Deploying Microsoft Teams Phone is more than a feature update. Done right, it’s a shift in how your organization handles voice.
And while the platform itself is powerful, a smooth rollout depends on what happens before you enable the first license.
From infrastructure planning to user onboarding, there are critical steps that determine whether your migration runs efficiently or gets bogged down in rework and support tickets.
This checklist is designed to help IT teams prepare for a successful transition, whether you’re rolling out Teams Phone with Operator Connect or replacing a legacy PBX system.
You can use it as your pre-deployment blueprint to cover everything that matters, including licenses, network health, number management, training, and more.
1. Confirm Microsoft licensing requirements
Before you deploy Teams Phone, confirm that users have the appropriate Microsoft 365 licenses. Licensing requirements vary depending on your plan and chosen PSTN connectivity method.
Not sure if your business is ready to make the switch? Here’s when to consider migrating to Operator Connect.
Key steps to assess licensing needs
- Review your Microsoft 365 tenant to determine which users will require voice capabilities.
- Verify core licensing:
- Microsoft 365 E5 includes Teams Phone
- E1 or E3 plans require an added Teams Phone Standard license
- Assess PSTN needs:
- If you're using Operator Connect or Direct Routing, no Microsoft Calling Plan is required
- If you're using Microsoft Calling Plans, add those based on expected usage and region availability
- Validate counts and budgets for voice-enabled licenses during planning
- Assign licenses in advance to users being migrated during the initial rollout
Pro tip: Use Microsoft’s Teams Phone licensing overview to verify your configuration.
2. Assess network and bandwidth readiness
Voice quality depends on more than internet speed — it relies on a network that’s optimized for real-time traffic. Before enabling Teams Phone, it’s important to confirm your infrastructure can handle the added voice workload without introducing jitter, latency, or packet loss.
Key steps to assess your network
- Use Microsoft’s Network Planner to estimate call volume and capacity across locations
- Configure Quality of Service (QoS) to prioritize real-time audio traffic
- Enable DSCP tagging for Teams traffic on routers and switches
- Segment voice from guest or public Wi-Fi traffic to reduce interference
- Evaluate bandwidth needs, especially in sites with high video usage or shared uplinks
- Review VPN configurations. Consider split tunneling to avoid routing voice traffic through overloaded gateways
- Test network performance in both wired and wireless environments before rollout
Pro tip: Follow Microsoft’s network requirements for Teams to ensure every call is delivered clearly.
3. Choose a PSTN connectivity method
To enable external calling in Teams Phone, your organization needs to connect to the Public Switched Telephone Network (PSTN). Microsoft offers three main options, each with different benefits depending on your business size, compliance needs, and IT resources.
Key steps to evaluate PSTN options
- Understand your options:
- Operator Connect: Fully managed provider integration. No SBC required
- Direct Routing: Use your own SBC for maximum control
- Microsoft Calling Plans: Bundled service for basic or small-business deployments
- Determine your geographic needs, such as international coverage, local number availability, or emergency services compliance
- Consider internal resources. Do you want to manage infrastructure (Direct Routing) or offload it to a provider (Operator Connect)?
- Review regulatory requirements by region that may influence your choice
- Choose a certified provider like Momentum that supports both Operator Connect and Direct Routing
Need help deciding? Compare your PSTN options or check out our guide to migrating from Direct Routing or Calling Plans.
4. Inventory current phone numbers and users
Migrating to Teams Phone means knowing exactly who and what is moving. A complete inventory helps you avoid surprises during number porting, ensures users are properly configured, and gives IT a reliable blueprint for mapping call flows.
Key steps to build your inventory
- Compile a full list of direct dial numbers and extensions currently in use
- Map numbers to users, departments, and physical sites
- Identify shared or special-use numbers, such as:
- Mainline or reception numbers
- Fax lines, conference room phones, or paging systems
- Emergency or compliance-related numbers (e.g., E911)
- Check number ownership and account details. Mismatches can delay porting
- Document current call routing to use as a reference when setting up Teams Phone
Pro tip: Use a spreadsheet template or export from your existing PBX system to speed up this process and reduce manual entry errors.
