How To Create A Microsoft Teams Meeting With Call In Number

2 min read 23-11-2024

How To Create A Microsoft Teams Meeting With Call In Number

Microsoft Teams meetings are incredibly convenient for collaboration, but sometimes participants can't join via video or computer audio. This is where the call-in number comes in handy. This guide will walk you through creating a Microsoft Teams meeting that includes a dial-in number, ensuring everyone can participate.

Setting Up Your Teams Meeting with a Call-in Option

Creating a Teams meeting with a dial-in number is straightforward. Follow these steps:

1. Scheduling Your Meeting

Open Microsoft Teams: Launch the Teams application on your computer or mobile device.
Schedule a New Meeting: Click on the "Calendar" icon in the left-hand navigation bar. Then, click "New meeting."
Add Meeting Details: Fill in the necessary information, including the meeting title, date, time, and attendees.

2. Enabling Call-in Access

This is the crucial step to ensure a dial-in number is available.

Meeting Options: Once you've entered the basic meeting details, click "Meeting options." This will open a new window with several settings.
Enable "Call-in" and "Phone number": Ensure both "Who can bypass the lobby?" and "Who can call into the meeting?" options are set to the appropriate level of access (eg. everyone) based on your meeting needs. Confirm the "Call-in" option is enabled. This will automatically assign a call-in number. You may see a choice of local or international numbers, allowing participants to connect via their local area code.
Save Changes: Once you've made the necessary adjustments, click "Save" to confirm your choices.

3. Sharing Meeting Information

Now that your meeting is scheduled, share the details with your attendees.

Meeting Link: Share the meeting link provided by Teams. This is what people will typically use to join via computer or mobile.
Call-in Number and Access Code: You'll also find the dial-in number and access code (sometimes called a conference ID) included in the meeting details. Ensure this information is clearly shared with your participants. This allows those without internet access or preferring a phone call to join.

4. Managing Call-in Settings (Optional)

For increased control, you can adjust some additional settings:

Audio Conferencing Provider: Check your organization's audio conferencing provider to potentially utilize specific options or integrations. Your administrator can help with this.
Audio Conferencing Settings: Explore the advanced options within your Teams admin settings for greater control over the audio conferencing functionalities for all of your organization's meetings.

Troubleshooting Common Issues

No Call-in Number: If you don't see a call-in number, ensure your organization has enabled audio conferencing within Teams. Contact your IT administrator if needed.
Incorrect Access Code: Double-check the access code is entered correctly by participants when they call in.
Call-in Issues: If participants face issues connecting via the call-in number, verify the number's accuracy, and try troubleshooting their phone connection.

Why Use a Call-in Number for Microsoft Teams Meetings?

Including a call-in number enhances accessibility and inclusivity, allowing participation from:

Participants with limited or no internet access: A phone connection offers a crucial alternative for those without a reliable internet connection.
Individuals preferring phone calls: Some people prefer the simplicity and familiarity of a phone call.
Situations with poor internet connectivity: Unreliable internet in a specific location can be bypassed with a phone call.

By following these steps, you can create accessible and inclusive Microsoft Teams meetings that cater to a wider range of participants. Remember to always double-check the call-in information before sharing it with attendees. Using a call-in number significantly expands the reach and usability of your Microsoft Teams meetings.