Set up common area phones for Microsoft Teams
A common area phone is typically placed in an area like a lobby or another area that is available to many people to make a call: a reception area, lobby, or conference phone. Common area phones are signed in with accounts tied to a Microsoft Teams Shared Devices license.
This article provides an overview of how to deploy and configure Teams phone devices as common area phones for shared spaces. For a more complete meeting room experience, including audio conferencing, consider purchasing a dedicated Teams Rooms license with a Teams Rooms device instead. For more information about Teams Rooms, see Microsoft Teams Rooms.
Accounts for common area phones objects created in Skype for Business Server can't be migrated to Microsoft Teams. Follow the steps in this article to recreate those accounts for Teams, and, if required, migrate your Public Switched Telephone Network (PSTN) connectivity.
Step 1 - Buy the licenses
First, you need to purchase a Teams Shared Devices license and make sure that you have a certified phone. To search for and learn more about certified phones, go to Microsoft Teams devices.
In the Microsoft 365 admin center, go to Billing > Purchase services.
If the View by category section isn't already displayed, go to Purchase from Microsoft, and select View products. Then select Collaboration and communication.
In the product list, find Microsoft Teams Shared Devices, and select Details.
Enter the number of licenses you need, and select Buy.
If you’re using Intune in your environment and have conditional access rules that require device compliance, you’ll need to assign an Azure Active Directory Premium Plan 1, and Intune license to the device account for the common area phone.
Common area phones can be impacted by conditional access rules and other identity configurations, like Multi-Factor Authentication. See Authentication best practices for Teams Android devices to learn more.
Step 2 - Create a new user account and assign licenses
Using the Microsoft 365 admin center
If you're deploying more than one common area phones at once, learn how to create accounts and assign licenses using PowerShell.
If you're deploying one device:
In the Microsoft 365 admin center, go to Users > Active Users > Add a user.
Enter a username like
Mainfor the first name and
Receptionfor the second name.
Enter a display name if it doesn't autogenerate one like
Enter a username like
Manually set the password for your common area phone. To set the password, uncheck Automatically create a password and require this user to change their password when they first sign in.
Manually setting a password for common area phones is highly recommended to prevent sign-in issues for your end users.
Select the usage location of the device and assign the Teams Shared Devices license to the account. If any other licenses are needed, like Callings Plans, assign them.
You don't need to add a license with Phone System features. It's included with the Teams Shared Devices license.
If you aren't using Microsoft Phone System with Direct Routing or Operator Connect, you may want to add Calling Plans licenses. For more information on licenses, see Microsoft Teams add-on licensing.
Use PowerShell when you want to create and assign licenses for more than one user account at once. For more information, see Create Microsoft 365 user accounts with PowerShell and Assign Microsoft 365 licenses to user accounts with PowerShell.
Step 3 - Set policies for common area phones
Use policies to control which features are available to users on common area phones.
IP phone policies
The Teams IP Phone policy can only be modified if the account signing into the phone is licensed with something other than a Teams Shared Devices license. If licensed with a Microsoft 365 E3 or E5 subscription, or an Office 365 Enterprise E1, E3, or E5 subscription, you can modify the IP Phone policy. If you're using a Teams Rooms license on your common area phone account, it will only let you use
MeetingRoomSignIn mode isn't available on most common area phones. For more information about supported overrides for the phone interface, see Set Microsoft Teams Android devices user interface.
Using the Teams IP Phone policy, set the SignInMode parameter to
CommonAreaPhoneSignIn to enable the common area phone experience on the Teams phone device.
To configure other parameters, consider creating an IP phone policy. For example, if a common area phone is used in a public area, set an IP phone policy to restrict searching your organization's Global Address Book and block hot-desking. To learn more, see Set Teams Android devices user interface.
Use calling policies to enable private calls, using call forwarding, or simultaneous ring on common area phones. To learn more, see Calling and call-forwarding in Teams.
By default, call park isn't enabled for common area phones. You'll need to create a policy to enable it. To learn more, see Call park and retrieve in Microsoft Teams.
After you assign a policy, sign out of the phone and sign back in. It may take up to an hour for a policy assignment to take effect.
Step 4 - Acquire and assign phone numbers
See Manage telephone numbers for your organization to learn how to acquire and assign phone numbers based on your PSTN connectivity option.
Step 5 - Sign in
Once you create and configure a user account, you can sign into a phone. Depending on how many phones you're deploying, you have three sign-in options:
To sign in locally with a username and password:
- Turn on the common area phone.
- Select Sign in on this device.
- Follow the sign-in directions on the device. Once signed in, the phone will display the common area phone user experience.
If you are using a custom setup policy that unpins the calling app, the dial pad doesn't appear on the common area phone. For more information about Teams setup policies, see Manage app setup policies in Microsoft Teams.
Sign in from another device
You can also sign into to a common area phone from another device using a code. When you sign in this way, you'll enter the username and password on another device, rather than on the phone itself.
- On your common area phone, find the code displayed on the sign-in screen.
- On another device, go to https://www.microsoft.com/devicelogin.
- Enter the code and follow the instructions to complete signing in.
Sign in using the Teams admin center
As an admin, you can remotely provision and sign into common area phones from the Teams admin center. This method is the most efficient sign-in method when you're deploying a large number of phones at once. See Remote provisioning and sign in for Teams Android devices to learn more.
Step 6 - Set up Advanced calling on common area phones (optional)
By default, the basic calling experience will be on the common area phone's home screen, but you can turn on an advanced calling experience.
The following advanced calling features are available for supported Teams phone device models with a Teams Shared Devices license and the latest Teams updates (minimum version: 1449/22.214.171.1242061702):
- Call park and retrieve.
- Cloud-based voicemail through Exchange Online Plan 2.
- To disable cloud-based voicemail, see Voicemail user settings using PowerShell.
- Call queues.
- Auto attendants.
- Group call pick-up.
- Forwarding rules.
To use these advanced calling features on supported Teams phone device models, you can turn on the Advanced calling toggle in the Teams admin center or on your Teams phone device that is signed into your Teams Shared Devices account.
Turning on advanced calling capabilities requires you to purchase hardware models that can support all required capabilities.
Turn on Advanced calling in Teams admin center
- Sign into the Teams admin center with a Microsoft 365 admin account.
- From the left-side menu, navigate to Teams devices > Phones > and select the Configuration profiles tab.
- From the list, select the configuration profile assigned to your common area phone.
- Under the Calling settings section, find the Advanced calling toggle.
- Turn on the toggle.
- At the bottom of the page, select the Save button.
Turn on Advanced calling from a Teams phone device
- After signing into your Teams phone device, navigate to Settings > Device settings > Admin only > Calling.
- Find the Advanced calling toggle and turn it on.
Now that you've set up and signed in common area phones for your organization, you can manage them in the Teams admin center. See Microsoft Teams: Managing your devices to learn more.