How To Use Microsoft Teams On Phone

Navigating Microsoft Teams on your phone can feel like a maze, especially if you’re new to the app. Did you know that over 75 million users are utilizing Microsoft Teams daily? This blog will take you through a step-by-step guide on using Teams effectively right from your mobile device.

Read on and master the world of communication at your fingertips!

Key Takeaways

  • Download and install the Microsoft Teams app from the App Store or Google Play store to get started on your mobile device.
  • Sign in with your work or school account details, which are the same credentials you use for other Microsoft services like Outlook.
  • Familiarize yourself with the interface by navigating through tabs like Activity, Teams, Calendar, Calls, and Chat.
  • Make and receive calls by typing “/call” followed by a name or number, and join meetings through links provided in invitations or calendars.
  • Schedule meetings directly from your mobile device by accessing the calendar tab in the Teams app and inviting participants.
  • Manage contacts by syncing them with Teams, creating contact groups, and adjusting contact information visibility.

Getting Started with Microsoft Teams on Mobile

To get started with Microsoft Teams on your mobile device, first download and install the app from the App Store or Google Play store.

Downloading and installing the app

Getting started with Microsoft Teams on your mobile device involves a few simple steps.

Signing in to Microsoft Teams

The process of signing in to Microsoft Teams on your phone begins by downloading and installing the mobile application. Here’s how:

  1. Start by navigating to your device’s app store – this could be Google Play for Android users or the App Store for those using Apple devices.
  2. Search for “Microsoft Teams” in the search bar.
  3. Once you’ve located the app, click on ‘Install’ to download and install it on your device.
  4. After installation, find Microsoft Teams among your apps and open it.
  5. You’ll be greeted with a sign-in page where you can enter your work or school account details – remember, these are the same credentials you use to access other Microsoft services like Outlook email.
  6. Submit your username followed by your password and tap ‘Sign In’.
  7. Depending on your organization’s setup, you may also need to complete multi – factor authentication for added security.
  8. Upon successful login, you’ll see a walkthrough of how to use some key features; this is especially handy if you’re new to this collaboration app.

Navigating the interface

Microsoft Teams mobile app is designed with a user-friendly interface, ensuring smooth navigation and easy access to various features. Here’s a basic rundown on how you can navigate the interface of Microsoft Teams on your phone:

  1. Upon launching the app, users are greeted by the “Activity” tab. This is where all notifications about mentions, replies, and other updates are displayed.
  2. Swipe right or select the menu icon to open up the sidebar menu which includes options like ‘Teams’, ‘Calendar’, ‘Calls’, etc.
  3. The ‘Teams’ option takes you to all your different teams and channels within those teams. Clicking on them will take you directly to the respective team’s conversation page.
  4. Tapping on ‘Calendar’ shows your schedule for the day along with any planned meetings or events.
  5. The ‘Calls’ button is where all your audio and video call functionalities are located as the app offers both one-on-one and group calls.
  6. Tap on ‘Chat’ to start or join existing conversations with individual members or groups in your organization.
  7. Files shared in chats or teams are easily accessible under the ‘Files’ tab in the sidebar menu.
  8. Settings can be accessed by clicking on your profile picture at the top of this side menu as well, where customization settings reside.

Managing Calls and Meetings

To manage calls and meetings on Microsoft Teams, users can easily make and receive calls, join and participate in meetings, as well as schedule meetings directly from their mobile devices.

Making and receiving calls

To make and receive calls in Microsoft Teams on your phone, follow these steps:

  1. Simply type “/call” at the top of the Teams interface, followed by a name or number, and the call will start automatically.
  2. Alternatively, you can select the “Calls” option in Teams, type a name or number on the dial pad, and click “Call.”
  3. When making a call, the first call will automatically be put on hold if you make a second call.
  4. To answer incoming calls, simply tap the green phone icon when it appears on your screen.
  5. Basic call control features include merging calls, transferring and ringing back calls, accessing voicemail, and transcribing calls.
  6. Voicemails can be played in Teams by selecting the desired voicemail and listening to it.
  7. If you have shared line appearance enabled, you can share your phone line and receive calls on behalf of another user.
  8. Microsoft Teams also offers advanced calling features such as voicemail to email, call history, call blocking, call forwarding, and more.
  9. Users can also call into Teams meetings and answer Teams calls on their Android devices.
  10. You can configure your call settings in Microsoft Teams to customize your calling experience.

