Teams Dial-In Policies

Microsoft Teams Dial-In Policies: Overview

Microsoft Teams Dial-In Policies allow administrators to control how users join Teams meetings via phone calls. These policies govern how users can use Audio Conferencing, which enables participants to dial into a Teams meeting using a phone number (PSTN – Public Switched Telephone Network). Dial-in policies manage the permissions for users to initiate, control, or participate in meetings using phone-based audio conferencing, often useful when internet access is limited.

These policies are typically used in conjunction with Microsoft Teams Audio Conferencing licenses, which allow users to host and participate in meetings via phone.

Key Features and Concepts of Teams Dial-In Policies

1. Audio Conferencing:
   • Dial-In Access: Audio Conferencing allows users to dial into a Teams meeting using a standard phone number. The meeting organizer’s license enables this feature, giving participants access to a conference bridge (a service that handles the incoming and outgoing calls).
   • Dial-Out Capability: The meeting organizer or participants may have the ability to dial out from a meeting to connect a user who is on a phone call directly into the Teams meeting.
   • Toll and Toll-Free Numbers: Organizations can assign toll or toll-free numbers to the audio conferencing bridge. Toll-free numbers typically incur additional charges but are often used to reduce costs for meeting participants.
2. Dial-In Numbers:
   • Default Dial-In Numbers: Each Teams meeting includes a default phone number participants can use to join by dialing in. These numbers can be local or toll-free, depending on the organization’s configuration.
   • Custom Dial-In Numbers: Organizations can configure custom dial-in numbers based on their geographical requirements, ensuring local numbers are available for participants from different regions or countries.
3. Conference Bridge:
   • A conference bridge provides a phone number that participants can call to join a meeting. The bridge provides participants with the ability to:
     • Join by phone (dial-in).
     • Control call options (e.g., muting, speaking).
     • Use PINs or conference IDs to secure the meeting.
4. Meeting PINs:
   • Meeting PIN (Personal Identification Number): For security reasons, some meetings require users who dial in to authenticate using a meeting PIN. This is typically used to prevent unauthorized access to meetings via dial-in.
   • Organizers may be required to enter their PIN when starting a meeting if they join via the phone. This PIN is assigned by the administrator and can be reset if needed.
5. Dial-Out Policies:
   • Dial-Out to Participants: Teams meetings can allow meeting participants or organizers to dial out to add someone to the meeting who is on a regular phone line. Administrators can control which users can dial out through dial-in policies.
6. Call Handling Features:
   • Call Muting: Dial-in participants can mute and unmute themselves using keypad commands (e.g., *6).
   • Lobby Bypass for Dial-In Users: This feature determines if dial-in users need to wait in the lobby before being admitted to the meeting. Administrators can control whether dial-in users automatically bypass the lobby or need to be admitted by a host.
7. International Dial-In Numbers:
   • Organizations can assign international dial-in numbers for participants joining meetings from different countries. This provides a local number for users in other countries, avoiding international call charges for dial-in participants.
8. Dial-In Conferencing Settings in Teams Admin Center:
   • Configure Toll/Toll-Free Numbers: Administrators can assign toll or toll-free numbers to specific users or meetings.
   • Set Dial-Out Permissions: Administrators define who can use the dial-out feature and specify the countries or regions where dial-out is allowed.
   • Define Conference Bridge Settings: Administrators manage the conference bridge, including assigning dedicated phone numbers, configuring PINs, and adjusting other bridge settings.
   • Caller ID: When dial-in participants join a meeting, their phone number or caller ID can be displayed to other participants. This helps organizers and participants know who has joined via phone.

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How to Configure and Use Microsoft Teams Dial-In Policies

1. Licensing Requirements

To use dial-in features, users need the Microsoft Teams Audio Conferencing License, which enables the use of PSTN (Public Switched Telephone Network) for meetings.

• Audio Conferencing License: Required for meeting organizers to generate a dial-in number in meeting invites.
• Phone System License: Necessary for more advanced telephony features such as dialing out from a meeting.

2. Setting Up Dial-In Policies in Microsoft Teams Admin Center

Admins can control dial-in policies through the Microsoft Teams Admin Center.

