Information Services is 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.
Please continue to check this page for more information on this project.
Project Timeline
The transition is planned to take place in three waves. Details are subject to change.
Wave 1: Complete
Date: May-June 2025
Subgroup: Information Services tech team (15 users)
Information Services:
- Tested hardware and software
- Started documentation and instructions
- Continued planning logistics for phone conversion
Wave 2: Complete
Date: June-July 2025
Pilot Group: Academic and administrative staff
A select group of 15:
- Were oriented to Teams Phone
- Tried out new system
- Shared feedback on system, training methods, and more
Wave 3: In Progress
Date: August – September 2025
Community Members: Administrative staff and faculty
During this phase:
- Administrative staff and faculty will be migrating to Teams Phone
- Common area phones (e.g. reception areas) will be migrated as well
- Old voicemail from cisco phones will no longer exist.
- Training to tailor your Teams Phone settings will be available to all faculty and staff
Expected completion date: 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
Project Background
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.
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
Expectations
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.
Note: Cisco IP desk phones will no longer be in use after the transition. These phones will be collected by IS staff for proper disposal.
Will I keep my current phone number?
Yes
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.
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.
Note: Your old voicemail messages will not be migrated to the new system.
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 I still be able to transfer calls?
Yes, you will be able to transfer, park, and merge calls in Teams.
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.
The Specifics
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.
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.
What if…
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).
What if there is an emergency? 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.
Preparation
How can I prepare for the transition?
- Stay in the know! – Please be on the lookout for communications from IS as we gather information about specific setup needs.
- Tip: We will be sharing updates on our blog and not always via Hornet Hive Announcements. With that said, we encourage you to subscribe to our blog to get notices right to your email inbox.
- Respond promptly – If there is a call to action, your prompt responses will help make the process go smoothly.
- Discover and Explore – Start familiarizing yourself with Teams Phone using the resources linked below.
You can set up your voicemail in Teams now, to avoid coverage gaps.