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The Ultimate Guide to Managing Microsoft Teams Notifications and Staying Focused

In today's fast-paced digital work environment, effective communication is crucial for successful collaboration. Microsoft Teams has emerged as a powerful platform for communication and collaboration, bringing together chat, video conferencing, file sharing, and more. However, with the constant influx of messages, notifications can quickly become overwhelming, impacting productivity. This blog aims to guide you through the process of controlling and managing Microsoft Teams notifications, helping you strike the right balance between team communication and maintaining focus.


person working on a computer from home

Understanding Microsoft Teams Notifications:

Microsoft Teams offers a comprehensive notification system to keep users informed about activities and messages. Notifications can be delivered through various channels, including the desktop app, mobile app, and email. Before diving into customisation, it's essential to understand the types of notifications available:

  1. Banner Notifications: These are pop-up notifications that appear on your screen and provide a quick preview of the message or activity.

  2. Email Notifications: Teams can send email notifications for missed messages or missed activity.

  3. Activity Feed: All your notifications are collected in the Activity Feed, accessible by clicking on the bell icon in the Teams app.

  4. Sound Notifications: Audible alerts can accompany notifications to grab your attention.

  5. Mobile Notifications: On top of all the above, if you also have the Microsoft Teams App ono your phone, you are probably going mad every time you have a new notification coming in, once on your desktop and then on your phone 🤯.


Managing Microsoft Teams Notifications:

1. Customising Notification Settings:

  • Click on your profile picture in the Teams app and select "Settings."

  • Navigate to the "Notifications" tab to access a range :of customisation options.

  • Choose your preferred settings for each type of notification, including banner, feed, and email notifications.

2. Muting Conversations:

  • Right-click on a specific chat or channel and select "Mute."

  • Muted conversations will still appear, but you won't receive notifications for new messages.


3. Priority Access:

  • Marking a chat or channel as a priority can ensure that you receive notifications for all messages in that particular space.

  • Right-click on the chat or channel and select "Priority."


4. Quiet Hours/Working Hours in the Mobile App Only:

  • Avoid disruptions during focused work hours by setting up quiet hours.

  • Open the Teams app on your mobile device and tap your profile picture in the top left corner.

  • Select Notifications, and under Block notifications select During quiet time.

  • Set specific times and days to mute notifications on that device.

  1. To mute notifications during certain hours, turn on the Certain hours toggle and select which hours of the day you want notifications muted.

  2. To mute notifications during select days, turn on the All Day toggle and select which days of the week you want notifications muted.


5. Status Customisation:

  • Manually set your status to "Do Not Disturb" or "Busy" to suppress notifications temporarily.

  • Teams will automatically update your status based on your calendar and activity, helping you avoid unnecessary interruptions.


6. Mobile Notification Control:

  • Customize mobile notification settings separately from desktop settings.

  • Access mobile notification options in the Teams app settings on your mobile device.


Best Practices for Teams Notification Management:

1. Regularly Review and Adjust Settings:

  • Work preferences and priorities may change, so periodically review and adjust your notification settings.

2. Utilize Teams' Intelligent Filters:

  • Teams uses intelligent filters to prioritise notifications based on your activity and interactions. Trust these filters to minimise unnecessary interruptions.


3. Educate Team Members:

  • Encourage your team to adopt notification best practices to create a shared understanding and foster a distraction-free work environment.


Mastering Microsoft Teams notifications is a key step in achieving a balance between staying connected and maintaining focus. By customising your settings, utilising priority features, and adopting best practices, you can harness the power of Teams without being overwhelmed by constant notifications. Ultimately, taking control of your notification preferences will enhance your productivity and contribute to a more efficient and collaborative work environment.


If you are interested in learning more about Microsoft Teams and how to use productively, check our training course here > Collaborate & Gain Productive Time.


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Priority Management is a worldwide training company with 55 offices in 15 countries. We have successfully trained more than two million graduates in Priority workshops. Our programs help companies and people be more effective and manage their workflow in and out of the office by providing tools, processes and discipline. Simply put - A Better Way To Work! Clients range from Fortune 500 companies, small-to-medium businesses and government/military employees.


Click Here to learn more about how Priority can help you and your team Work Smart, develop essential management skills and the competencies to....make life and work better and happier!


This blog has been sourced by Priority Management International and edited by Priority Management London.

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