Teams Phone Handsets: Getting Started

The aim of this page is to to help you navigate use of your Teams Phone handset

Notice: Telephony replacement project

In response to BT switching off analogue lines between January 2026 and January 2027, the Telephony Replacement project is currently advising on and coordinating the replacement of centrally managed analogue and critical phone lines as well as managing the transition of Chorus VoIP (digital) lines to Microsoft Teams Phone (formerly referred to as Telephony over Teams at the University). For more information see the Telephony replacement project webpage.

 

Teams Phone handsets offer you the ability to make, receive, and transfer calls. This will replace your current chorus handset.

The tabs below outline how to carry out a variety of tasks using the Poly Edge E100 and Poly CCX 400 handsets.  This is not an exhaustive list of functionality, but it should help you get started:

Poly Edge E100

Further help 

 

I want to:

 How do I do it using a Poly Edge E100?
Wake the phone The phone screen turns off after a set amount of idle time. You can wake the phone at any time after this happens. If you have phone lock enabled, you are prompted to input the PIN when you wake the system. Do one of the following: • Lift the handset. • Press the headset key • Press the Speakerphone key
Set up a contact
  1. Press the Home key 
  2. Scroll down to and select Directories 
  3. Then do one of the following: 
  • Select Contact Directory, then the Add softkey and insert a new contact 
  • Select Call Lists, then Select the number you want to include as a contact, then press the Add Contact softkey 
Set up a favourite
  1. Navigate to Directories > Contact Directory 
  2. In the Contact Directory, select a contact 
  3. On the Contact Information screen, select Edit 
  4. On the Edit Contact screen, select Favourite Index and enter a new favourite index number. Note: If you enter an existing index number, a message displays that the favourite index already exists  
  5. Select Save 
  6. The first two favourites will appear on the Home screen 
Make a call

Pick up the Handset, or press the Headset or Speakerphone key, then do one of the following:

• enter the phone number

• press the Home key > Directories > Contact Directory or Call Lists or Favourites

• Then select the desired phone number or contact and press the Dial softkey
Receive a call When your extension is called you will get a notification on the screen to Answer or Reject the call (or you can pick up the handset to answer).
Transfer calls After answering a call, press the Transfer key or softkey and the call is automatically placed on Hold The default is a Blind Transfer: 1. type in a number or search for a contact or select a contact from the Home screen 2. the call transfers to the intended recipient and is disconnected from you You can also do a Consult Transfer. By selecting softkey to change to Consultative: 3. type in a number or search for a contact or select a contact from the Home screen 4. after the intended recipient agrees to take the call, select Transfer
Forward my calls
  1. Press the Home key 
  2. Navigate to and select More 
  3. Press the CFW key, and choose when you want calls to be forwarded, the options are:  
    1. *33* Always  
    2. *34* No Answer  
    3. *35* Busy  
  4. Followed by the number to which calls should be forwarded, followed by Dial 
    For example, to forward all calls to a mobile, enter *33*07809123456 [dial] 
  5. To cancel forward all calls enter *32* [dial] 
  6. To send all calls to voicemail enter *30* [dial] 
  7. To cancel sending all calls to voicemail enter *31* [dial] 
Put calls on hold
  • After answering the call press the Hold key or softkey   
  • Press the Resume softkey to return to the call    
Set up voicemail 1.    Click on the VM softkey > Connect
2.    Press 1 to access the voice messaging main menu. You can record your greetings and retrieve voice messages
Check voicemail
  1. Press the VM softkey >Connect 
  2. Follow the instructions    

 
Poly CCX 400

Further help

I want to: How do I do it using a Poly CCX 400?
Wake the phone The phone screen turns off after a set amount 
of idle time. You can wake the phone at any 
time after this happens. Do one of the 
following: 

• Lift the handset

• Tap the screen

• Tap the Headset icon

• Tap the Speakerphone icon
Search the directory
  1. On the Home screen, tap the Calls icon
  2. Tap the Keypad icon lower right
  3. Tap People icon and then search by name
Add a contact
  1. On the Home screen, tap the More icon
  2. Select People
  3. Tap the + icon bottom right
    Then do one of the following:
    • Tap Add from Directory and search by name
    • Tap Create new contact and add the details manually
Add to Speed Dial
  1. On the Home screen, tap the More icon
  2. Select People
  3. Select All Contacts
  4. Tap on the three dots to the right of the contact name and then select Add to speed dial
Add to line keys
  1. Tap on More
  2. Select Line Keys
  3. Select the Line key number 
  4. Tap the Search icon and search for and tap on the name in the directory
Make a call

If you have Line keys set up you can Tap on the More icon > Line keys > Select the contact you want to call

Otherwise, do one of the following:

  • Lift the handset
  • Tap the Headset or Speakerphone icon
  • Select Calls icon
    Then:
  • Select a contact from your favourites, speed dial or recent calls list or
  • Enter a number on the dialpad or
  • Tap People and search for the name and select the Call icon next to the contact’s name
Receive a call When the phone is called you will get a notification on the screen to Accept or Decline it. Alternatively, you can pick up the handset to answer it
Transfer calls
  1. Tap Transfer icon after accepting the call. The call is automatically placed on hold
  2. Then tap Transfer now for a blind transfer or Consult first
    Then do one of the following:
  • Search for a contact and select them
  • Tap the keypad icon and enter a phone number

    For Transfer now the call transfers to the intended recipient and is disconnected from you. For a Consult first call, if the recipient agrees to accept the call tap the transfer icon and it transfers to them and disconnects from you
Forward all calls
  1. Tap Profile icon
  2. Select Settings
  3. Select Calling
  4. Toggle on Call Forwarding
  5. Default is forwarding to Voicemail, tap on Voicemail to search for a contact or insert a phone number
Put calls on hold

During an active call:

  • Tap the Hold icon
  • Tap Resume to continue with the call
Set up voicemail
  1. Tap profile icon at top left of screen
  2. Select Settings
  3. Select Calling
  4. Select Change voicemail greetings
  5. Follow the instructions
Retrieve voicemail messages
  1. On the Home screen, tap the Voicemail icon
  2. Navigate to the desired voicemail and tap on it to play the message

Tap the Calls icon to return the call or the Trashcan icon to delete
Delegate calls to an assistant

You can allow delegates to make and receive calls on your behalf

  1. Tap profile icon at top left of screen
  2. Select Settings
  3. Select Manage delegates
  4. Start typing a name to select a delegate from the Directory
  5. On the next screen assign what the delegate can do on your behalf

Related links

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 Telephony service request    

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