Teams Real Simple with Pictures: TAC Adds: PSTN Service Desk, Downloading Engagement Report, Webinar Registration and Cloud Recording for 1:1 Calls

This blog is part of a series on Teams. For more articles, check back often

Written: 24/07/2021 | Updated: N/A

There is a conversation which crops up in the MVP community from time to time; and one which everyone seems to have an opinion on. This is as follows – should Microsoft release functionality which is only configurable via PowerShell and not supported in the Teams Admin Centre (TAC) or via API. One good example of this was the ability to control custom backgrounds for Teams users. TAC support later came out which I covered in this post, yet many argued that TAC integration ought to have been something included from the start as it excluded admins which didn’t have the experience, didn’t have the permissions or didn’t want to do it via PowerShell. On the other hand, others would say that as a Teams Admin a working knowledge of PowerShell should be a prerequisite for the role. Where do you stand? I guess one of the upsides of this long running series is that it’s all about doing, so I don’t really have to get into a philosophical debate about it: it’s isn’t Plato’s symposium this is just how it can be done. Yet methodology is important to a lot of people, and I guess if I had to decide I would be split because from my perspective everything is driven by pragmatism – what I were trying to achieve – and inclusion, which means I would use both because both have their merits and reach a wider audience. That’s what this blog concerns today. After browsing the TAC this morning in my Ring 4 GA demo tenant there seems to be a few noteworthy adds. That’s good for us we have more options. I was going to do the blog this weekend purely on the new PSTN Service Desk but thought nah it would be cheap trying to make two blogs out of it so here they are all together amalgamated under TAC Adds. Have fun!

This blog will cover

  • PSTN Service Desk
  • Configuring Teams Meeting Engagement Report
  • Configuring Teams Webinars and Who can Register
  • Configuring Cloud Recording for Calls
  • Configuring Real Time Captions in Teams Calls
  • Other adds

Note this blog will have abridged steps which will assume some experience with Teams, Azure AD and navigating the Microsoft 365 environment

Pre-requisites

  • Teams Calling, Administrator, Teams Service Administrator or Global Administrator Permissions (since the settings are all in Meetings and Calling sections of the TAC, the role will need to be able to access these
  • Teams Licence within an Office/Microsoft 365 Subscription for testing

PSTN SERVICE DESK

In order to have help with phone number porting and phone order numbering, you used to have to email the PSTN service desk; the email different for different geographical regions. This has now moved to a new ticketing system available through the Teams Admin Centre

1.) Login to https://login.microsoftonline.com

2.) From the app launcher, Select Admin

3.) From the left navigation, select Show All and the select Teams

4.) From the left navigation in the Teams Admin Centre select Voice and then Phone Numbers

5.) In the top right hand corner select Get Phone Number Support

6.) This will take you to a Power Apps Portal (https://pstnsd.powerappsportals.com/). Select Create a New Case

7.) Here in the Case Category you can open a general enquiry or submit a request. This example will open a general enquiry. General enquiries are to ask the PSTN Service Desk questions on an action whereas submit a request is to ask the PSTN Service Desk to take an action

8.) Next search for the Country/Region and then hit Select. Note, for the UK this is under Great Britain or simply type GB in the search box

9.) Next, select the Case Type: this could be one a number of prepopulated items such as an Address Update to update emergency address, a new number acquisition which isn’t available via the Teams Admin Centre, or a Port In Request. For anything which is not covered use Others.

10.) Your selection may add other fields. For example, by selecting Others this then asks for Title of the general enquiry, the Notification Email where the notification of the response by the PSTN Service Desk will be sent to. Complete these and then click Submit

11. The case then changes to Active/In Progress and is assigned a Case Number (REQ-03262-P7F5Y). A confirmation email is sent in Exchange Online

12. To view the case return to the homepage on the new PSTN Portal and select View My Existing Cases

13.) Select the Case

14.) You have the option to Add Comments to the case, Cancel the case or Resolve the case. This example is going to select Resolve

15.) If ok to go ahead select Close

16.) The Case has been marked as closed – but it can be Reopened at the bottom of the case

17.) A copy of all cases both opened and closed can be viewed by the All Cases view

All in all, a great improvement over the existing process which is simply an email. I know many who are in the UC field and who do number ports regularly will want to see more in terms of more intricacy, yet it’s a great starting point and I am sure that it will go through many iterations after dialogue with the community. It’s yet another great example of Microsoft using Power Platform in combination with Microsoft Teams

CONFIGURING THE TEAMS MEETING ENGAGEMENT REPORT

The Teams Meeting Engagement Report, also called the Attendance or Participant Report is for the organizer of a Teams meeting or webinar to see who has attended. It can now be viewed via the Tab Attendance after a meeting has concluded, however it can be downloaded during or after the meeting organiser. After the meeting it is deposited in the meeting chat, or is available from the Tab Details within the meeting

Whereas previously you needed to use PowerShell (Set-CsTeamsMeetingPolicy -AllowEngagementReport) to set whether the meeting organiser was permitted to download the report, you can now do this in the TAC

1.) In the Teams Admin Centre on the left navigation select Meetings and then Meetings Policies

