How To Call A Group In Microsoft Teams

Microsoft Teams supports multiple methods for initiating group calls, from quick ad-hoc voice calls to structured video conferences with screen sharing. Understanding the different approaches and their limitations helps enterprise users select the right call type for each collaboration scenario. This guide covers every method for calling groups in Teams, including PSTN considerations and administrative best practices.

Methods for Starting a Group Call in Teams

Teams provides several distinct ways to initiate group calls, each optimized for different scenarios. The method you choose depends on whether participants are internal or external, the number of participants, and whether you need PSTN dial-in capabilities.

Method 1: Group Call from the Calls Tab

1. Navigate to the Calls tab in the left sidebar of Microsoft Teams
2. Click the Make a call button (phone icon) at the top
3. In the search field, type the names of the people you want to call — you can add up to 20 participants
4. Choose Audio call or Video call to start the group call immediately
5. All selected participants receive a ringing notification simultaneously

Method 2: Group Call from a Group Chat

1. Open an existing group chat with the participants you want to call
2. Click the Audio call or Video call icon in the top-right corner of the chat
3. All members of the group chat receive a call notification
4. This method preserves the chat context, so meeting notes and shared files remain in the conversation

Method 3: Meet Now in a Channel

1. Navigate to the desired team channel
2. Click the Meet button (camera icon) in the top-right corner
3. Add a subject (optional) and click Start meeting
4. Channel members receive a notification and can join from the channel conversation
5. This creates a meeting record in the channel with recording and transcript support

Method 4: Add Participants to an Active Call

1. Start a 1:1 call with any participant
2. Once connected, click the Show participants icon in the call controls
3. Click Invite someone and search for additional participants by name or phone number
4. New participants join the existing call, which automatically converts to a group call

Group Call Features and Capabilities

Teams group calls include a rich set of collaboration features that enhance productivity during voice and video conversations.

• Screen sharing — Share your entire screen, a specific window, or a PowerPoint presentation directly within the call
• Together mode and gallery view — Choose from multiple video layouts including gallery, large gallery (up to 49 participants), and together mode for a shared virtual background
• Live captions — Enable real-time captions for accessibility; supports multiple languages with automatic speaker attribution
• Call recording — Record group calls (when initiated as meetings) for later review; recordings are stored in OneDrive or SharePoint
• Breakout rooms — Split a large group call into smaller subgroups for focused discussions (available in scheduled meetings)
• Raise hand — Participants can raise their hand to indicate they want to speak, maintaining order in larger group calls
• Background effects — Blur your background or apply a virtual background image for privacy in video calls

Group Call Limits and Considerations

Understanding the technical limits of Teams group calls helps you choose the right approach for your specific scenario.

• Ad-hoc group calls — Support up to 20 participants when initiated from the Calls tab or group chat
• Scheduled meetings — Support up to 1,000 interactive participants or 20,000 in view-only mode with Teams Premium
• PSTN participants — External phone numbers can be added if your organization has Audio Conferencing or Calling Plan licenses
• Call duration — Group calls have a maximum duration of 24 hours for scheduled meetings; ad-hoc calls may disconnect after 60 minutes of inactivity
• Guest access — External guests can join group calls if your tenant's guest access policy permits it
• Recording consent — Call recording requires appropriate policies and may need participant consent depending on your jurisdiction

Administrative Controls for Group Calling

Teams administrators can configure policies that control group calling behavior across the organization.

• Calling policies — Enable or disable group call pickup, call forwarding, and simultaneous ring for user groups
• Meeting policies — Control whether users can start Meet Now sessions, record meetings, and enable transcription
• Audio conferencing settings — Configure dial-in numbers, conference bridge PINs, and toll-free access for external participants
• Emergency calling — Configure enhanced emergency calling (E911) for Teams voice users to ensure compliance with local regulations
• Quality of Service (QoS) — Implement DSCP marking and network prioritization to ensure call quality on enterprise networks

Why Choose EPC Group for Teams Voice Solutions

EPC Group has over 28 years of experience deploying Microsoft collaboration solutions for enterprise organizations. As a Microsoft Gold Partner, our Teams consultants have designed and implemented voice and meeting solutions for Fortune 500 companies, healthcare systems, financial institutions, and government agencies. Our founder, Errin O'Connor, has authored four bestselling Microsoft Press books and leads a team that specializes in complex Teams deployments across regulated industries.

• Teams Phone System design, deployment, and migration from legacy PBX
• Audio conferencing and meeting room configuration at scale
• Network assessment and QoS optimization for Teams voice quality
• Policy configuration and governance for enterprise calling
• User training and adoption programs for Teams collaboration features

Frequently Asked Questions