Communication sits at the heart of every business venture. You have to communicate with customers daily. You need to share information with suppliers, vendors, and business partners.

You also need strong communication within your organization. If your people don’t have communication methods and structure, everything falls apart.

In search of powerful communications, you might explore a ton of ideas. You can talk to your managed IT provider in Omaha, and they’ll know the best applications and systems which may save you some time.

Rather than bog you down with a heavy burden of information, we can lighten the load by talking about one of the most popular, and effective, communications tools out there: MIcrosoft Teams.

A lot of businesses use it, and it’s worth learning why. While you’re learning, you might wonder if it can completely replace your phone system. We’ll get to that answer along with many others and demystify what Teams can and cannot do for you.

What Is Microsoft Teams?

Teams is a communications platform created and hosted by Microsoft. It is designed for business use, and it aims to bring comprehensive communication and collaboration to a workplace. It allows for video conferencing, voice conferencing, shared workspaces, file sharing, instant messaging, and a whole lot more.

All of these features live in a single ecosystem, allowing for seamless communication across channels. You can start a conversation in an instant message and easily transfer it to a voice call without losing anything in the process.

Understanding Teams Voice, Teams Calls, and Teams Phone

Let's break down some of the key features and terms of Microsoft Teams and Teams Phone to help you understand the differences, how it all works, and their full potential.

• Teams Voice refers to the general ability to make and receive voice calls within Teams. It’s not a standalone product or service, but a capability that is included with the Teams application and uses voice over IP (VoIP technology).
  
  Utilizing VoIP allows you to speak into a computer system (personal computer, tablet, smartphone, etc.) and your voice is converted into a digital signal and sent over the internet to the recipient, who can then hear you in real time.
  
  
• Teams Calls is the application interface you see when you click on the Calls icon on the left navigation bar in Teams. This is your hub for accessing contacts, call history, voicemail, and the dial pad. You can use Teams Calls to make and receive voice and video calls with other Teams users. If you have Teams Phone, you can also dial out and receive calls from external numbers.
  
  
• Teams Phone is a dedicated product that provides a cloud-based, VoIP phone system for Teams users. It allows you to replace your existing on-premise PBX or VoIP phone system with features delivered through the Microsoft Teams Phone product. With Teams Phone, you can make and receive public switched telephone network PSTN calls (traditional landline service), transfer calls, merge calls, access your voicemail, and more. You can also use Teams Phone with certified devices like physical desk phones, headsets, and conference phones.
  
  • PBX system or Private Branch eXchange is a business telephone system that offers multiple inbound and outbound lines, call routing, voicemail, and call management features.
    
    
  • To use Teams Phone, you need a Microsoft 365 license that includes the Teams Phone system feature, such as Microsoft 365 Business Voice, Microsoft 365 E5, or Teams Phone license. Additionally, you need a PSTN service that provides phone numbers and calling plans for your users. You can get this service from Microsoft or a third-party operator that supports Operator Connect or Direct Routing.
    

Can Teams Replace Your Business
Phones?

Microsoft Teams is not sufficient for  businesses to entirely replace their phone systems. This is due to its limitation of only being able to call or receive calls from others who are using teams. 

Within your organization, everyone presumably has access to Teams. This means they can call each other an unlimited amount, and you don’t pay by the minute. You are using VoIP,  internet-based communication, which means the cost is what your internet service provider (ISP) is charging you per month.  Microsoft Teams gives you many collaboration and communication features but you can’t replace your business phone system with that application, unless you happen to only be communicating with people who use Teams. And for most businesses that is not the case.

That’s where Microsoft Teams Phone comes into play.

If you’re spending a lot on long distance calls to members of your organization across the country or globe or you are communicating with people that use business phone systems or their cell phones, your business could benefit from Microsoft Teams Phone plans.

However, if your business makes outbound calls or has customers, clients, or prospects that are not using Microsoft, then you would still need another option that allows you to communicate with them.

Teams Phone With Microsoft Teams

Microsoft Teams Phone, when integrated with Teams, provides a comprehensive solution that allows you to remain in one application for communication and collaboration. It bridges a gap.

Teams Phone integrates seamlessly with Teams to offer a cloud-based phone system that can replace traditional PBX or VoIP systems. Here are some of the standout benefits:

• Unified Communication Platform: Teams Phone brings all your communication tools into one platform. This includes voice calls, video calls, messaging, and collaboration tools. By integrating with Teams, users can switch between different modes of communication without switching applications, streamlining workflows and enhancing productivity.
  