2.) Select the policy. This example will use the Global Org Wide Default

3.) Set Allow Engagement Report to Enabled or Disabled. By default, it is set to enabled. Once done select Save

This can be applied to specific groups using custom policies and group policy assignment. Note, policies can take several hours to update and users may need to log out and back into Teams. What reasons could an org have for disabling downloading the engagement report? The organisation may wish to prevent that information from being mishandled or leaking out of the organisation. Since it downloads as an excel it would be very easy for a meeting organiser to send it elsewhere or have it lying around on their local machine

CONFIGURING TEAMS WEBINARS AND WHO CAN REGISTER

Webinars are a new functionality within Teams Meetings that came along earlier this year. It allows the organiser to set up a registration page and advertise externally on platforms such as Twitter and LinkedIn. By default all settings are on and every user which is correctly licensed will be able to schedule webinars for anyone via the calendar app, or spinning up a registration page within their Teams Meeting

Whereas previously you needed to use PowerShell to restrict who could create Webinars and the scope of the webinars to internal only (Set-CsTeamsMeetingPolicy -AllowMeetingRegistration -WhoCanRegister) you can now do this in the TAC

1.) In the Teams Admin Centre on the left navigation select Meetings and then Meetings Policies

2.) Select the policy. This example will use the Global Org Wide Default

3.) Set Allow Meeting Registration to Enabled or Disabled and Who Can Register to either Everyone or Everyone in Company. By default, it is Enabled and Everyone in Company. Once done select Save to apply.

This can be applied to specific groups using custom policies and group policy assignment. Note, policies can take several hours to update and users may need to log out and back into Teams. What reasons could be for orgs to restrict webinars or remove the functionality completely? They could use other webinar apps, they could have users who may not need to invite external users to webinars, or they just may be happy with Teams meetings without registration.

CONFIGURING CLOUD RECORDING FOR CALLS

Cloud recording for 1:1 calls in Teams has gone through recent changes. The setting used to be controlled by Cloud recording for Teams Meetings (Set-CsTeamsMeetingPolicy -AllowCloudRecording) until Teams administrators in the community lobbied to split this out which was then migrated into the calling policy and controlled by Set-CsTeamsCallingPolicy -AllowCloudRecordingForCalls. Microsoft were very upfront that due to most organisations configuration with calling this would be off by default so users may notice this feature disappearing after it was available

thumbnail image 1 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							1:1 Call Recording in Microsoft Teams Deep Dive

Whereas previously you needed to use PowerShell to enable recording in 1:1 calls you can now do this in the TAC

1.) In the Teams Admin Centre on the left navigation select Voice and then Calling Policies

2.) Select the policy. This example will use the Global Org Wide Default

3.) Set Cloud Recording is enabled for calling to On or Off. By default, it is set to off. Once done select Save

This can be applied to specific groups using custom policies and group policy assignment. Note, policies can take several hours to update and users may need to log out and back into Teams. What reasons could be for orgs to turn this on? The ability to record 1:1 calls, get the feature back or because they have no alternative? What reasons to keep it off? The org probably already has a third party solution doing this, especially if they need compliant call recording where every call needs to be automatically recorded

OTHER ADDS

In addition to the adds mentioned above, I have noticed two other options come into the Teams Admin Centre under calling policies. These are

  • Real Time Captions in Teams 1:1 Calls (Default On)
  • Incoming meeting invites are automatically answered (Default Off)

Both can be configured via the Shell (Set-CsTeamsCallingPolicy -LiveCaptionsEnabledTypeForCalling and -AutoAnswerEnabledType) however I am unsure how long these have been able to be done via PowerShell prior to going into the TAC. This year I think. In terms of the Live Captions most people are aware about from Teams Meetings and the experience in 1:1 is consistent: it’s off by default and the user would enable it during the 1:1 call. The options in the TAC are therefore On and Off corresponding to DisabledUserOverride and Disabled in the shell. The second feature: Incoming meeting invites are automatically answered means – what is this? By definition, the user to which this is applied auto answers for incoming meeting invites and applies only to incoming meeting invites and not other call types. In other words, someone is in a meeting and calls you via the roster then you are going to automatically answer and join. Can’t think of a reason myself to use this, but the feature being there suggests there is a demand somewhere

CONCLUSION

Our job here is done. The features which have been added into the TAC regarding calling and meetings is no doubt a step forward for administrators who are largely GUI driven and prefer the experience to that of PowerShell. The PSTN Support Desk service is a much improved experience and shows off again how Power Platform and Teams can work together – although I would guess that hardcore voice administrators would probably want to see just a bit more in terms of submissions because things like number porting need to be very very specific for it to be clean. I am sure It’ll come in time given dialogue with the UC community. Returning to the TAC/Powershell debate, for me having both options is the optimal experience. I am in the TAC, I need to do something quick, it’s easy it’s point and click. But do remember that from time to time the GUI fails and we need to turn to old reliable to often sort it out. In addition, scaling and automation is impossible without the shell otherwise we’d all be booking in medical appointments for carpal tunnel. The best thing of all is that what wasn’t there before now is, and given these things it shows Microsoft’s commitment to pushing all these features and the general betterment of the admin experience not just focusing on new functionality

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