Microsoft Teams Phone
Music On Hold and greetings for Microsoft Teams Phone
Teams handles calls through call queues and auto attendants rather than a box in a cupboard, and both are set up in the Teams admin centre. It is happy with an everyday audio file, which makes this one of the simpler systems to change.
The file
What Microsoft Teams Phone needs
The file your system expects, prepared for you. There is nothing to convert, and no setting for you to work out.
Generic Phone System
Works with most other phone systems. Pick this if you are not sure.
Teams Phone is not listed by name in the studio, so choose Other / Not sure. Unlike a traditional phone system, Teams accepts an ordinary audio file, so the MP3 included with every purchase is usually the one to upload — and it is well inside the size Teams allows.
We would rather say that plainly than invent a Microsoft Teams Phone option that is only a different label on the same file. The systems named in the studio are named because we have something specific to do for them.
Every purchase also includes an MP3 you can play on any device to check it or send it around your team, plus the full-quality original in case someone ever asks for it. Downloads are unlimited.
Music On Hold is your phone system name for the slot that plays while a caller waits. Recordings are produced voice only while the music library is closed, and a spoken recording fills that slot just as well — the levels, the timing and a clean start and finish are still handled for you.
Where it goes
Getting the file onto your system
Choose Other / Not sure in the studio, then take the download to your system.
- Choose Other / Not sure in the studio. Every purchase also includes an MP3, which is the file Teams generally wants.
- Open the Teams admin centre with an account that can manage voice settings.
- Find the call queue or auto attendant that answers the number you are changing.
- Upload your audio where it asks for a greeting or for music on hold, and save.
- Ring the number from a mobile to check it, allowing a little time for the change to reach the service.
If the screens do not match
Microsoft moves things around in the admin centre from time to time, so the headings may not match this page exactly. The two things to look for are call queues and auto attendants, both under the voice or calling section.
What usually goes wrong
The things that catch people out on Microsoft Teams Phone
Almost every one of these ends with somebody deciding the file is faulty when it is not. They are worth two minutes before you start.
Changes take a little while to appear
Teams does not always switch over the moment you save. If the old audio is still playing, give it a while and ring again before changing anything else. Testing repeatedly in the first minute is how people end up undoing work that was fine.
The greeting and the hold music are separate uploads
What a caller hears when they arrive and what plays while they wait are two different settings on a call queue. Setting one leaves the other on the Teams default.
More than one queue or attendant
A business with a main number, a sales line and an after-hours flow can have several queues and attendants. Each carries its own audio, so changing one leaves the rest as they were.
The account signing in cannot manage voice
Uploading queue audio needs an administrator with voice permissions, which is not every administrator. If the upload option is missing rather than failing, that is usually what it is.
Questions
Before you start
Write your script, pick one of the Australian voices, and hear five seconds of your own audio before you decide anything. Pricing is one payment for the recording you make, and the file for Microsoft Teams Phone is included in it rather than charged as an extra.
Elsewhere
Guides for the other systems
The recording does not change from one system to the next. Where the file goes does.
We'll prepare the file. You just upload it.
Start from a blank page or let the assistant draft it. Either way you hear five seconds of your own audio before you decide anything.
No account needed. Payment comes after the preview, not before.