  
• Advanced Calling Features: Teams Phone comes equipped with a host of advanced features that enhance your communication capabilities. These include call transfer, call queues, auto attendants, voicemail, and call forwarding. These features ensure that your business can handle calls efficiently and professionally.
  
  
• Scalability and Flexibility: As a cloud-based solution, Teams Phone is highly scalable. Whether you are a small business looking to grow or a large enterprise with fluctuating needs, you can easily scale your phone system to match your requirements. This flexibility ensures that your communication system grows with your business.
  
  
• Integration with Certified Devices: Teams Phone works with a variety of certified devices, including desk phones, headsets, and conference phones. This ensures high-quality audio and video calls, making it easier for your team to communicate effectively, whether they are in the office or working remotely.
  
  
• Security and Compliance: Built on the Microsoft 365 security framework, Teams Phone benefits from enterprise-grade security features. This includes encryption, secure data centers, and compliance with various regulatory standards. 
  
  
• Ease of Management: Managing your phone system through the Microsoft 365 admin center simplifies administrative tasks. You can easily add or remove users, assign phone numbers, and configure settings, all from a single, user-friendly interface.
  

By leveraging Microsoft Phone in conjunction with Teams, businesses can achieve a unified, efficient, and cost-effective communication system. This integration not only enhances internal communication but also extends your reach to external contacts, ensuring seamless connectivity with clients, customers, and partners.

For more detailed information about the capabilities and benefits of Teams Phone, you can explore the Microsoft Teams Cloud Voice Landing Page and learn What is Teams Phone in Office 365.

The Cons of Teams Phone

While Microsoft Teams Phone offers numerous benefits, it’s important to consider some of the potential drawbacks before fully committing to this solution for your business communication needs. Here are a few cons based on expert reviews:

• Complex Setup and Administration: Setting up Teams Phone can be a complex process, especially for businesses without dedicated IT staff. According to PCMag, the initial configuration and ongoing management require a solid understanding of Microsoft 365's ecosystem and the specific settings needed for optimal performance . This complexity can be a barrier for smaller businesses without a strong IT background or a dedicated managed service provider like CoreTech to assist.
  
  
• Higher Costs for Advanced Features: While Microsoft Teams Phone can save money, the costs for advanced features can add up. TechRadar notes that the pricing structure, which requires additional licenses and calling plans, can become expensive . For businesses needing extensive features and international calling capabilities, these additional costs may outweigh the initial savings. This is where a comprehensive evaluation of your organization's needs are paramount to making an informed decision.
  
  
• Dependence on Internet Connectivity: Since Teams Phone is a cloud-based solution, it is highly dependent on a stable and high-speed internet connection. Any issues with internet connectivity will directly impact call quality and reliability. This dependency makes it less ideal for businesses in areas with inconsistent internet service.
  
  
• Limited Integration with Non-Microsoft Services: While Teams Phone integrates seamlessly with other Microsoft 365 apps, its integration with non-Microsoft services is limited. This can be a significant drawback for businesses that rely on a variety of software tools from different vendors. According to TechRadar, this lack of flexibility can hinder workflow integration and efficiency .
  
  
• Feature Gaps: Despite its comprehensive feature set, Teams Phone still has some gaps compared to traditional PBX systems. For instance, certain advanced call management features might not be as robust or customizable as those offered by dedicated telephony systems. This can be a limitation for businesses with specific or complex telephony needs.
  
  

Considering these potential drawbacks is crucial when evaluating whether Microsoft Teams Phone is the right fit for your business. While it offers significant advantages, understanding its limitations will help you make an informed decision and ensure that your communication infrastructure aligns with your business requirements.

If you want to explore what Teams might do for your Omaha or Lincoln business in greater depth, then you should have a conversation with your Omaha IT support. We will evaluate your business operations and goals and recommend the best business phone system to meet your needs. You can use that information to make a better decision, and whether you use Teams Phone or not, you can rest easy knowing you chose what is best for your company situation.

Additional Resources:

• How a Cloud-Based Phone System Improves SMB Customer Service
• How to Find the Best Omaha IT Service Provider for My Business
• How to Hold a Smooth Video Meeting in Microsoft Teams