How To Make A Phone Call On Microsoft Teams Outside Organization

p55635 Introduction 43f5068e82 3488236617Are you finding it tough to make a phone call on Microsoft Teams outside your organization? A popular yet potentially confusing feature of this collaborative platform, external calling help you reach out beyond your company’s borders.

This guide will handhold you through the process, explaining various methods like using the dial pad, adding external users as guests and more! Ready to grasp how to broaden your connection horizon with Microsoft Teams? Stay tuned!

Key Takeaways

  • Making external calls on Microsoft Teams can be done using the dial pad or by adding external users as guests.
  • External calls can also be made using cross – launch overlays, which integrate specific applications like RingCentral or Zoom with Teams.
  • Microsoft Phone System and Calling Plan offer comprehensive voice calling solutions within Teams, while Direct Routing allows organizations to connect their own Session Border Controller for external calling capabilities.
  • Before making external calls on Teams, it is important to consider cost implications and assess the current system’s status. Finding a reliable voice calling partner will ensure a smooth communication experience.

Making External Calls on Microsoft Teams

p55635 Making External Calls on Microsoft Teams 6f0c0c3d1c 2309378190To make external calls on Microsoft Teams, you can use the dial pad or add external users as guests.

Using the dial pad

Microsoft Teams enables users to make external calls using the dial pad feature. Here’s how:

  1. Open the Microsoft Teams application on your device.
  2. Navigate to the “Calls” tab on the left-hand side.
  3. Click on the dial pad icon at the top of the screen.
  4. Enter the phone number you wish to call directly into the dial pad.
  5. Hit “Call” to initiate your call.

Adding external users as guests

Adding external users as guests in Microsoft Teams is a beneficial feature that enhances collaboration and communication with people outside your organization. Here’s how it works:

  1. Gather the email address of the person you want to include. This individual must possess either a Microsoft 365 work or school account.
  2. Open Microsoft Teams and navigate to the team in which you wish to add the guest.
  3. Click on “More options” (“…”) besides the team name, then choose “Add member“.
  4. In the “Add members” field, enter the email of your guest user.
  5. The system will identify them as a guest user, giving you the option to assign a friendly display name.
  6. Once added, they’ll receive an email notification inviting them to join your team as a guest.
  7. Alternatively, external users can be given access to documents, resources, chats, and apps by turning on Guest Access in Teams admin center.
  8. Integration with tools such as external messaging and calling boosts productivity by allowing efficient communication between internal teams and external stakeholders.
  9. Guests also have permission to participate in Microsoft Teams meetings, adding another layer of cross-organizational interaction.

Using cross-launch overlays

Cross-launch overlays provide an efficient way to place external calls in Microsoft Teams. This method typically requires integrating specific applications, such as RingCentral or Zoom, to enable the calling function on Teams. Here’s how you can use cross-launch overlays for external calling:

  1. Start by choosing a compatible application like RingCentral or Zoom.
  2. Install the selected app to your Microsoft Teams account.
  3. Configure calling settings according to your preferences with the help of Calling policies in Teams.
  4. Once set up, find and select the user you wish to call from outside your organization.
  5. Click on their profile photo and choose Audio call from their contact card.
  6. The chosen application will then cross – launch within Microsoft Teams, making it easy for you to place the call.

Microsoft Phone System and Calling Plan

Microsoft Phone System with Microsoft Calling Plan is a cloud-based communication solution designed for Microsoft Teams users. It provides a comprehensive voice calling solution, including phone number allocation, emergency calling features, and secure communication capabilities.

With the Phone System, users can use Teams to make and receive calls, transfer calls, mute or unmute calls, and take advantage of various call management functionalities. The Calling Plan offers domestic calling options included in Teams, as well as additional features like caller ID and voicemail.

This all-in-the-cloud voice solution is suitable for businesses of all sizes and provides a streamlined and efficient way to make external phone calls outside of an organization.

Direct Routing with Teams

Direct Routing with Teams is a feature that allows organizations to connect their own Session Border Controller (SBC) to Microsoft Teams Phone System. By utilizing Direct Routing, users can make and receive external calls through the Public Switched Telephone Network (PSTN) directly in Microsoft Teams.

This means that businesses can leverage their existing SBC infrastructure while taking advantage of the collaboration and communication features within Teams. With Direct Routing, organizations have greater control over call routing, ensuring that calls are directed to the appropriate SBC based on specific criteria such as caller input or called party.

Connecting Phone System to the PSTN is essential for enabling external calling capabilities in Microsoft Teams, allowing teams to easily connect with clients, customers, and partners either through the app itself or by using the dial pad provided within Teams.

Considerations Before Making External Calls on Microsoft Teams

p55635 Considerations Before Making External Calls on Microsoft Teams 7c5d38a04f 2904242580Before making external calls on Microsoft Teams, it is important to consider the cost implications and assess the status of your current system. Additionally, finding a reliable Microsoft Teams voice calling partner will ensure a smooth communication experience.

Cost considerations

Cost considerations are an important factor to keep in mind when making external calls on Microsoft Teams. It is crucial to assess the potential financial impact of using Teams for voice calling, considering factors such as licensing costs, the need for PSTN connectivity options, and any additional fees associated with international or long-distance calls.

