Here are the step-by-step instructions on how to create, configure, and manage an auto attendant in Microsoft Teams:
- Sign in to the Microsoft Teams admin center using your admin credentials.
- In the left navigation menu, click on “Voice” and then click on “Auto attendants.”
- Click on the “Add” button to create a new auto attendant.
- In the “New auto attendant” window, enter a name for the auto attendant and click on “Create.”
- After creating the auto attendant, you will be taken to the “General” tab where you can configure the basic settings for the auto attendant. These settings include the language, time zone, and greeting message for the auto attendant.
- To configure the menu options, click on the “Menu” tab. Here you can add, edit, or delete menu items for the auto attendant. You can configure each menu item to play a recorded message or use text-to-speech to provide information to the caller.
- To configure the call routing settings, click on the “Call routing” tab. Here you can set up rules to route calls to specific individuals or departments based on various criteria such as the caller’s selection or time of day.
- To configure the call handling settings, click on the “Call handling” tab. Here you can configure options for what happens when the called party is unavailable such as voicemail, call forwarding, or playing a message.
- After configuring all the settings for the auto attendant, click on the “Save” button to apply the changes.
- To assign a phone number to the auto attendant, go to the “Phone numbers” tab and click on the “Add” button. Select the type of phone number you want to assign to the auto attendant such as a toll or toll-free number. After selecting the number, click on the “Save” button.
- To manage the auto attendant, go to the “Auto attendants” page in the Microsoft Teams admin center. Here you can edit, delete, or enable/disable the auto attendant as needed.
Example: Suppose you want to create an auto attendant for your organization that provides callers with menu options for sales, customer service, and technical support. You can follow these steps:
- Sign in to the Microsoft Teams admin center using your admin credentials.
- Click on “Voice” and then click on “Auto attendants.”
- Click on “Add” to create a new auto attendant and enter a name such as “ABC Company Auto Attendant.”
- In the “General” tab, set the language to English and the time zone to your organization’s time zone. Then record a greeting message that provides information about your organization and the menu options.
- In the “Menu” tab, add three menu items for sales, customer service, and technical support. For each menu item, record a message that provides information about the department and its hours of operation.
- In the “Call routing” tab, configure the rules to route calls to the appropriate department based on the caller’s selection. For example, if the caller selects sales, the call is routed to the sales department.
- In the “Call handling” tab, configure the voicemail and call forwarding options for each department.
- In the “Phone numbers” tab, assign a toll-free number to the auto attendant.
- Click on “Save” to apply the changes.
Your auto attendant is now ready to receive incoming calls and provide callers with menu options to connect with the appropriate department.
