How to Switch to Microsoft Teams Calling: A Step-by-Step Guide

If you’re considering replacing your business phone system, switching to Microsoft Teams Calling is one of the smartest investments your organisation can make. Microsoft Teams Phone transforms Microsoft Teams into a fully featured cloud phone system, allowing employees to make and receive business calls from anywhere while simplifying communications, improving collaboration and reducing operational costs.

Whether your business operates from a single office, supports hybrid workers or has multiple locations across the UK and Ireland, Microsoft Teams Calling provides a modern communications solution that integrates seamlessly with Microsoft 365. In this guide, we’ll explain how to switch to Microsoft Teams Calling, what you’ll need to consider and how Yellowcom can help ensure a smooth migration.

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What is Microsoft Teams Calling?

Microsoft Teams Calling (also known as Microsoft Teams Phone) is Microsoft’s enterprise telephony solution that allows users to make and receive external telephone calls directly within Microsoft Teams.

Instead of relying on a traditional PBX or ageing business phone system, Microsoft Teams Phone enables your employees to communicate using one familiar application for:

• Business phone calls
• Video meetings
• Instant messaging
• Voicemail
• File sharing
• Presence status
• Team collaboration

By replacing legacy infrastructure with a cloud phone system, businesses gain greater flexibility, improved reliability and lower maintenance costs.

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Why Replace Your Business Phone System with Microsoft Teams Phone?

Many organisations already use Microsoft Teams for collaboration but continue paying for a separate business phone system.

Migrating to Microsoft Teams Phone allows businesses to consolidate communications into one secure platform, making it easier for employees to stay connected wherever they work.

Some of the key benefits include:

Work from Anywhere

With Microsoft Teams Calling, employees can make and receive business calls on:

• Desktop PCs
• Laptops
• Mobile devices
• Tablets
• Microsoft Teams-certified desk phones

Because your cloud phone system isn’t tied to the office, staff can remain productive whether they’re working remotely, travelling or in the office.

Reduce Costs

Replacing a traditional business phone system with Microsoft Teams Phone can reduce costs by removing:

• PBX maintenance contracts
• ISDN or PSTN line rental
• Separate conferencing platforms
• Expensive hardware upgrades

A cloud phone system is also easier to scale as your business grows.

Improve Collaboration

With Microsoft Teams Calling, conversations can quickly move from a phone call to a video meeting, while documents and files can be shared without switching applications.

Employees benefit from a single communications platform, improving productivity and reducing time wasted moving between different systems.

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Step 1: Review Your Existing Business Phone System

Before implementing Microsoft Teams Phone, assess your current business phone system.

Consider:

• How many users require phone services?
• Which business numbers need porting?
• Do you use call queues?
• Do you have auto attendants?
• Are hunt groups configured?
• Do you have analogue devices that need to remain?

Understanding your existing setup allows your migration to be carefully planned.

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Step 2: Check Your Microsoft Teams Phone Licensing

To use Microsoft Teams Calling, you’ll need the correct Microsoft licensing.

Depending on your organisation, this may include:

• Microsoft Teams Phone
• Microsoft 365 licensing
• Operator Connect
• Direct Routing

Choosing the correct licensing ensures your cloud phone system delivers all the features your business requires.

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Step 3: Choose Your Calling Provider

There are several ways to connect Teams to the public telephone network.

Many businesses choose a managed telecoms provider because they receive:

• Number porting
• UK & Ireland support
• Ongoing management
• Faster implementation
• Expert advice

At Yellowcom, we help businesses migrate with minimal disruption while ensuring users are fully supported throughout the process.

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Step 4: Port Your Existing Phone Numbers

One of the most common concerns when replacing a business phone system is losing existing telephone numbers.

Fortunately, Microsoft Teams Calling allows you to retain your existing business numbers through number porting.

This means customers continue calling the same numbers while benefiting from a modern communications platform.

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Step 5: Configure Teams Calling Features

Once connected, your Teams Phone system can be customised to suit your business.

Popular features include:

Auto Attendants

Route callers to the correct department automatically.

1. Call Queues

Ensure customer calls are distributed fairly across your team.

2. Voicemail

Receive voicemail directly inside Microsoft Teams.

3. Call Recording

Support compliance and quality monitoring where required.

4. Business Hours

Automatically route calls differently outside working hours.

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Step 6: Train Your Employees

One of the biggest advantages of Microsoft Teams Calling is that employees are usually already familiar with Microsoft Teams.

Training typically focuses on:

• Making business calls
• Answering incoming calls
• Transferring calls
• Using voicemail
• Setting availability
• Managing call forwarding
• Using mobile devices

Most users become comfortable with Microsoft Teams Phone in just a short time.

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Step 7: Retire Your Legacy Phone System

Once Teams Calling is fully operational, your old PBX can usually be decommissioned.

This removes:

• Expensive maintenance contracts
• Ageing hardware
• Limited scalability
• On-site management

Your business communications become entirely cloud-based.

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Is Microsoft Teams Calling Right for Your Business?

Microsoft Teams Calling is ideal for organisations that:

• Already use Microsoft 365
• Have hybrid or remote employees
• Want to simplify communications
• Need better scalability
• Are replacing an ageing phone system
• Want to reduce telecom costs

Businesses across sectors including legal, healthcare, construction, education and professional services are increasingly making the move.

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Why Choose Yellowcom?

Migrating your business phone system doesn’t need to be complicated.

Yellowcom provides:

• Microsoft Teams Calling implementation
• Number porting
• Business connectivity
• Ongoing UK & Ireland support
• Fully managed business communications

We’ll assess your existing phone system, recommend the best migration approach and ensure your transition happens with minimal disruption.

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Ready to Switch to Microsoft Teams Calling?

If you’re looking to modernise your business communications, our experts can help you migrate to Microsoft Teams Calling quickly and securely.