Joining and participating in meetings

To join and participate in meetings on Microsoft Teams, follow these steps:

  1. Dialing a phone number: Users can join a meeting by dialing the provided phone number and entering the conference ID.
  2. Joining through a link: Click on the provided link to open the Microsoft Teams app and join the meeting directly.
  3. Accessing meetings via calendars: Meetings scheduled in calendars, such as Outlook, can be accessed by clicking on the meeting invite and selecting “Join.”
  4. Connecting through channels: If the meeting is associated with a specific channel in Teams, users can find it under that channel’s tabs and join from there.
  5. Participating in chats: If invited to a meeting through a chat conversation, click on the chat notification or go to the chat tab in Teams to join.
  6. Joining without the app: Guests or users without the Microsoft Teams app can still join meetings by clicking on the “Join on the web” link provided in the meeting invitation email.
  7. Frequently asked questions about audio conferencing capabilities: Users may have questions about features like muting/unmuting themselves, using speakerphones, or connecting to external devices for audio during meetings.
  8. Recording meetings and group calls: Capture audio, video, and screen sharing activity during meetings by clicking on “More options” (three dots) at the top of the screen and selecting “Start recording.”

Scheduling meetings on your mobile device

To schedule meetings on your mobile device using Microsoft Teams, follow these steps:

  1. Open the Microsoft Teams app on your phone.
  2. Navigate to the calendar tab at the bottom of the screen.
  3. Tap on the “+” button at the top right corner of the screen to create a new meeting.
  4. Enter a title for the meeting in the designated field.
  5. Select the date and time for the meeting using the provided options.
  6. Choose whether you want this meeting to be a one – time occurrence or recurring.
  7. Invite participants by entering their email addresses in the “Add required attendees” field or by selecting them from your contacts list.
  8. Add any additional details or agenda items for the meeting in the notes section if needed.
  9. Tap on “Save” to schedule and send out invitations to all invited participants.

Adding Contacts and Groups

In Microsoft Teams on your phone, you can easily add and manage contacts. You can also create and organize contact groups for efficient communication. Read on to learn more about how to make the most of this feature in Microsoft Teams!

Adding and managing contacts

To effectively use Microsoft Teams on your phone, it’s important to know how to add and manage contacts. Here are some steps to help you get started:

  1. Synchronize your contacts: Microsoft Teams allows you to sync your contacts, making it easier to manage and interact with them.
  2. Access Teams in Windows: In Windows 11, you can access Teams by selecting Chat from the taskbar and then opening Teams.
  3. Manage contacts in Teams’ settings: Within Teams, you can go to Settings and more, and then select People to manage your contacts.
  4. Sync contacts: The option to sync contacts is found under the Sync contacts section in Teams’ settings.
  5. Create, edit, and delete contact groups: Contact groups can be created, edited, or deleted in Microsoft Teams, with a maximum limit of 64 groups.
  6. Add people to contact groups: To add people to a contact group, you can go to the Chat section, select Contacts, and choose the desired group.
  7. Manage contact information visibility: Microsoft Teams allows you to manage what contact information others can view, ensuring privacy and control over your personal details.

Creating and organizing contact groups

To make managing your contacts in Microsoft Teams on your phone easier, you can create and organize contact groups. Here’s how:

  • Users can create, edit, and delete contact groups to better organize their contacts.
  • Contact groups can be created and organized in the Chat section of Teams.
  • In the Chat dropdown menu, select Contacts to access the contact groups.
  • When creating a new contact group, simply type in the names of team members you want to add.
  • In the People screen, users can view all their contacts and connect with them.
  • Contacts can be organized into specific groups for easier access.
  • Teams also allows you to set up groups and teams as public, so anyone in your organization can find and join them.
  • You have the option to add people, groups, or even entire contact lists to your teams for seamless collaboration.
  • Microsoft Teams offers both external access and guest access, giving you the ability to call, chat, find, and add users from outside your organization.
  • You can easily manage external meetings and chat with people and organizations not managed by your own organization.
  1. Clearly define goals and roles within each team.
  2. Regularly communicate updates and progress within each team channel.
  3. Use channels to focus discussions on specific topics or projects.
  4. Utilize tags to highlight key information or assign tasks within conversations.

Tips and Tricks for Using Microsoft Teams on Phone

In this section, we will share some tips and tricks to enhance your experience while using Microsoft Teams on your phone. From utilizing chat features to customizing your settings, these tips will help you make the most out of Teams on your mobile device.

