Effective communication is crucial for success. While traditional phone systems offer convenience and flexibility, Microsoft Teams Phone offers much more. By integrating seamlessly with the broader Microsoft 365 ecosystem, Microsoft Teams Phone provides a comprehensive communication solution that meets and exceeds typical cloud systems’ capabilities.
In this blog post, I will explore the details of Microsoft Teams Phone, compare it to traditional phone systems, and list the features that might be useful for you.
Table of Contents hide
Let’s Define Teams Phone
If you were part of the pandemic workforce, I’m sure you’d heard of Microsoft Teams. But did you know that it is more than a messaging tool? Currently, 320 million people use Microsoft Teams, but only about 17 million use Teams Phone.
Microsoft Teams Phone is a component of Microsoft Teams, the cloud-based platform for collaboration and communication. It is included within Microsoft’s E5 suite. However, it can also be added to licenses such as E3 or Microsoft 365 Business suites. Additionally, a cost-effective Teams Phone add-on license is available for Frontline Worker (F1 and F3) SKUs.
With Microsoft Teams Phone, you can use your existing phone number. You also have the option to acquire a new one to make and receive phone calls from any location, using any device. Moreover, you can access voicemail, call history, contacts, and settings all within the same application used for chat, meetings, and file sharing.
Is Microsoft Teams Phone Better Than Traditional Phone System
In business communication, the landscape has evolved significantly. Traditional phone systems, meaning the use of desk phones, were the standard. But with digital transformation, cloud computing, and remote work, platforms like Microsoft Teams have emerged as powerful alternatives. Let’s compare them both:
Scalability and Flexibility
Traditional phone systems are expensive to scale, requiring substantial initial investments and complex hardware setups. Additionally, they may need help to effectively support remote or distributed teams.
Conversely, Microsoft Teams provides remarkable flexibility and scalability, suiting businesses of any size or industry. It adapts to your needs effortlessly, facilitating easy user management, personalized communication channels, and smooth third-party app integration.
Security and Compliance
Security is crucial for businesses, particularly in communication and data management. Teams guarantee robust security with features. Some include data encryption, multi-factor authentication, and compliance with industry standards such as GDPR and HIPAA.
Conversely, traditional phone systems often need more advanced security measures to protect sensitive information adequately. Additionally, Teams centralize communication data, simplifying compliance management and auditing to meet regulatory requirements.
Advanced Collaboration Tools
Unlike traditional phone systems focused on voice communication, Microsoft Teams enhances teamwork and productivity with various collaboration features. It offers document sharing, co-authoring, task management, and integration with Microsoft applications such as SharePoint and OneNote.
Additionally, Teams integrates with Microsoft’s AI services for features like real-time language translation, meeting transcriptions, and intelligent search enabling smarter and more efficient work for your organization.
Affordability
Microsoft Teams offers substantial cost savings compared to traditional phone systems. As part of the Microsoft 365 suite, users can access Teams at no extra cost, reducing expenses through this bundled approach.
Additionally, Teams’ cloud-based infrastructure eliminates costly hardware maintenance. It follows a pay-as-you-go model, so businesses pay only for what they use without long-term contracts.
Simplified Communication and Collaboration
Microsoft Teams consolidates communication and collaboration tools into one platform. It allows users in your organization to conduct activities like voice and video calls, instant messaging, file sharing, and real-time document collaboration within a unified interface, streamlining productivity.
Unlike traditional phone systems, which mainly support voice calls and require separate solutions for other needs, Teams’ integrated approach minimizes inefficiencies and facilitates smoother collaboration in modern workplaces.
Essential features for your users on Teams Phone:
Call Park and retrieval - temporarily hold and retrieve a call from another device or by entering a code.
Transfer, call forwarding, and simultaneous ringing.
Call queues and auto attendants - personalize call handling, including custom greetings, menus, routing options, and agent assignments for call management.
Group call pickup permits designated users to answer each other's calls when busy or unavailable.
Cloud voicemail
Remember the text: "We offer a range of Microsoft-certified solutions to enhance your Teams experience." You can effectively address your communication demands, from IP Phones to compliance call recording and contact centers.
Teams Phone offers various Public Switched Telephone Network (PSTN) connectivity solutions, including Microsoft Calling Plans, Direct Routing, Operator Connect, and Microsoft Teams Phone number. These options provide connectivity flexibility worldwide, catering to diverse use cases.
Essential Aspects of Microsoft Teams Phone in 2024
Teams Shared Device License for Android Mobile
The Teams Shared Device license is now accessible for Android users, providing a budget-friendly shared device alternative for frontline and mobile workers. Share a robust Android phone equipped with all essential Teams Phone features. It is a viable alternative to DECT solutions and operates seamlessly with Wi-Fi or cellular data.
Shared Calling
Shared Calling is a new option for Teams Phone users, removing the need for individual Direct Dial-In (DDI) and calling plans. Opt for channel and usage-based models to activate more users while saving money. Users can make outbound PSTN calls, presenting a main number routed back to a receptionist or auto-attendant. Supported by Microsoft Calling Plans and select Operator Connect partners like Pure IP, Shared Calling offers flexibility and cost savings.
Enhance Noise Reduction with New Voice Isolation
Most UC apps offer noise suppression, removing background noise like café chatter or office hustle. Voice isolation, a new Teams feature, distinguishes your voice from others nearby.
Teams recognize your voice, suppressing others and ensuring you hear clearly in calls and meetings. These are four recent additions to the many features of Teams Phone and Microsoft Teams.
Copilot for Microsoft 365
Leverage Copilot for Microsoft 365 to boost Word, Outlook, Excel, and Teams with AI features. It’s available in Teams chat, meetings, and calls.
In Teams Phone, Copilot assists with notetaking and reviewing call summaries. For full Copilot functionality, ensure all meeting and calling data is accessible, requiring Teams Phone.
Analyze Your Communication System Needs
Microsoft Teams Phone System goes beyond being a mere telephony solution. This all-encompassing communication platform reflects the transition from traditional telecom to technology-driven communications. It is powered by AI and enhanced integration capabilities, redefining business communication standards. To fully leverage this transition, collaborating with a skilled and seasoned provider like ECF Data can maximize the benefits of Microsoft Teams, transforming each call into a chance for growth and innovation.
Comments