Microsoft Teams Phone & Calling
GravIT turns Microsoft Teams into your business phone system: calls on any device, call forwarding, voicemail, recording and transcription, fully integrated with the Microsoft 365 you already run. Set up, number-ported and supported by our Geelong team.
What actually changes
The same situations you deal with now, handled differently. Every phone system is different, so we check yours before we recommend anything.
| When this happens | On an older phone system | With Teams PhoneWhat we set up |
|---|---|---|
| Someone works from home for the day | Usually a diversion to a mobile, or the extension simply doesn't follow them. | They sign in to Teams on the laptop or their mobile and their number rings there. Nothing to divert. |
| A new starter needs a phone | A handset, a spare port on the system, and often a technician visit to get it live. | Add their licence and they can take calls the same day. A handset only if they want one. |
| Desks get shuffled, or you move office | Extensions are tied to the cabling, so moving people is usually a cabling job. | The number follows the person, not the desk. Moving desks changes nothing. |
| The main number rings and everyone's already on a call | Depends what the system was set up with. Changing how calls hunt around often means a service call. | A call queue rings the group until someone picks up, with an auto-attendant in front of it if that suits you. |
| You grow from five staff to twenty-five | More handsets, more ports, and possibly a bigger system. | A licensing change, not a hardware project. |
| Call quality drops one morning | Two suppliers to ring, the phone provider and the internet provider, and often two opinions. | Where we also run your Microsoft 365 and your internet, it's one phone call and one owner. |
Your existing numbers come across as they are, so callers notice nothing except that you answer from wherever you are. Tell us how your calls work now and we'll map it against this.
What you can actually do with it
The bits people ring us about, in plain English.
One app for everything
Chat, meetings and phone calls in the place your staff already work, tied into your Microsoft 365 calendar, contacts and presence.
Any device
Desktop, mobile, browser or a proper desk handset. The number follows the person, not the desk.
Call queues
A call to the main number rings a group, not one desk, so it gets answered instead of ringing out.
Auto-attendant
“Press 1 for accounts, 2 for the workshop”, or straight through to a person, whichever suits how you answer the phone.
Call forwarding
Send calls on to a mobile, a colleague or a whole group.
Voicemail to inbox
Messages arrive in the inbox instead of a flashing light nobody checks.
Call recording
Available where you need it, for compliance and training.
Transcription
A written version of the call, for the “what did we agree on that?” moments.
Meeting rooms
One button to join, a Logitech camera that frames the room and audio the far end can actually hear, booked and joined from the same calendar.
Which of these you switch on is part of the call-flow design. We set up what your team will genuinely use, leave the rest out of the way, and keep you on the right side of the recording-consent rules.
How GravIT rolls out Teams Phone
Six steps, and your numbers come with you. The cutover happens at a time we book with you.
Scoping call
We ask how calls come in today: the main number, who answers it, what happens after hours, how many handsets you've got.
You give us half an hour, and a recent phone bill.
Call-flow design
We map the main number, the queues, after hours and voicemail on one page, and you sign it off before anything gets built.
You tell us who should answer what.
Licences and number porting
We sort the Teams Phone licensing and lodge the port for your existing numbers. Porting timeframes are set by your current provider, so we give you the window once it's lodged.
You sign the porting authority.
Built and tested
We build the queues, auto-attendant, voicemail and handsets, and test the lot before anything switches over.
You do nothing at this stage.
Handsets, training and cutover
We set up the handsets and headsets, run a short session on answering, transferring and picking up from a queue, then switch the numbers across at a time we've agreed with you.
You get people in a room for half an hour, and pick the cutover time.
Afterwards
We stay on. Same Geelong team for a new starter, a change to the after-hours message, or a handset that's playing up.
You ring 03 5280 8088.
Not every job needs all six. Some businesses already have handsets, some aren't porting anything. We scope it first.
Because we also run your Microsoft 365 and your internet, the whole chain has one owner when call quality matters.
What's included
- Call-flow design and setup
- Number porting
- Queues, voicemail, recording, transcription
- Handset and headset supply
- Staff training and ongoing support
Who Teams Phone suits
Teams Phone isn't right for every business, or right for every business yet. Here's how we sort that out before anyone spends anything.
Good fit if…
- You're already on Microsoft 365 and your staff live in Teams all day
- Your phone system is out of support, or the maintenance bill keeps turning up
- People work from home, on the road, or across more than one site
- You'd rather one supplier owned the phones, the internet and the Microsoft 365
Worth a chat first if…
- You're mid-contract with your current phone provider, so we'd plan the switch around the end date
- Your internet is patchy at one site, and we'd look at that before we move calls onto it
- You've got a lift phone, an alarm line, an EFTPOS line or a fax, which sit on their own service and we check them separately
- You've got a reception setup or a call flow you can't afford to get wrong, so we design it on paper first and you sign it off
Not yet, if…
- You've just put in a new phone system and it's doing the job
- Nobody's using Teams yet, so start with Microsoft 365
- The internet at your site isn't reliable enough yet, so start with business internet
What we need to quote it
- How many people actually take calls
- The numbers you want to keep
- A recent phone bill
- How calls should be handled after hours
Frequently asked questions
Can Microsoft Teams really replace our phone system?
Yes. Teams Phone gives you real phone numbers, call queues, forwarding, voicemail, recording and transcription, inside the Teams app your staff already use, on desktop, mobile or a desk handset. The traditional PBX box in the comms cupboard retires.
Do we keep our existing phone numbers?
Yes. Numbers port across. Callers notice nothing except that you answer from wherever you are.
What happens when staff work from home?
Their number follows them. Calls ring on the laptop and mobile apps identically, so working from home, the ute or the office looks the same to your customers.
Does it scale as we grow?
From a two-person startup to hundreds of seats. Adding a phone line becomes adding a licence rather than calling a phone technician to run cabling.
Can calls be recorded or transcribed?
Yes, both are available, and useful for compliance, training and the "what did we agree on that call?" moments. We'll configure what you need and keep you on the right side of recording-consent rules.
A phone system that lives in Teams
Tell us how your calls work now (the main number, who answers it and what happens after hours) and we'll tell you what moving into Teams would actually look like for your business.