How to Manage the Notification Settings on Microsoft Teams

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Microsoft Teams is a powerful tool for businesses. It is unified communications platform that brings together videoconferencing, instant messaging, and telephony, all into one space. It also integrates with Outlook – Microsoft’s email client, which also includes a calendar. It is a key software for many businesses – such as TechQuarters, one of the top IT support companies London businesses get their technical support from; TechQuarters use Teams to communicate both internally between departments and teams, and also externally with clients.

In Microsoft Teams, you have a lot of different options for your Notification settings – so you can adjust them to whichever way works best for you.

How to access Notification Settings in Teams

The first step is, of course, knowing where to find those settings. Once you are there, we will get into what all the different settings mean, and how they can be adjusted.

  1. Go to the top-right corner of Teams.
  • Click the Settings and more (…) button, then Settings.
  • Click on the Notifications tab.

Now, you are in the Teams notifications settings. There are a number of different elements that can be adjusted to your preference. The first to look at is the emails feature.

Emails

In Teams, it is possible to set up a missed activity email. Whenever there are notifications that have not been opened and viewed in Teams, the app will compile them into an email and send it to the address associated with your Teams account.

  1. In Notifications settings, click the drop-down next to Missed activity emails. You will see the following options:
  2. As soon as possible
  3. Once every 10 minutes
  4. Once every hour
  5. Once every 8 hours
  6. Daily
  7. Off

Depending on which option you select, you will receive emails containing Teams activity at different frequencies (or not at all).

Appearance and sound

This section of the Notifications settings determines what your notifications look and sound like.

  1. Go to Notification style. This determines the appearance of your notifications. The options are:
  2. Windows notification
  3. Teams built-in notification
  • Note: If you select Windows notification, you will need to check in your system settings that you are able to receive Teams notifications.
  • In system Settings, go to System > Notifications.
  • Locate Microsoft Teams from the list of apps, and ensure that the toggle is switched on.
  •  Select whichever you would prefer.
  • Underneath this option, you will see Show message preview. Click the toggle switch to enable or disable this.
  • Below this, you will see Play sound for incoming calls and notifications. Click the toggle switch to enable or disable this.

Teams and channels

This area of the Notifications settings determines your desktop and activity notifications for teams and channels in the app. There are 3 options:

  • All activity – as the name suggests, you will be notified of all new messages, reactions and mentions (of any user).
  • Mentions & replies – you will be notified only when you are mentioned by other users, or when someone replies to one of your messages.
  • Custom – this option takes you through each form of activity in Teams, and asks you what type of notification you would like to see.

Chat

In this section, you can choose what type of notification you would like to see for the following types of Chat activity:

  • @mentions
  • Messages
  • Likes and reactions

Meetings and Calls

In this section, you have the option to Mute notifications during meetings and calls.

You can select whether to receive a notification telling you that a Meeting you are invited to has started.

You also have options for Chat notifications during meetings:

  • Mute
  • Unmute
  • Mute until I join or send a message.

People

In this section, you can manage status notifications for people in your organisation. This means that you will get notifications when their status is either Available or Offline.

  • In the Add people field, type in the name of your contact.
  • When they appear in the results, click on them, and you receive notifications.

Hopefully, this has given you a good idea of the Notifications settings of Microsoft Teams. Many London IT support companies favour Microsoft Teams as their primary form of business communication, and knowing how to manage the notifications to your liking makes the experience of using the app even better.

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