How to Replace Your Legacy Phone System with Microsoft Teams Voice
Are you ready to stop using your old phone system? You need a new solution for remote and hybrid work. Microsoft Teams Voice is all about empowering your business to call safely, use smart voicemail, and work together easily. Many businesses face challenges during this transition, such as missing devices or not adequately training users. Here is a quick look at what you might encounter:
Using Teams Voice empowers your business to work better and keeps your team connected.
Key Takeaways
Microsoft Teams Voice puts calls, chats, and meetings in one app. This makes talking with others easier and faster.
Strong security features protect your calls and data. End-to-end encryption keeps everything safe. This helps you follow the rules.
Good planning and training help you switch from your old phone system. This makes moving to Teams Voice easy.
Picking the right hardware and licenses is very important. This helps your business get the most from Teams Voice.
Moving to Teams Voice can save your team a lot of money. It also helps everyone work better together.
Empowering Your Business with Teams Voice
Key Features
When you use Microsoft Teams Voice, you get more than phone calls. All your communication tools are in one app. You can chat, join meetings, share files, and call from the same place. This makes your day easier and saves time.
Here are some things that make Teams Voice different from old phone systems:
You can call, chat, and meet in one app.
You can add or remove users as your business grows.
Teams Voice is part of Microsoft 365, so you do not need extra hardware.
You can share documents and work together at the same time.
Teams Voice keeps your calls and data safe with strong security.
Tip: You can use these features on your computer, tablet, or phone. This helps you stay connected wherever you are.
Business Benefits
Teams Voice helps your business work better and keeps your team together. You get one platform for calls, chats, meetings, and sharing files. This makes it easy for everyone to work together, even if some people are at home or traveling.
Here are some real benefits:
You also get strong security. Teams Voice uses end-to-end encryption and follows rules like HIPAA and GDPR. Emergency calls go out automatically, so your team stays safe. Old phone systems often do not have these protections.
Forrester found businesses got a 116% ROI over three years after switching.
Companies saved thousands of hours every month.
Teams Voice helps you launch products faster and keeps employees happy.
Teams Voice gives your business a modern, safe, and flexible way to talk. You help your team work better and serve your customers with confidence.
Requirements & Options
Hardware & Network
You want Microsoft Teams Voice to work well. First, check your devices and network. Most new computers are fine, but check if your hardware meets the lowest requirements. Here is a table to help you:
You also need a strong network. Make sure each place has enough power and good internet. You need the right furniture for your setup. Change your network for bandwidth, firewall, and proxy settings. Ask your vendor or AV team for help with setup.
Teams Voice needs enough bandwidth for calls and video. Here is a chart that shows the lowest speeds for different uses:
Tip: For one-on-one calls, you need at least 1.5 Mbps up and down. For group video calls, try to have 4 Mbps.
Licensing
Choosing the right license is important. You want features that fit your business. Here is a table to help you compare:
For small and medium businesses, Microsoft 365 Business Premium is a good choice. It gives you the tools you need and keeps things simple.
Calling Plans
You can pick from different calling plans. Choose what works for your team and budget. Here is a quick look:
International plans let you call many countries. You can add calling plans to Microsoft 365 E5 or use Direct Routing for more choices.
Empowering your business starts with the right setup. When you pick the right hardware, licenses, and calling plans, your team is ready to do well.
Migration Steps
Ready to move from your old phone system to Microsoft Teams Voice? You can make this change smooth and simple if you follow the right steps. Let’s break down the process so you know what to expect.
Assess Current System
Before you start, you need to look at your current phone setup. This helps you avoid surprises later. Here’s how you can do it:
Check your old phone system. Look at PBX, VoIP, and any other equipment you use.
Make a list of all your phone numbers, extensions, and what each user needs. Some people might need call forwarding or voicemail.
Gather Customer Service Records (CSRs) from your phone carriers. You’ll need these if you want to keep your numbers.
You might find some common issues during this step. Here’s a table to help you spot them:
Tip: Write down everything you find. This makes planning much easier.
Plan & Prepare
Now you know what you have. It’s time to get ready for the move. Good planning helps you avoid problems and keeps your team happy.
Get your support team involved early. Train them so they can help users when you go live.
