teams change notification sound

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How to Configure Microsoft Teams Notifications

Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He's also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more...

Microsoft Teams does a great job of informing you about new messages and other activity, but it can get a bit overwhelming if you’re in lots of teams. Here’s how to turn off or customize Microsoft Teams notification.

Teams will provide notifications about chats, meetings, direct messages, mentions, other people’s status, and even when someone you know joins your team. It will do this by adding a number to the Teams icon on the taskbar, making that same icon flash, playing a noise, and popping up a banner notification in the bottom-left corner of your screen. And if you miss any of that, it will send you a missed activity email.

If you work somewhere that uses Microsoft Teams a lot, this can become a barrage of alerts that constantly interrupt you with information that you don’t need to know. Getting pulled out of your focused zone by an alert telling you that Geoff from Accounts has just come online is really not helpful or productive. You should decide what’s worthy of breaking your concentration, not your software.

Fortunately, you can change all of these settings and make Teams alerts as loud or as quiet as you like, and it’s easy to do. You can also change notifications for specific conversations and chats, or change notifications for specific periods of time.

How to Manage General Notifications

Open Microsoft Teams on your computer, click your profile picture, then select “Settings” in the menu.

In the “Settings” panel, click “Notifications.”

The "Notifications" option in the Setting menu.

This is where you can customize all of your notification settings. Let’s start at the top and work our way down.

At the top of the Notifications are three options, all of which can be turned off:

The "Email" and "Appearance and sound" notification options.

The next section, “Teams and Channels,” covers messages in the standard “Posts” tab in every channel.

The "Teams and channels" notification options.

It’s not absolutely clear what the first two options will cover and what they won’t. For example, does “Mentions and Replies” alert you to reactions? It’s not obvious. That’s far from ideal, so instead choose “Custom.”

The "Custom" option in the "Teams and channels" section.

This will open up the individual settings that cover all teams and channels.

The "All teams and channels" custom notification options.

All of the dropdowns (except “Personal @mentions”) have three options:

You may want to choose different values for different dropdowns here. “All New Posts” is off by default and that makes sense unless you’re monitoring a channel for a reason. But you probably want at least “Only show in feed” for “Replies to conversations I started.”

Once you’ve finished changing the dropdowns, click “Back To Settings.”

The remaining four options deal with specific areas of Teams.

The options for Chat, Meetings, People, and Other.

Click the “Edit” button next to each item and choose your notification options.

When you’ve finished editing the notifications, close the “Settings” panel and watch as Teams no longer yells at you every few seconds.

How to Manage Notifications for Specific Channels

After you’ve set your general notifications, you can set notification rules for specific channels if you want more fine-grained control of when you get notified.

Hover over a channel, click the three-dot icon to the right of the name, and then select “Channel Notifications.”

You can use these settings to change the notifications for this specific channel without changing the general notification settings that act as the default for all other channels.

How to Manage Notifications for Specific Conversations and Chats

There will be times when you have your notification settings just the way you want, but specific conversations or chats keep pinging notifications at you anyway. This often happens when someone pulls you into a channel or chat to ask a question and then you get notifications about all the replies and reactions even though you’re not really involved.

Rather than changing your general notifications, you can turn off notifications for a specific conversation in a channel, or mute a specific chat.

To turn off notifications for a specific conversation in a channel, hover over the first message in the thread, click the three-dot icon, and select “Turn Off Notifications.”

The "Turn off notifications" menu option for a conversation.

From now on, you’ll only get a notification about this conversation if someone mentions you directly. To resume notifications, hover over the first message in the thread, click the three-dot icon, and select “Turn On Notifications.”

The "Turn on notifications" menu option for a conversation.

To mute an entire chat with someone, hover over their name in Chat, click the three-dot icon, and select “Mute.”

From now on, you won’t get any notifications from this chat. To resume notifications, hover over their name in “Chat,” click the three-dot icon, and select “Unmute.”

