How to connect your cloud PBX to Microsoft Teams – step by step

Time to integrate your telephony and PBX system with Teams? It’s easier and quicker than you’d think! Here, we’ll go through all you need to start making and receiving calls directly in Teams. We’ll also give you a few smart tips so that the implementation will run smoothly across the whole organisation.

1. Make sure you have the correct agreements and licenses

The first step is to make sure that you have an updated agreement with Microsoft 365 licenses that are compatible with telephony and cloud PBX (either E1, E3 or E5). With the licenses for E1 or E3, you’ll also need Microsoft’s own add-on 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 add-on Microsoft 365 Business Voice.

To be able to connect your PBX to Teams, you’ll naturally need your telephony solution to be cloud-based. If not, the integration won’t work. Most of the most popular operators have developed their own digital solution for telephony and PBX that’s compatible with Microsoft 365. For example, you can integrate Telavox’s solution directly with Teams without having to make any adjustments. 

2. Prepare the business for the adoption and provide support

Today, a telephony solution isn’t just an IT-project – it’s something that the whole organisation needs and should be engaged in. It’s necessary to involve your coworkers from the start to make the implementation as smooth as possible.

Make sure to work close to the users even after the implementation, and aid them in their usage. A modern, digital phone client is usually an easy and intuitive way of working. As a collaboration tool, Teams is very complex and contains lots of possibilities. That’s why it’s not enough with a half-hour long training – it’s essential to keep developing and improving your methods to get the most of the system.


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3. Let IT and the supplier handle the technical setup

The role of the IT department in the integration is simple: all they need to do is to configure your users in Microsoft. You’ll receive all employees’ numbers from your telephony supplier. Then you simply have to connect the numbers to the users in your Microsoft 365 portal.

All the while, the telephony supplier will connect the solution to the cloud via direct routing. When the configuration is done and all your numbers – fixed as well as mobile – are with Microsoft, employees can start making and transferring calls directly in Teams.

4. Employees set up their personal profiles

In Teams, every user has to customise the settings regarding how to use their phones. When your telephony system is connected to Microsoft, there’s an infinite number of ways to take calls, and it requires structure to manage it efficiently. For example, you can decide for a call to go to both your computer and phone, or for it 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. That way, every user in a department should have the same routines.

5. Use the right equipment

Apart from every user having the correct settings in Teams, it’s just as vital that you also have the right hardware to manage your calls effectively. The users that need a mobile phone for their work should get one, of course, and everyone that takes their calls at their computer needs a decent headset.

For some companies, more advanced conference solutions with web cameras, speakers, microphones and screens are needed to have efficient meetings. Microsoft has developed Teams Rooms System, which contains readymade solutions that seamlessly integrate with the software. With it, you’ll have the world’s most competent platform, so make sure that the equipment is up to par.

6. Stay updated!

Teams is constantly updated with new, exciting features. But who gets their hands on it first is completely random! The thing is, Microsoft won’t release everything to everyone at once; instead, your company can be one of the first that gets to try something new. It can be both major and minor features – ranging from the possibility to change the background in a video meeting to direct subtitles in an ongoing call.

That’s why it’s essential to stay updated, keep your eyes peeled for news when you come across it in Teams. It’s also important to recommend how new features should be used to get the best result. Some might prove to be invaluable – both for your internal cooperation and in your communication with clients!


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