Is Microsoft Teams Phone the Right Choice for Your Business?
If you’re already using Microsoft Teams to chat, share files, and hold meetings, you might be wondering whether it makes sense to go all in and use Microsoft Teams Phone for your business calls too. It’s a fair question — and one we get a lot at Gray Area Consulting, especially from businesses wanting to simplify their tech stack without sacrificing quality or security.
What Is Microsoft Teams Phone?
Think of Microsoft Teams Phone as the next evolution of your office phone system. Instead of having a separate desk phone or VoIP service, your team can make and receive calls directly from the Teams app — whether they’re at their desk, working from home, or on the go.
It works with traditional phone numbers (PSTN), meaning you can call mobiles and landlines, not just other Teams users. You can also keep your existing numbers or get new ones, set up call queues, voicemail, auto-attendants and more. It’s a proper business phone system, just hosted in the cloud and integrated into Microsoft 365.
Why Some Aussie Businesses Are Making the Switch
We’ve seen local businesses — from Gold Coast legal firms to Brisbane-based engineering consultancies — make the switch to Teams Phone for a few simple reasons:
- It keeps everything in one place: No need to juggle multiple apps for messaging, meetings, and phone calls. It’s all built into Teams.
- It scales easily: Whether you’ve got five staff or fifty, adding new users or locations is a breeze.
- It supports hybrid work: Staff can take calls from their mobile, laptop, or tablet — wherever they’ve got internet.
- It reduces overheads: For many, it replaces expensive, outdated PBX systems.
What Features Can You Expect?
Microsoft Teams Phone comes with a range of features that you’d expect from a business-grade phone system:
- Call forwarding and transferring
- Voicemail with transcription
- Auto-attendants and call queues
- Caller ID and spam filtering
- Integrations with Outlook and your calendar
If you’ve already got Microsoft 365 licenses, adding Teams Phone is often just a matter of enabling the feature and choosing a calling plan. You can even compare Teams plans to see which one works best for your team.
What Are the Downsides?
No system is perfect, and Teams Phone may not suit everyone. Here are a few things to consider:
- You’ll need reliable internet: Like any cloud-based phone system, call quality depends on a solid connection. Businesses in regional areas might want to test it first.
- There’s a learning curve: If your team is used to traditional handsets, there might be a bit of adjustment using the Teams interface.
- Hardware may need updating: While you can use headsets or mobile devices, some users prefer Teams-certified handsets.
How Does It Compare to Other Options?
We’ve helped businesses review other VoIP and cloud phone systems, and Teams Phone stacks up strongly when:
- You’re already committed to Microsoft 365
- You want to reduce the number of platforms your team uses
- You’re managing a hybrid or remote workforce
However, if you’re after ultra-specific features (like complex call centre integrations or industry-specific compliance), a dedicated VoIP system might still take the lead. In that case, check out our guide on the best phone systems for small businesses.
What About Security and Reliability?
With Microsoft behind it, Teams Phone benefits from the same enterprise-grade security and compliance features as the rest of Microsoft 365. It supports encryption, multifactor authentication, and integrates with your existing identity management.
If you’re serious about locking down your systems, we recommend reviewing your broader cybersecurity strategy. You can start with our blog on creating a solid cybersecurity plan.
Making the Switch
Shifting to Teams Phone doesn’t have to be a headache. In fact, we’ve helped plenty of Aussie businesses make the move without downtime or disruption. The key is getting the setup right — from porting numbers and configuring call flows to training your team.
We usually start with a quick discovery session to understand your current setup and goals. From there, we can tailor a solution that works for your team size, call volume, and budget.
So, Is It Right for You?
If your business is already deep in the Microsoft ecosystem and you’re looking to streamline communications, Teams Phone is well worth considering. It’s flexible, secure, and built for the way modern teams collaborate.
Still unsure? Give us a bell at Gray Area Consulting. We can walk you through your options, set up a free trial, or even help run a pilot so you can see how it fits your workflow.
And if you’re keen to learn more about unified communication tools, check out our article on unified communications.
