How to Add Dial-In Numbers in Microsoft Teams Fast

Key Takeaways

• Dial-in numbers let users join Teams meetings by phone.
• Audio Conferencing must be enabled in Microsoft Teams.
• Service numbers are required for conferencing bridges.
• Dial-in details are added automatically to meeting invites.
• Teams admin center is used to manage dial-in settings.

Before you dive into dial-in numbers, it is important to determine whether your organization has everything in place for PSTN conferencing. PSTN conferencing is the feature that allows meeting participants to join via telephone. You’ll need to check if your Microsoft Teams account is enabled for PSTN calling and conferencing. If you’re unsure about this setup, you should contact your IT administrator. They can confirm whether the necessary licenses have been purchased and applied to your organization’s Microsoft Teams setup.

 

How to Add Dial-In Numbers

Verify Audio Conferencing Availability

Before you can start adding dial-in numbers to your Teams meetings, you’ll want to verify that Audio Conferencing is available in your region. Microsoft provides a list of countries and regions where Audio Conferencing, Calling Plans, and other phone system features are available. To do this:

STEP 1: Go to the “Country and region availability for Audio Conferencing and Calling Plans” page on Microsoft’s website.

STEP 2: Select your country or region from the list.

License Acquisition and User Assignment

Getting your team ready for dial-in conferencing involves two important steps:

STEP 1: Visit the Microsoft 365 admin center and go to the Billing section to purchase the necessary licenses.

STEP 2: Once purchased, you’ll then assign these licenses to the appropriate users in your organization through the admin center.

Don’t forget to also assign Communications Credits licenses to the same users. They’re free.

 

Configure Microsoft Teams Environment

Obtain Service Numbers for Your Conferencing Bridge

For your organization to effectively use audio conferencing within Teams meetings, you’ll need special phone numbers known as service numbers. These numbers will connect participants to your conferencing bridge, enabling dial-in access to meetings.

Here’s how to get them:

• Use the Microsoft Teams admin center: You can acquire service numbers directly through the admin center. This is the most straightforward method but is based on availability within your country or region.
• Port existing service numbers: If your organization already has existing service numbers from a different provider, they can be transferred to Microsoft 365 or Office 365. It’s a bit like moving your existing phone number to a new cell phone.
• Request new numbers via a form: In some instances, you might need specific numbers or area codes that aren’t available through the admin center. For these cases, a request form can be used to obtain new numbers.

Designate a Default Number and Manage Language Settings

Now that you have your service numbers, the next stage is to designate a default number for your organization and tailor the language settings to suit your team’s needs. This step ensures a personalized and user-friendly experience for both meeting organizers and participants.

STEP 1: Open the Microsoft Teams admin center.

STEP 2: Navigate to ‘Meetings’ > ‘Conference bridges.’

STEP 3: Select the phone number you intend to set as the default.

STEP 4: Click ‘Edit’ and choose the desired default language for the auto attendant—the system that greets callers and guides them through menu options.

 

Personalize Meeting Invitations

Meeting Invite Details

In Microsoft Teams, you have the option to customize the meeting invitations:

STEP 1: Go to ‘Meetings’ > ‘Meeting settings.’

STEP 2: Add custom details such as help and legal links, a text message for attendees, or a small company logo.

Integrate Dial-In Number with Meeting Invites

• For Outlook Scheduled Meetings: Create a new Teams meeting within your Outlook calendar, and the dial-in details, along with the conference ID, will be included automatically in the invitation.
• For Teams Scheduled Meetings: When scheduling a meeting directly in Teams, make sure you have PSTN conferencing enabled on your account. Again, the necessary dial-in details should populate the invite without further input needed from you.

 

Advanced Setup

Assigning Individual Dial-In Numbers

When you require a more personalized approach for certain team members or departments, assigning individual dial-in numbers can come in handy. This allows for a consistent meeting experience and can be useful for those who frequently host conferences.

Here’s what you need to do to assign individual numbers:

STEP 1: In the Microsoft Teams admin center, navigate to ‘Users’ and then select the specific user.

STEP 2: Click on ‘Policies’ and then ‘Edit.’

STEP 3: Under ‘Audio Conferencing,’ you can choose a specific service number to assign to the user from your pool of available numbers.

Additional Meeting Options and Resources

To optimize your Microsoft Teams meetings further, explore additional settings and resources that can enhance the meeting experience.

Here’s a brief look at what you might consider:

• Meeting Options: Tailor participant permissions, decide who can bypass the lobby, and determine who can present in the meeting. You can access these settings directly from the Teams meeting invitation by clicking on ‘Meeting options.’
• Dial-in Number Lookup: Participants sometimes need access to alternative dial-in numbers, especially if they’re joining from different regions. Using the ‘Find a local number’ link at the bottom of the invitation can be a lifesaver, as it provides a full list of available dial-in numbers based on the user’s location.
• Audio Conferencing Settings: Delve into audio conferencing settings in the Teams admin center for more customization options—such as setting entry and exit announcements or adjusting meeting PIN requirements.
• Resources and Documentation: Microsoft offers extensive documentation and support resources online. Utilize these to stay updated on best practices, troubleshooting steps, and new feature releases.

 

Helpful Tips

• Assign users to different groups based on department, role, or location. This will help you to assign permissions and licenses to multiple users at once.
• Regularly review user permissions and update any changes to roles.
• Implement RBAC so that users have access to only the information and features that are necessary for their role.
• Perform actions on multiple users at once.
• Access settings that may not be available in the admin center for tailored meeting experiences.
• Create scripts to automate recurring tasks and save time.

 

Overcoming Common Challenges

Troubleshooting Dial-In Number Issues

1. Double-check the dial-in numbers provided in the meeting invite.
2. Confirm that the affected users have the appropriate audio conferencing licenses assigned to them.
3. Encourage users experiencing connection issues to check their network.
4. Audio Device Settings: Guide users to verify that their audio devices (headphones, microphones) are properly configured and selected in Teams settings.
5. Update Teams: Ensure that all users have the latest version of Microsoft Teams installed, as updates can resolve known bugs and introduce improvements.

Navigating Global Dial-In Restrictions

• Country Restrictions: Some countries may not support dial-in conferencing or may have specific legal requirements. Review Microsoft’s availability list to determine if there are limitations for certain regions.
• Alternate Methods: If dial-in is not available, encourage the use of Teams’ VoIP capabilities, or consider providing alternate dial-out options where the meeting can call participants directly.
• Communications Credits: Setting up Communications Credits in Teams can allow for dial-out capabilities to countries where dial-in numbers aren’t available.

 

FAQs

What Do I Need Before I Can Add Dial-In Numbers?

• Microsoft Teams enabled for your organization.
• Audio Conferencing license or Microsoft 365 E5 subscription.
• PSTN infrastructure configured if you are using direct routing.

How Can I Assign a Dial-In Number to An Individual User?

• Make sure you have service numbers available.
• In Teams admin center, under ‘Voice’ > ‘Phone numbers’, assign a number to the user.
• They will receive this number on all their Teams meeting invites.

Why is Teams meeting not showing dial in option?

If Teams meetings aren’t showing the dial-in option, it could be because:

• Audio Conferencing isn’t enabled.
• The user organizing the meeting doesn’t have an Audio Conferencing license.