Keep reading to discover how you can optimize your collaboration and productivity with Microsoft Teams on phone!

Using chat features

Microsoft Teams provides a range of chat features to enhance communication and collaboration. Here are some tips and tricks for using these features effectively:

  • Send instant messages to individuals or groups.
  • Use keyboard shortcuts to navigate and interact with the platform efficiently.
  • Take advantage of search functionality to quickly find specific messages or information within your conversations.
  • Share files and documents directly within chat conversations for seamless collaboration.
  • Share multimedia content such as images or videos to add richness to your conversations.
  • Utilize the @mention feature to direct messages to specific individuals in group chats.
  • Take advantage of the reply feature to respond directly to a specific message, keeping conversations organized.
  • Use emoji reactions to quickly express emotions or responses in a fun and visual way.
  • Customize your chat settings, such as notification preferences and message formatting options, according to your preferences.

Sharing files and documents

  • Microsoft Teams offers file sharing as one of its core capabilities, allowing users to easily share and collaborate on documents and files.
  • Businesses of all sizes can benefit from using Microsoft Teams for file sharing and collaboration purposes, enhancing productivity and efficiency within their teams.
  • There are several tips and tricks available for users to maximize their file sharing experience on Microsoft Teams, including utilizing add-ons and apps for enhanced functionality.
  • Microsoft MVP and Regional Director Christian Buckley provides visual tips and tricks for maximizing productivity in Microsoft Teams, including file sharing capabilities.
  • Pro users have shared insights and tips for getting the most out of Microsoft Teams, emphasizing the importance of efficient file sharing, chat features, live meetings, and organization within the platform.
  • SharePoint Online is utilized by Microsoft Teams for storing files uploaded or created within a team. Each channel in a team has a dedicated Files tab for easy access to shared documents and files.
  • Permissions are available within Microsoft Teams to control file sharing, ensuring that sensitive information remains secure while still allowing for collaboration.
  • Documents can be shared during a Microsoft Teams meeting or video call, enabling real – time collaboration and feedback from team members.
  • Microsoft Teams also allows for the external sharing of files, making it easy to collaborate with clients, partners, or other external stakeholders.
  • Some users may encounter difficulties when it comes to sharing files during a Teams meeting, but troubleshooting guides are available to help resolve these issues.

Utilizing collaboration tools

  • Use real – time messaging to communicate and collaborate with team members instantly.
  • Take advantage of video conferencing and audio calls to have virtual meetings and discussions.
  • Collaborate on documents by sharing files and editing them together in real – time.
  • Utilize task tracking features to assign tasks, set deadlines, and monitor progress on projects.
  • Make use of whiteboarding sessions to brainstorm ideas and visually collaborate with team members.
  • Keep all project files organized in one place using Microsoft Teams’ file sharing capabilities.
  • Take advantage of the collaboration tools to create and manage teams, channels, and private channels for improved organization.
  • Customize your settings to suit your preferences for notifications, appearance, and accessibility.
  • Use keyboard shortcuts to navigate through Teams quickly and improve productivity.
  • Search through conversations and chats to find important information or previous discussions.

Customizing your settings

Customizing your settings in Microsoft Teams allows you to personalize your experience and optimize the app according to your preferences. Here are some important settings you can modify:

  1. Changing your status and availability: Adjusting your status in Microsoft Teams helps others know if you’re available for a chat, call, or meeting. You can choose between options like Available, Busy, Away, or Do Not Disturb.
  2. Setting a duration for your status: You can set a specific time frame for how long your status will reflect as “Busy” or “Away.” This helps colleagues understand when you’ll be back and available.
  3. Managing call settings: Access the settings menu to customize various call-related options. For example, you can enable or disable features like call waiting, caller ID, or voicemail.
  4. Modifying language preferences: Microsoft Teams supports multiple languages. You can change the language preference in the settings to ensure that the app displays content in the language you prefer.
  5. Customizing notification preferences: Tailor how you receive notifications from Microsoft Teams by adjusting the frequency and type of notifications you want to receive on your phone.


In conclusion, using Microsoft Teams on your phone is a convenient and efficient way to stay connected and collaborate with your team. Whether you’re making calls, joining meetings, or managing contacts, the Teams mobile app provides all the necessary tools at your fingertips.

With its user-friendly interface and customizable settings, Microsoft Teams ensures seamless communication and productivity while on the go. So download the app, get started on your mobile device, and experience the power of Teams in the palm of your hand!