Unlocking Team Potential with Microsoft Teams Voice: A Guide to Business Communication

Even with the shift in our society over the years to email, chat, and more technology, phones remain the backbone of business communication for most organizations. In recent years, the shift from traditional Private Branch Exchange (PBX) phone systems to cloud-based solutions like Microsoft Teams Voice marks a significant transformation.


Although at their core, they both make phone calls, there are major differences between these two telecommunication systems and there are significant benefits of integrating Teams Voice within the broader Microsoft 365 ecosystem.

Understanding Traditional PBX and Microsoft Teams Voice

At its core, a traditional PBX is a private telephone network used within a company. The system connects internal phones to each other and to the public switched telephone network (PSTN), allowing for internal communication and external calls using traditional landline technology.


Microsoft Teams Voice, however, doesn’t require all that legacy technology and wiring. Teams Voice is an add-on to Microsoft Teams that turns it into a powerful business phone system. It allows you to make, receive, and transfer calls to and from landlines and mobile phones through the internet, directly from your Teams environment. 


This means you can use Teams not just for chats and meetings but also as your primary phone system, and you can use it anywhere you have an internet connection, on any device that runs Microsoft Teams.

How Is Teams Voice Different From My Existing PBX?

One of the primary differences between traditional PBX systems and Microsoft Teams Voice is the infrastructure requirement. Traditional PBX systems require physical hardware and dedicated space within an office environment, along with regular maintenance by specialized personnel.


Microsoft Teams Voice operates in the cloud, eliminating the need for extensive hardware and significantly reducing the maintenance burden on businesses.


Another benefit of Teams Voice is the ability to scale the system up and down depending on your business requirements. Traditional PBX systems can be challenging and costly to scale, requiring additional hardware and resources for expansion. Microsoft Teams Voice offers easy scalability, catering to businesses of all sizes with flexibility to adjust as the organization grows or shrinks, all without significant capital expenditure.

Frequently Asked Questions About Teams Voice

Do I need to replace all my hardware to use Teams Voice?

No, you don’t necessarily have to replace all your existing hardware. While Teams Voice is designed to work well with headsets, computers, and mobile devices, you can also use existing desk phones if they are compatible with VoIP technology. There are adapters that can make traditional phones work with Teams Voice, but for the best experience, using devices certified for Microsoft Teams is recommended.

Can I keep my current phone numbers?

Yes, in most cases, you can port your existing business phone numbers to Teams Voice. This process involves transferring your phone numbers from your current service provider to Microsoft, allowing you to maintain business continuity and avoid updating your contact information on business cards, websites, and other materials.

Is Teams Voice secure?

Yes, Teams Voice benefits from the same enterprise-level security and compliance features that protect the other services within Microsoft 365. It includes end-to-end encryption for calls, robust data protection measures, and compliance with global standards, ensuring that your business communications are secure.

How does Teams Voice integrate with Microsoft 365?

Teams Voice is deeply integrated with Microsoft 365, allowing you to access, share, and collaborate on documents directly from within Teams. You can schedule meetings in Outlook, share files from OneDrive, and even use Microsoft Power Automate to streamline workflows. This integration ensures that your team has the tools they need to communicate effectively.

What is required to start using Teams Voice?

To start using Teams Voice, you’ll need a Microsoft 365 subscription that includes Teams, along with a Teams Voice license for each user who will be making or receiving calls. You’ll also need to ensure your internet connection is robust enough to handle VoIP calls, and you may want to consider compatible devices like headsets or desk phones for the best experience.

Can Teams Voice handle international calls?

Yes, Teams Voice supports international calling, but you’ll need to consider the appropriate calling plans offered by Microsoft. There are different plans available depending on the volume of international calls you expect to make, and these can be adjusted to fit your business needs.

Get Started With Teams Voice Today

Are you ready to revolutionize the way your business communicates? Let WorkSmart help your business simplify your communications experience with Teams Voice. From assessing your current infrastructure to implementing Teams Voice and providing ongoing support, we can tailor a solution that fits your business needs perfectly.


Contact us today and one of our Senior Business Advisors or your Client Success Manager can help advise you on a Teams Voice solution that fits your business needs perfectly.