Managing Notifications for Teams Calling

Overview

This article provides an overview of settings 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:

During meetings and calls only

Please Note: The instructions in this section will adjust notifications during Teams meetings and calls only. They won’t prevent Teams notifications from coming through during Zoom meetings, for example.

Desktop or web application

Select Teams classic or Microsoft Teams (work or school) depending on your Teams version.

Follow the instructions below:

  1. Open Microsoft Teams, select the three-dots more options menu, then select Settings.
  2. Select Notifications.
  3. Look for the Meetings and Calls settings, then select Edit.
  4. Select the toggle next to Mute notifications during meetings and calls to turn on or off any notifications.
    1. You can choose to have the Meeting started notification set to Banner or Off.
    2. You can choose to have the Meeting chat notifications set to Unmute, Mute until I join or send a message, or Mute.
  5. Upon switching to your desired options, they will be saved automatically.
  6. Once you're finished making changes, you may close the Settings dialog box.

Follow the instructions below:

  1. Open Microsoft Teams, select the three-dots more options menu, then select Settings.
  2. Select Notifications and activity.
  3. Look for the Meetings settings, then select Mute from the Meeting chat notifications drop-down menu.
  4. Upon switching to your desired options, they will be saved automatically.
  5. Once you're finished making changes, you may close the Settings dialog box.

Mobile application

Follow the instructions below:

  1. Select your profile picture from the upper-left corner to open the more options menu, then select Notifications.
  2. Under Block notifications, select the When in meetings option.
  3. Select the toggle next to When in meetings to disable notifications while you are attending a meeting on your device.

Short-term and temporary settings

Forwarding calls to voicemail

Forwarding calls to voicemail is one of our top recommendations for silencing Teams calls during meetings and classes.

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Setting your status to Do not disturb

Setting your status to Do not disturb is another great way to silence Teams calls during meetings and classes. You can choose a custom duration for that status.

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Long-term and recurring settings

When you’re in a call and receive another call (Busy on Busy)

Select the appropriate tab to reflect which Teams version you are running.

When you're in a call and you receive another call, you may choose how you would like to be notified. This setting is also referred to as Busy on Busy.

  1. Go into the three-dot more options menu
  2. Select Settings
  3. Select Calls
  4. Scroll down to find When you're in a call and receive another call.
    When you're in a call and receive another call
  5. Select the desired option from the drop-down menu:
    1. Play a busy signal
    2. Let new calls ring me (default)
    3. Redirect as if the call is unanswered (recommended)

If you redirect the call as if the call is unanswered, you may need to adjust a couple of other settings to your preferences:

  1. Scroll up to find If unanswered 
  2. Select the desired option from the drop-down menu:
    If unanswered menu, Voicemail highlighted
    1. Voicemail (recommended)
    2. New number or contact (recommended for delegated numbers)
    3. Do nothing
    4. Call group
    5. A previously saved number

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When you're in a call and you receive another call, you may choose how you would like to be notified. This setting is also referred to as Busy on Busy.

  1. Go into the three-dot more options menu
  2. Select Settings
  3. Select Calls
  4. Scroll down to find When you're in a call and receive another call.
    When you're in a call and receive another call.
  5. Select the desired option from the drop-down menu:
    1. Play a busy signal
    2. Let new calls ring me (default)
    3. Redirect as if the call is unanswered (recommended)

If you redirect the call as if the call is unanswered, you may need to adjust a couple of other settings to your preferences:

  1. Scroll up to find When you can't answer a call
    When you can't answer a call. 
  2. Select the desired option from the drop-down menu:
    1. Do not redirect calls
    2. Redirect to voicemail (recommended for individual numbers)
    3. Redirect to a new number or contact (recommended for delegated numbers)

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Adjusting notifications during meetings in Teams

Learn how to adjust these settings in both the desktop and mobile apps in the Adjusting notifications during meetings in Teams article.

Please Note: The instructions on that page that will adjust notifications during Teams meetings and calls only. They won’t prevent Teams notifications from coming through during Zoom meetings, for example.

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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)

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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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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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Additional Resources

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

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