Managing Notifications for Teams Calling

Overview

This article provides an overview of settings you can adjust related to notifications of incoming calls in Microsoft Teams.

Table of contents

Select one of the links to jump to a section of this article:

Long-term and recurring settings

Quiet time (for mobile users)

Quiet time allows Teams mobile users to set days and times where you are not notified of any incoming messages or calls during those periods.

  1. Open the Microsoft Teams mobile app.
  2. Select your profile avatar to open your profile menu.
  3. Select Notifications.
  4. Go to the Block notifications section and select During quiet time.
  5. You can select Quiet hours and/or Quiet days in order to select when to be notified through the mobile app.
    1. For example: If you would like to only be notified from 8:00 a.m. to 5:00 p.m. on weekdays, you would:
      1. Turn on Quiet hours: set the Start for 5:00 p.m. and the End for 8:00 a.m.
      2. Turn on Quiet days: select Sunday, then Saturday.
  6. Once settings are made, they are saved automatically.
  7. To go back to using Teams, select the  icon (in the upper-left corner) to go back, select it again, then select the  icon (in the upper-left corner)

For more information on managing quiet time, please consult the Managing Quiet Hours article.

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Setting up a secondary ringer for incoming Teams calls (for desktop users)

This will allow for incoming calls in Teams to ring to a secondary audio device (i.e., speakers, etc.) connected to your computer in the event that you are not using your connected headset, headphones, or primary audio notification setup. (For example, taking your headset off to take a brief break from it, go to lunch, etc.)

  1. To set up a secondary ringer, open the three-dot more options menu, then select Settings.
  2. Select the Devices tab on the left then scroll down to the Secondary Ringer section.
  3. Select the drop-down menu and choose a different audio output than your primary output.
    • For example, if you have a headset and connected speakers, choose the connected speakers.

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Syncing out-of-office notifications in Teams with Outlook

Syncing out-of-office notifications with Outlook can be done when you have authenticated with both your Outlook app and Microsoft Teams (either the desktop or mobile app).

Once authenticated in both applications, you can either set the out-of-office notifications from either Outlook (recommended) or Teams (for non-Outlook users).

Please Note: If you make a change in Teams or Outlook, it will be reflected in the other program respectively. 

In Outlook (recommended)

  1. Go to the Settings  gear icon
  2. In the search bar at the top, type in Automatic replies, then select the Automatic replies result that appears
  3. Select the Automatic replies on toggle
    • You can select Send replies only during a time period to both a time period, specific hours, and other options for your calendar.
      • You can block your calendar for the time period
      • You can automatically decline new meeting invitations, and,
      • Decline and cancel any meetings for that time period.

In Teams

  1. Select the three-dot more options menu, then select  Settings.
  2. You'll start in the General tab. Scroll down to the Out of office section, then select Schedule
  3. To edit your message, select the Turn on automatic replies toggle
    1. Write your message in the Out of office message field
    2. Select whether your message is to be shared with anyone outside of your organization
    3. Select Send replies only during a time period (recommended) then choose the dates that you will need the message.

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Adjusting notifications during meetings in Teams

For step-by-step instructions for how to adjust these settings in both the desktop and mobile apps, please refer to the Adjusting notifications during meetings in Teams article.

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Turning off call and general activity notifications on your Teams mobile app

Doing this may make sense if you are receiving notifications on your Teams desktop or web app already and do not want to receive notifications for incoming calls on your Teams mobile app.

To turn off incoming call notifications:

  1. Go into your Teams mobile app and select your profile avatar, then select Notifications
  2. Select theGeneral activity option
  3. (For Android users only) Locate then select Notification Categories
  4. Locate the Calls option
  5. Toggle the switch to off
  6. (Optional) On the same screen, you can elect to turn off other general activity notifications including for chats, channels, mentions, and reactions, among others

Once you have adjusted this settings (and any others) you may close the settings screen. Any changes are saved automatically.

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Short-term and temporary settings

Call forwarding

The Call forwarding in Microsoft Teams article will guide you through how to do this for both desktop and mobile apps.

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Setting your status manually in Teams

Please Note: Manually setting your status is primarily for Outlook Calendar users as calendar appointments and meetings will synchronize with Teams.

Go to your Profile icon in the upper-right corner and select Set Status Message.

Profile menu, Edit status message highlighted

You will be presented with three options:

1. Custom status message box, 2. Check box to have a persistent status message, 3. Select an associated status.

  1. Enter in your custom status message
  2. You can select the check box to have the status appear when you're mentioned
  3. Select an associated status

Additional Resources

For all other articles pertaining to Teams Calling, please see the Teams Calling category page in the UO Service Portal.

Details

Article ID: 140454
Created
Mon 5/23/22 1:16 PM
Modified
Tue 8/30/22 9:04 AM

Related Articles (1)

How do I manage quiet hours in Microsoft Teams? (This article includes a quick reference guide.)

Related Services / Offerings (2)

Microsoft Teams is a communication and collaboration service that is part of Microsoft Office 365.
This service provides voice services support for employees and, upon request, for UO students living in university residence halls.