Over the summer of 2025, Information Services will be working to replace our aged telephone system with a new system that leverages our campus Microsoft infrastructure and licensing, called Microsoft Teams Phone. The new Teams Phone service will allow for many new services and features and also will allow calls to be placed and received from any system that runs the MS Teams application – or an approved desktop phone that is Teams certified.
Project Timeline
The transition is planned to take place in three waves. Details are subject to change.
Wave 1: May – June 2025
- Information Services tech team subgroup (15 users),
- IS will test hardware and software, and prepare resources to ensure a smooth transition for other departments.
Wave 2: June – July 2025
- Pilot Group (15 users) –
- A strategically chosen group of academic and administrative staff will be oriented. Secondary (test) phone numbers will be available before the actual pilot group phone lines are migrated in late July. Feedback from this group will assist the tech team in refining training and support resources.
Wave 3: August – September 2025
- Administrative Staff and Faculty
- Common area phones (e.g. reception areas)
- Training will be available
The project is expected to be completed by September 15, 2025 when Fall Quarter classes begin. You can expect several emails and training resources before your department’s migration.
Teams Phone Project FAQs
Why is K transitioning to Microsoft Teams Phone?
To modernize our antiquated phone system, we chose Microsoft Teams Phone for several reasons, primarily due to its unified communication platform, cost savings, and enhanced collaboration features.
Will I still have a desk phone? What if my work requires a physical phone?
Most faculty and staff will not have a traditional desk phone. Instread, you will use Teams Phone which works within the Teams app on your computer or smartphone. This allows you to make and receive calls using your computer’s microphone and speakers or a headset —this is called a “softphone.”
If a physical phone is required for your work, we will provide you with a dedicated Teams phone. Teams phones provide a traditional phone experience while integrating directly with the Teams platform.
Cisco IP desk phones will no longer be in use after the transition. These phones will be collected by IT staff for proper disposal.
Will I keep my current phone number?
Yes
Will I still have voicemail?
Yes. Voicemail will be saved as audio files and transcripts accessible via your email. We will provide instructions on how to set up and customize your Teams Phone voicemail. Your old voicemail messages will not be migrated to the new system.
How will shared lines and pickup groups be affected?
You can pick someone in Teams to be your delegate—a person who can receive and make calls on your behalf. When you add a delegate, you’re essentially sharing your phone line with them, so they can see and share all of your calls.
Pickup groups, also known as call groups, allow you to share your incoming calls with colleagues so they can answer calls when you’re unavailable. You can configure these groups in the Teams admin center, allowing you to determine how calls ring to the group members (e.g., simultaneously or in order).
Will I still be able to manage multiple lines?
Yes. Managing multiple phone lines on a Microsoft Teams phone can be done through features like shared line appearance and call delegation. These features allow users to share a phone line with others and manage calls on behalf of another user.
Will I still be able to transfer calls?
Yes, you will be able to transfer, park, and merge calls in Teams.
What if the campus loses its internet connection?
Teams phones will not function in the event of an internet outage. We are working to obtain additional backup internet service to avoid future service disruptions. Campus Safety and emergency phones will still function in the event of an internet service disruption (see next section).
How will the emergency phones on campus be affected?
Blue Light phones, elevator phones, alarm panels, and other life-safety phones will not be Teams-enabled. They will route directly through to the Plain Old Telephone Service (POTS) landline system rather than the internet. In the event of an internet service disruption, emergency phones will still function.
Our department has a phone at a shared location, often staffed by students, and not tied to a specific person. How will that work?
Common areas that receive calls will be equipped with a physical Teams-enabled phone. The phone will remain “logged in” to Teams via a special resource license. Individual users will not need to log in and out during shift changes. Advanced calling capabilities — forward, hold, transfer, park, auto attendants — are supported.
Does Teams Phone support international calling?
Yes. International calling polices are set on a per-user basis. Speak to your supervisor if international calling is required for your line.
Will I be required to use my personal cell phone to answer Teams calls?
No. If you choose to have the Teams app installed on your phone, there are settings for whether and when you want it to ring. Please work with your supervisor to determine the expectations for your availability.
How much downtime should I expect?
You can expect minimal downtime. Your existing phone number will be ported to Teams for you. You may need to restart Teams to see the changes take effect and the dialpad to appear. You should plan on a few minutes to configure your voicemail settings, including recording a greeting.
Will we receive training?
Yes, we will offer recordings and in-person training sessions. If you would like additional attention, please contact the help desk to schedule a session.
I can already make audio calls in Teams – how is this different?
Teams Calling, which we have been using for several years, only alows you to call other Teams users.
With Teams Phone, you’ll be able to call any phone number, just like a traditional phone system. In addition, Teams Phone includes advanced features like:
- voicemail with transcription
- call queues & auto attendants
- advanced call transfer, hold, park, and forwarding
- integration with special desk phones (if required)
- emergency calling support
How can I prepare for the transition?
Please be on the lookout for communications from the implementation team as we gather information about specific setup needs. Your prompt responses will help make the process go smoothly. Start familiarizing yourself with Teams Phone using the resources linked below.
You can set up your voicemail in Teams now, to avoid coverage gaps.
Teams Phone Resources
Getting Started with Teams Phone (YouTube Playlist)