5. Select certified devices and endpoints
The hardware your users rely on plays a big role in overall call quality and satisfaction. Microsoft Teams-certified devices ensure compatibility, consistent performance, and a smoother support experience, especially in hybrid environments.
Key steps to prepare your devices
- Audit your current devices. Identify headsets, desk phones, and speakerphones in use
- Standardize on Microsoft Teams-certified hardware for voice endpoints
- Match device types to roles and environments, such as:
- USB or Bluetooth headsets for hybrid and remote users
- Desk phones or Teams displays for shared spaces or reception
- Speakerphones for small meeting rooms or huddle spaces
- Update firmware and drivers to the latest versions across all supported devices
- Avoid mixing unsupported legacy hardware, which may create inconsistencies or limit feature availability
Pro tip: Need help choosing the right endpoints? Check out our Ultimate guide to Microsoft Teams Phone certified devices for tested recommendations across use cases and user types.
6. Plan your call flows, auto attendants, and call queues
A successful Teams Phone rollout is more involved than moving numbers. After all, you need to design a voice experience that’s efficient, intuitive, and user-friendly. Take time before launch to define how calls should move through your organization, especially for front-line teams like support, sales, or service.
Key steps to design your voice routing
- Map out mainline and departmental call flows, from entry point to end userdesk phones, and speakerphones in use
- Create auto attendants with clear prompts (e.g., “Press 1 for sales…”)
- Build call queues for high-volume teams with options like round-robin, longest idle, or simultaneous ring
- Set up overflow and failover rules for busy periods, holidays, or after-hours routing
- Configure voicemail destinations, greetings, and transcription settings for unattended calls
Pro tip: Build your flowcharts before logging into the Teams admin center. It saves time, reduces errors, and allows stakeholders to review before anything goes live.
7. Train users and prepare support documentation
Even the most technically sound rollout can fall flat if users aren’t ready. Training is what bridges the gap between deployment and adoption, especially when workflows are changing. A little upfront education can dramatically reduce confusion, misconfigurations, and support requests after go-live.
Key steps to prepare your users
- Offer live or recorded training sessions on core Teams Phone functions
- Create a quick-start guide or one-pager with annotated screenshots for calling, transferring, voicemail, and forwarding
- Tailor training for different roles. Call-heavy users like support or sales may need more detail than internal-only users
- Share best practices for hybrid workers, such as using wired connections and testing audio before important calls
- Communicate how to get help, whether through a helpdesk form, Teams support channel, or IT
Pro tip: Consider launching with a pilot group. It gives IT a test run, helps refine documentation, and turns early users into internal champions.
8. Partner with a provider that supports your rollout
Even with the right prep, rolling out Teams Phone involves many moving parts. This includes number porting, compliance requirements, voice routing, global support, and tight timelines. Working with a certified Operator Connect provider like Momentum helps offload that complexity while keeping your rollout on track.
Key benefits of partnering with Momentum
- Number porting and provisioning are handled end-to-end, with no downtime for users
- Routing, E911 setup, and compliance are managed by experienced voice engineers
- 24/7 support ensures IT isn’t left troubleshooting alone during or after deployment
- Add-on services like SMS, fax, and call reporting enhance your voice strategy without third-party bolt-ons
Pro tip: Learn why businesses choose Operator Connect, and what sets Momentum apart, in this guide to Microsoft Teams Phone connectivity.
Use this Teams Phone readiness checklist to achieve long-term success
Deploying Microsoft Teams Phone is a strategic upgrade, but its success depends on what happens before go-live. With the right licenses, network readiness, routing design, and user training in place, IT can deliver a voice experience that feels seamless from day one.
Momentum helps you get there faster. As a certified Operator Connect provider, we manage the telecom complexity so you can focus on what matters: performance, adoption, and long-term reliability.
Whether you’re comparing Direct Routing vs. Calling Plans, preparing for your first migration, or need support scaling Teams Phone across multiple sites, we’re here to support every step.
Useful resources:
- When to consider migrating to Operator Connect
- Guide to migrating from Direct Routing or Microsoft Calling plans
- Ultimate guide to Microsoft Teams Phone certified devices
- Why businesses choose Operator Connect with Momentum
