for all companies.

There are many variables which might influence the total cost for the Microsoft Teams Phone Services package:

·        Microsoft licence pricing

·        User count

·        Calling needs

·        Domestic / international calls

·        Calling plans

·        Direct Routing or Operator Connect

·        Business telephone numbers

·        Number porting

·        Implementation

·        Management

·        Telephony features

·        Microsoft 365 licences

This indicates that when it comes to price, companies should be thinking in terms of total cost of ownership.

Microsoft Teams Phone Licensing

Different license types are available from Microsoft for Teams Phone and Microsoft 365 services. Licensing details and costs will evolve over time and can vary by geography.

Thus, companies are advised to consult about their Microsoft licensing needs at present.

Costs for Calling

Teams Phone capabilities do not automatically constitute all the expenses associated with connecting individuals to the PSTN.

Depending on the particular deployment method, a company will need a calling plan or any other PSTN connectivity capability.

Direct Routing

Direct Routing enables an organisation to make use of a compatible telephony partner via a certified SBC solution.

This is a more flexible option for those companies with unique calling, routing, numbering, and carrier needs.

Operator Connect

With Operator Connect, companies have another option where telecommunications operators work together with Microsoft Teams.

Those companies which require Teams-based calling in combination with appropriate telecommunications operator can benefit from Operator Connect capabilities.

Why Pricing Should Be Evaluated Carefully

Low pricing of the product does not necessarily translate to low cost of ownership.

Some considerations for businesses include:

Per user licensing + calling connectivity + numbers + implementation + support + management

A comprehensive evaluation process must take into account the existing Microsoft 365 licensing and telecoms agreements.

Microsoft Teams Phone vs Traditional Phone Systems

Feature	Microsoft Teams Phone	Traditional PBX
Cloud-based	Yes	Usually on-premises
Remote working	Strong support	May require additional configuration
Physical PBX hardware	Not necessarily required	Typically required
Microsoft 365 integration	Strong	Often requires integration
Scalability	Generally flexible	Can require hardware or configuration changes
Mobile access	Supported through Teams	Often requires additional solutions
Administration	Cloud-based management	Often hardware/software dependent
Collaboration	Integrated with Teams	Usually separate
Deployment	Cloud-focused	Hardware and network infrastructure may be required

The best option depends on the organisation's requirements, existing infrastructure, compliance obligations, budget, and preferred operating model.

Is Microsoft Teams Phone Suitable for Small Businesses?

Yes, Microsoft Teams Phone can be appropriate for small businesses especially those who are already using Microsoft 365 and Teams.

Some of the benefits for a small business will include:

·        Professional business calling

·        Work-from-home ability

·        Single place for all communications

·        Call queuing

·        Auto attendants

·        Business numbers

·        Microsoft 365 compatibility

·        Scalable user management

It is not recommended to choose phone systems on popularity alone since some assessment needs to be done regarding calling needs, number porting, support, licensing, performance, etc.

Is Microsoft Teams Phone Good for Large Business?

Microsoft Teams Phone can also work for large companies.

Some of the features for larger deployments include:

·        Multiple office locations

·        Many users

·        Department-based call routing

·        More than one business number

·        International calls

·        More complex call flows

·        Integration with contact centers

·        Requirements related to compliance

·        Advanced administration options

·        Compatibility with telephony infrastructure that is currently in use

Planning for deployment becomes very important for large companies due to the impact it will have on their employees and clients.

What Should You Consider Before Choosing Microsoft Teams Phone Services?

But before deploying business calling via Teams, it is important to address the following issues:

1. How many users need the phone services?

Determine which personnel needs phone services.

2. Are new numbers needed or will you retain the old numbers?

In case you already use your numbers, you will need to consider number porting and geographical aspects.

3. Where do your users reside?

A company that operates in several countries might have different numbering and calling issues.

4. What connectivity option is more preferable?

Compare available business phone packages, Operator Connect, Direct Routing, or other options according to your needs.

5. What is your Microsoft licensing?

The licensing of your company to use Microsoft services affects the whole process.

6. Do you require professional implementation?

Businesses need to consider numbering, call routing, user configuration, network aspects, and testing during Teams Phone deployment.

Consultation with a professional provider can help companies manage these issues prior to migration.

Why Choose Telappliant for Microsoft Teams Phone Services?

Selecting the technology itself is just half of the work. Companies still require good connectivity, deployment, number management, technical support and service management.

Telappliant supports companies by investigating communication options which are suitable for the company's needs.

When considering Microsoft Teams Phone Services, Telappliant will help you evaluate different aspects, such as:

Your company's requirements for making calls

·        Microsoft Teams compatibility

·        Number management

·        Connectivity options

·        Call routing

·        Scalability

·        Business continuity

·        Support considerations

·        Telecommunications infrastructure

The right choice depends on the way your company communicates, not just on the most extensive offering available.

Final Thoughts

Microsoft Teams Phone can be a contemporary way of business telephony by integrating external calling into the world that many businesses already inhabit.

With its blend of business calling capabilities, remote availability, call management functions, Microsoft 365 integration, and cloud-based management, Microsoft Teams Phone may warrant some consideration from any organisation seeking to upgrade its communications environment.

Nevertheless, the correct implementation requires more than just functionality or cost. Businesses need to take into account user needs, Microsoft licences, phone numbers, call requirements, connectivity, security considerations, scalability, and support considerations.

If you are considering implementing Microsoft Teams Phone Services in your organisation, Telappliant can help you to review your options and choose the best one that will suit your needs in terms of business communication.

Looking to implement Microsoft Teams Phone in your organisation? Speak to Telappliant about your needs and find your business calling solution.

 

Frequently Asked Questions About Microsoft Teams Phone

What is Microsoft Teams Phone?

Microsoft Teams Phone extends telephony capabilities for Microsoft Teams enabling users to make and receive external telephone calls using an appropriately configured Teams environment.

Is Microsoft Teams Phone the same as Microsoft Teams?

No. Microsoft Teams is the overall communication and collaboration tool. Teams Phone extends the Teams environment with business calling capabilities.

Can Microsoft Teams Phone replace a traditional PBX-based system?

In many cases, Microsoft Teams Phone can become a substitute for traditional PBXs. It depends on the calling needs, infrastructure, licensing, connectivity, and the deployment approach.

How much is Microsoft Teams Phone going to cost?

There is no unified total cost since the price depends on Microsoft licensing, PSTN connectivity, calling plan pricing, number of users, numbers, implementation and support.

Can I keep my current business phone number?

Usually, yes. In most cases, it is possible to port your current phone numbers provided number type and geographic location, as well as other conditions, allow it.

Will Microsoft Teams Phone work for remote workers?

Yes. Calling via Teams is aimed to be used by modern companies with distributed teams, remote workforce included, depending on the connectivity, licensing, devices compatibility and configuration of the organization.

What is Direct Routing in Microsoft Teams?

Direct Routing is an approach to connecting Microsoft Teams to public telephone network through the compatible telecommunications infrastructure.

What is Operator Connect?

Operator Connect is a Microsoft Teams telephony model where participating telecommunications operators provide PSTN connectivity for Teams environment.