Understanding these cost considerations will help organizations make informed decisions about their communication needs and choose the most cost-effective solution for external calling on Teams.

Assessing your current system’s status

To ensure a smooth transition to making external calls on Microsoft Teams, it is important to assess the current status of your system. Here are some factors to consider:

  1. Evaluate the current state of your system: Understand the capabilities and limitations of your existing phone system or communication infrastructure.
  2. Consider business needs: Determine if Microsoft Teams can meet your organization’s requirements for external calls. Assess factors such as call volume, call quality, and integration with other tools.
  3. Optimize Microsoft Teams for desktop usage: If you plan to use Microsoft Teams primarily on desktops, consider utilizing Citrix Virtual Apps and Desktops along with Citrix Workspace app to optimize performance.
  4. Enhance the calling experience: Familiarize yourself with tips and tricks to improve your experience with Microsoft Teams Calling. This includes adjusting audio settings, using noise cancellation features, and ensuring a stable internet connection.
  5. Replace existing phone systems: Determine if migrating to Microsoft Teams Calling can replace your current phone system entirely. Consider the advanced features offered by Teams Calling, such as voicemail transcription and call analytics.
  6. Address security concerns: Be aware of potential security issues when sharing screens or displaying sensitive information in Microsoft Teams meetings or channels. Take necessary precautions to protect confidential data.
  7. Invite external users: Understand how to invite external users to meetings or channels in Microsoft Teams by following a guide provided by Microsoft.

Finding the best Microsoft Teams voice calling partner

To ensure a seamless experience when making external calls on Microsoft Teams, it’s crucial to find the right telecom partner. This partner will provide the necessary PSTN connectivity options and integration with your on-premises telephony network if required.

Look for a partner that offers comprehensive voice solutions for Teams, such as Microsoft Calling Plans, which is an all-in-the-cloud voice solution. By finding the best voice calling partner, you’ll be able to connect with your team, customers, and partners through voice and video calls while enjoying enhanced collaboration and streamlined workflows.

Benefits of Using Voice-Enabled Microsoft Teams for External Calls

Using voice-enabled Microsoft Teams for external calls offers enhanced collaboration and communication, streamlined workflows, cost savings, and seamless integration with other Microsoft tools.

Enhanced collaboration and communication

Using voice-enabled features on Microsoft Teams for external calls can greatly enhance collaboration and communication within organizations. With the ability to make VoIP calls between Teams clients, teams can easily connect and communicate in real-time.

This leads to streamlined workflows and improved productivity as colleagues can quickly share updates, ask questions, and collaborate on projects without the need for lengthy email chains or scheduling meetings.

Additionally, the option to make simultaneous calls allows everyone on a team to stay informed and work efficiently together. Overall, using voice-enabled Microsoft Teams provides a seamless platform for enhanced collaboration and communication within organizations.

Streamlined workflows

Streamlined workflows are one of the key benefits of using voice-enabled Microsoft Teams for external calls. With Teams, users can seamlessly integrate audio conferencing, video conferencing, and call management into their daily workflow.

This means that instead of switching between different communication tools or platforms, teams can stay within the familiar Teams interface to make external calls and collaborate effectively.

The menu system feature in Teams allows for easy navigation and quick access to company users or departments, improving efficiency and saving time. Additionally, with features like coauthoring and real-time communication integrated into Teams, teams can work together on documents or projects while on a call with external parties, further optimizing workflows.

Cost savings

Using voice-enabled Microsoft Teams for external calls can result in significant cost savings for organizations. By adopting a unified communication system like Microsoft Teams Phone, businesses can eliminate the need for multiple communication tools and systems, thereby reducing expenses associated with maintaining and managing separate platforms.

Additionally, integrating Microsoft Teams Phone with intercom and telephone paging systems eliminates the need for costly infrastructure upgrades or replacements. With pricing starting at $96 per user per year, with additional costs for a calling plan, Microsoft Teams Phone provides a cost-effective alternative to traditional phone systems while delivering enhanced collaboration capabilities and streamlining workflows.

Integration with other Microsoft tools

Microsoft Teams offers seamless integration with other Microsoft tools, providing users with a comprehensive toolkit for enhanced communication and collaboration. By connecting Teams with applications like Outlook, SharePoint, and OneDrive, users can streamline their workflows and access all the necessary resources in one centralized platform.

This integration eliminates the need to switch between different tools or platforms, saving time and increasing productivity. Additionally, integrating Teams with other software applications allows users to take advantage of additional calling capabilities and features, such as integrating with Zoom for enhanced video conferencing options.

With these integrations in place, organizations can create a unified communication ecosystem that enhances efficiency and enables effective collaboration across teams.


In conclusion, making phone calls on Microsoft Teams outside your organization is a convenient and efficient way to collaborate with external users. By utilizing the dial pad, adding guests or contacts, and leveraging Microsoft Phone System and Calling Plan or Direct Routing with Teams, you can seamlessly connect with individuals outside your organization.

With enhanced collaboration features, streamlined workflows, cost savings, and integration with other Microsoft tools, using voice-enabled Microsoft Teams for external calls is a valuable solution for effective communication.

So go ahead and start making those external calls on Microsoft Teams today!