Steps to Configure Dial-In Policies:

1. Access Teams Admin Center:
   • Log in to the Microsoft Teams Admin Center.
2. Navigate to Audio Conferencing Settings:
   • In the left-hand menu, select Meetings > Conference bridges.
   • This is where you can manage the conference bridge phone numbers and configure dial-in policies.
3. Assign a Conference Bridge Number:
   • Assign a toll or toll-free number to the conference bridge. This number will be included in the Teams meeting invitation for participants to dial into.
   • You can assign different numbers based on location or region.
4. Configure Dial-Out Settings:
   • In the Teams Admin Center, go to Meetings > Meeting policies.
   • Under Audio & Video, find the setting for Allow dial-out from meetings.
   • Here, you can specify who can dial out to a phone number from a Teams meeting (e.g., Everyone, Organizers only, or No one).
5. Enable International Dial-In Numbers:
   • To support international participants, assign international dial-in numbers to the conference bridge.
   • Go to Conference bridges and choose Add international numbers.
   • Select the countries or regions you want to assign local dial-in numbers for.
6. Configure PIN Settings:
   • Under Conference bridges, you can configure PIN requirements for meeting organizers to start meetings. This ensures that dial-in users cannot start a meeting without the organizer.
7. Set Lobby Bypass Rules:
   • Under Meetings > Meeting policies, you can control whether dial-in participants bypass the lobby or are required to wait until admitted by the meeting organizer.

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Working and Usage Examples

1. Scenario: Dial-In for Remote Meetings

A remote worker is joining a company-wide meeting from an area with poor internet connectivity. Instead of joining through the Teams app, the worker can dial into the meeting using a provided phone number.

Steps:

• The meeting organizer schedules a meeting, and the invite automatically includes a dial-in number (based on the default conference bridge) along with a conference ID.
• The remote worker dials the phone number, enters the conference ID, and is connected to the meeting audio using their phone.

2. Scenario: Dial-Out to Add a Participant

During a meeting, the organizer needs to add an external consultant who is not able to join via Teams but is available by phone. The organizer uses the dial-out feature to call the consultant.

Steps:

• During the Teams meeting, the organizer selects the option to Add a participant and enters the consultant’s phone number.
• Teams calls the consultant, and once they answer, they are added to the meeting audio as a dial-in participant.

3. Scenario: International Team with Local Dial-In Numbers

An international team, with participants from the U.S., the U.K., and Australia, needs to join a meeting. To avoid high international call charges, the admin assigns local dial-in numbers for each region.

Steps:

• The admin assigns local toll-free numbers for the U.S., U.K., and Australia using the conference bridge settings in the Teams Admin Center.
• Each participant uses the local dial-in number listed in the meeting invite, which connects them to the meeting via the conference bridge without incurring international call charges.

4. Scenario: Secure Meeting with PIN Authentication

A financial advisory firm holds meetings with clients and requires the meeting organizer to authenticate by entering a PIN before the meeting starts. This ensures that only authorized personnel can initiate the meeting.

Steps:

• The admin configures the meeting organizer to be required to enter a PIN when starting a meeting via phone.
• The organizer dials into the meeting, enters the conference ID, and is prompted to enter the PIN before the meeting starts.

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Best Practices for Teams Dial-In Policies

1. Configure Dial-In Numbers Based on User Location: To improve the user experience and reduce call costs, assign toll-free or local numbers for the countries where participants frequently join meetings.
2. Enable Lobby Bypass for Trusted Participants: In highly secure meetings, use the lobby feature to control when dial-in participants are allowed to join. For less sensitive meetings, enable Lobby Bypass to allow dial-in participants to automatically join the meeting without waiting for the organizer to admit them.
3. Use PINs for Secure Meetings: For sensitive meetings, especially those involving clients or external participants, require the meeting organizer to authenticate with a PIN to prevent unauthorized users from starting the meeting.
4. Monitor Usage and Costs: If your organization regularly uses toll-free numbers or international dial-ins, monitor usage and associated costs through the Microsoft Teams Admin Center’s Usage Reports.
5. Customize Dial-Out Permissions: Carefully control who can use the dial-out feature, especially for