Think about your users. Create easy-to-read guides and training materials. Set up a rapid response team to answer questions fast.
Check your network and hardware. Make sure everyone has what they need for clear calls.
Use analytics from the start. This helps you save money and gives users a better experience.
You can use special tools to help with planning. Here are some things to look for:
Supported data types: Make sure the tool can move call history, voicemail, and settings.
Security and compliance: Pick a tool that keeps your data safe and follows the rules.
User experience: Choose something easy to use with good support and clear instructions.
You might want to work with a Microsoft Gold Partner. These experts know Teams Voice inside and out. They can help you handle tricky parts of the migration.
A pilot program is a smart way to test your plan. Try it with a small group first. Get feedback, fix any issues, and then roll it out to everyone. Offer training and support so users feel confident.
Implementation
You’re ready to make the switch. Here’s what you need to do:
Buy and assign Teams Phone licenses to your users.
Pick a PSTN connectivity option that fits your needs.
Get phone numbers for your team and services. Assign them as needed.
Set up emergency calling so your team stays safe.
Add auto attendants if you want callers to reach the right person fast.
Create call queues for busy departments.
Turn on other Teams Phone features that help your business.
Manage your deployment and keep checking in with users.
You should also:
Do a readiness check before you start.
Take time to design and plan your setup.
Configure your environment for Teams Voice.
Move your users to Teams Calling.
Ask users for feedback and make improvements.
Here’s a look at how a migration timeline might work for a large organization:
Note: You can adjust your timeline to fit your business size and needs.
Empowering Your Business with Teams Voice means you get a modern phone system that grows with you. You keep your team connected and ready for anything.
Integration & Costs
PSTN & Number Porting
You want your phone numbers to move to Teams Voice without problems. Start the number porting process early. Make a full list of all your phone numbers. Match each number to the right person or group. This helps you avoid mistakes.
Here’s what you should do:
Check every service that uses your phone numbers before you start.
Update where users are for emergency calls.
Work with your carrier during the porting steps.
Porting can be hard sometimes. Your old provider might cause delays. Make sure you can track your requests and ask for help if needed. You can move all numbers at once or do it in smaller groups to keep things working.
UCaaS & Operator Connect
You can make Teams Voice better with UCaaS and Operator Connect. UCaaS saves money and is more reliable. The interface looks the same, so your team does not need new training. Operator Connect lets you use your provider’s skills and gives you shared support.
UCaaS and CCaaS together can help agents work 42% better.
Customers can be 36% happier.
You might see a 29% drop in costs.
Operator Connect makes it simple to call outside your company from any Teams device. If your provider uses Operator Connect, you get a direct link and a service deal for smooth setup.
Cost Overview
Switching to Teams Voice means you need to plan your spending. Here are the main cost parts:
Teams Voice helps you save money. You spend less on old phone systems and IT work. You also pay less for long-distance and international calls.
Tip: Check if you really need physical phones. Some places may not need them now. Look at your budget and see how Teams Voice can help you save.
You now know how to switch your business to Microsoft Teams Voice. Here are some things to remember: Milliman saved money and worked better after switching to Teams. You need a good plan for change and training for your team. Teams Voice gives strong security and helps with remote work.
Are you ready to begin? First, set your goals. Next, check your current system. Then, make a team to help with the move.
Need help? You can use UCaaS, get help picking devices, and find Microsoft Teams training. These resources make your switch easier.
FAQ
How long does it take to switch to Microsoft Teams Voice?
Most businesses finish in a few weeks. If you have a big team or many locations, it might take longer. Start with a small group, then move everyone else once you feel ready.
Can I keep my current phone numbers?
Yes, you can port your existing numbers to Teams Voice. Work with your provider and follow the steps for number porting. This keeps things smooth for your team and customers.
Do I need new phones or devices?
No, you can use your computer, tablet, or smartphone with Teams Voice. If you want desk phones, choose Teams-certified models. Many users prefer headsets or built-in microphones.
What happens if my internet goes down?
If your internet stops, Teams Voice will not work until you reconnect. You can set up call forwarding to mobile phones as a backup. This helps you stay reachable.
Is Teams Voice secure for my business?
Yes! Teams Voice uses strong encryption and follows rules like HIPAA and GDPR. You get safe calls and data protection. Your business stays secure.