The need to memorize or look up phone numbers is not needed in Teams. PSU students, faculty, staff and even departments can all be found by name and called using their name. Phone numbers are only needed for external (non-PSU) phone calls.

Call a PSU individual or department

In Teams Calls, type the name of the person or department in the prompt at the top left. Then, select Call. Berks departments have call queues and these start with BK-. NOTE: The department must be in Teams and set up as a call queue.

View/Edit Outlook Contacts in Teams

You can use your Outlook contacts in Teams. Since Teams and Outlook are linked, changes to the contacts in one changes the contact in the other. For instructions on the contact list, visit Microsoft Support – Teams Contact List

Speed Dial

PSU Individuals

• If the person is already on your Outlook/Teams contact list:
  • In Teams Calls, click View contacts at the top right
  • Search for the person
  • Click … beside the person and choose Add to speed dial
• If the person is not on your Outlook/Teams contact list:
  • In Teams Calls, click the Add person icon at the top right.
  • Type the name of the PSU student, faculty, or staff
  • Click Add.

PSU Departments (also called call queues)

Berks departments have call queues and these start with BK-.

• In Teams Calls, click the Add person icon at the top right.
• Type the start of the name (BK-) or the department phone number.
• Click Add.

External Contacts

The person needs to be on your Outlook/Teams contact list prior to being added to your speed dial list. These instructions assume that the person is not already on your contact list.

• In Teams Calls, click View contacts at the top right
• Click the Add person icon at the top left.
• Enter their first name and click Add.
• Enter the rest of their information on the next screen and click Save.
• Click … beside the person and choose Add to speed dial

Transfer, Merge, and Park Calls

• Transfer moves the call from you to the person you choose.
• Merge brings multiple calls together into one call. This is sometimes called conferencing.
• Park places a call on hold so you can pick it up on a different device (smartphone, computer, etc.)

Instructions are at: Microsoft Support – Teams Tips for calls

Digital Directories

Here are other ways to find people and departments.

• Find Berks faculty and staff at berks.psu.edu/faculty-staff. Be sure to search for yourself. Complete this form, berks.psu.edu/submit-a-directory-update, to update your information.
• Search for anyone in the University at directory.psu.edu. Faculty and staff changes go through Workday. Student changes go through the LionPath.
• For a list of Berks departments, visit berks.psu.edu/contact-us

Get the App for Smartphone

Prior to downloading and installing the Outlook app on your phone, please visit the link below to boost your smartphone performance while on campus.

Smartphone Performance Recommendations

Outlook for Android

Download the Outlook app on your device.

Penn State IT – Outlook for Android

Outlook for Apple iOS

Download the Outlook app on your device.

Penn State IT – Outlook for Apple iOS

Outlook – Getting Started

This is a short tutorial series on the basics of using Outlook email and calendar.

Microsoft Support – Outlook Getting Started

Set Your Work Hours

• Set your work hours – Microsoft Support – Outlook Work Hours

Set Auto Replies and Voicemail for Out of Office

Create an Automatic Reply

Set an out-of-office message in Teams or Outlook. If you schedule an out of office status and message in Teams, you’ll see automatic replies turned on in Outlook and vice versa. Only select one of the methods below. This will NOT set the out-of-office voicemail. Use the link under Voicemail to set this.

• • In Teams – Microsoft Support – Teams Out-of-Office
  • In Outlook – Microsoft Support – Outlook Out-of-Office

Create an Out of Office Voicemail Greeting

1. In Teams, click … beside your profile picture.
2. Select Settings
3. Select Calls
4. Scroll down to Manage out-of-office voicemail

Outlook Scheduling Assistant

The scheduling assistant lets you view the attendees’ calendars (available and unavailable only), indicate where there are conflicts, and suggest times when all the attendees are free. This feature only works for people inside the University. Choose Scheduling Assistant from the ribbon at the top of the new meeting screen.

Instructions – Microsoft Support – Scheduling Assistant

Outlook Scheduling Poll

This feature looks for open slots on everyone’s calendar and helps you create a poll to send via email. Once all the voting is complete, it will automatically schedule the meeting the works best for everyone.

Instructions – Microsoft Support – Scheduling Poll

Navigate to Outlook Calendar Settings

Change calendar settings such as work hours, default new meeting duration, default reminders, automatically accept meetings, etc. in settings.

Outlook on the Web (outlook.office.com or office365.psu.edu)

Click the setting gear at the top right. Type calendar in the search box.

Outlook Desktop App

Click File at the top left. Select Options. Select Calendar.

Sharing and Publishing Your Outlook Calendar

The article below covers sharing your calendar, seeing calendars that are shared with you, and publishing your calendar which creates a link to your calendar for viewing only.

Microsoft Support – Outlook Calendar Sharing

Organizing Outlook Appointments

Categories and Colors

Categorize appointments with colors – Microsoft Support – Outlook Categories

Private – A private meeting hides details from everyone, including those you grant read permission. Microsoft Support – Outlook Private Appointment.

Show as

Set an appointment for free, busy, tentative, working elsewhere, or out of office.

Create a Teams Meeting

Change the meeting into a Teams meeting by clicking Teams Meeting on the ribbon bar in the desktop app or toggle the Team meeting slider to on in the web version.

Make it a Zoom Meeting

Quickly add Zoom connection information to a meeting.

1. An add-in is required.
   1. For Outlook on the Web, start a New Event. On the toolbar, select Get Add-ins. Search for Zoom. When Zoom for Outlook appears, click Add.
   2. In the Outlook desktop app, while on the main email screen, select Get Add-ins on the Home ribbon bar. Search for Zoom. When Zoom for Outlook appears, click Add.

Accessing Teams

Computer

Option 1 Teams app – Locate the Teams app on the computer by typing Teams in the search bar.

Option 2 Web version – Go to office365.psu.edu, log in, select the Teams icon on the left.

Smartphone

Computer Audio Needs

Audio in and audio out is required for Teams Calls.

Basic Options

• Laptop users can use the built-in microphone and speakers
• Desktop users can use the following:
  • A wired headset that also contains a microphone – these are available for faculty and staff through IT.
  • A webcam with built-in microphone and speakers
  • A wired microphone and speakers

NOTE: For those with a Dell conference monitor (pop-up camera on top and speaker bar on the bottom) that connects to a laptop, The pop-up camera is also your microphone. The camera must be up to use Teams calling.

Enhanced Option

• Bluetooth earbud, AirPods, and headsets can be paired with a computer and then used for Teams calls. Microsoft Support – Windows Bluetooth Pairing

Other Tips

Remote Desktop

If remote desktop is used at home, answer the calls from your home computer, These will allow the sound to work properly. Once the call is connected, toggle to the remote session to share or view screens.

Change your default mic, speaker, or camera

• Use the same microphone and speaker settings for Teams and Zoom. It will make traversing between the two easier.
• To select the mic, speaker, and camera in Teams, select Settings and more   next to your profile picture at the top of Teams and then choose Settings  > Devices.
  • Under Audio Settings, pick the speaker and mic you want Teams to use by default.
  • Under Video Settings, select the camera you want Teams to use, and see a preview of that camera’s video.

A Quick Introduction to Teams

The site below contains short videos (2 minutes or less) and instructions on the various components of Teams.

Self-paced In-depth Learning

Voicemail

• Voicemail
• How many seconds the call rings
• Ringtones
• Out-of-office voicemail (Just voicemail. This does NOT set the auto reply for email and Teams chat.)
• Delegates

Setting Your Work Hours

• Set your work hours – Microsoft Support – Outlook Work Hours

Teams Status Setting

Teams Notifications