How to Stop Notifications for a Specific Period of Time

If you want to completely stop notifications for a while, you have a couple of options (other than closing the Microsoft Teams app entirely, of course). The first option is to change your status to “Do Not Disturb.” This will silence all notifications so you don’t get any popups or noise notifications until your status changes.

To change your status, click your profile picture, select your current status, then choose the “Do Not Disturb” option in the menu.

Microsoft Teams will keep you in Do Not Disturb status until you change it to something else manually, enter a scheduled meeting, or close the Teams app.

The other option for turning off notifications for a period of time is to use Focus Assist, a built-in Windows tool that hides alerts from any (or all) apps at times and situations you choose. We’ve covered Focus Assist in-depth , but here’s what you need to do to make sure it does what you want for Teams.

While you can open Focus Assist in a number of ways, we’re going to go there through the “Settings” panel. Press Windows+i on your keyboard to open up the “Settings” panel, search for “Focus Assist,” then select “Focus Assist Settings” from the dropdown menu.

Scroll down to the “Automatic Rules” section and turn on the options you want to enable.

The "Automatic rules" section of Focus Assist.

Each option allows either “Priority Only” or “Alarms Only,” which can be amended by clicking the option and changing the “Focus Level.”

An example of the "Focus level" dropdown.

“Alarms” specifically refers to alarms generated by the clock or alert apps. If you don’t want to be disturbed at all, you can set the option to “Priority Only” and remove all priority apps.

You can additionally customize “During These Times” by clicking on it and changing the time options.

The time options in the "During these times" rule.

This is useful if you want Focus Assist turned on only at certain times of the day—like dedicated focus time—or just weekdays and/or weekends.

Microsoft Teams – custom call and notification sounds in Android and Windows

Here’s a question from one of our readers:

I use Teams on Windows and on my Android phone as I need to access the app when i am away from my laptop. in case that something comes up from my team. As i use quite a bit of different apps both on Windows and on my phone, i was wondering whether i can modify the default sound notification i receive for new messages and incoming calls in Microsoft Teams? If yes, please let me know how I can do that. Thanks.

Change Teams notification sounds on Windows

To change your Teams notification sounds, follow the following steps:

Next, select your preferred Windows notification sound:

Change sound notifications in Android

Click on Notification sound and vibration , under Ringtone & Vibration .

Now when you get notified from Teams, you will receive with the sound that you have set.

Change Phone call Ringtone on Windows, Web and macOS

We can be able to change the ringtone for the calls we receive in desktop, but only with the default sounds, that are provided by Microsoft.

Click on your profile picture from the top and select settings .

Select Calls .

Under Ringtones , you will see the Calls for you drop down, in which you’ll see the name of your current selected phone ringtone.

Select the drop down and we can choose from the tunes provided.

First things to know about notifications in Microsoft Teams

This is the who, what, where, and shh! of notification settings in Microsoft Teams. Visit Manage notifications in Teams for more details about how to adjust your notification settings.

1. Notification settings are under Settings and more

Video: How to access notification settings

2. Notification sounds can be on or off

To choose if a sound plays with new notifications and calls, select your profile picture at the top-right corner of Teams, then Settings > Notifications > Play sounds for incoming calls and notifications. This setting is on by default.

Note: Currently, only Android mobile devices are able to choose what type of sound plays for notifications.

3. There are default settings

If you change nothing about your Teams notifications, you'll receive both desktop notifications and activity feed alerts for @mentions, direct messages (chat), and all new conversations and @mentions in the channels and teams that show in your teams list.

All of these defaults can be changed. Learn how to choose the right settings to fit your preferences.

4. There are three ways to get notified

The activity feed

You’ll find this in the top left corner of Teams. This is where we’ll let you know what’s happening across your teams and channels.

Check out the different kinds of activity you’ll get in Teams.

Image of activity feed location in Teams

Then there’s chat

This is where your group and one-on-one conversations happen. As you receive multiple messages, we’ll keep a count of them for you.

Shows the location of chat on the left side of the Teams app

Desktop—aka “Banner”—notifications

On Windows, these will show in the bottom right corner of your screen, then move to the Action Center. On Mac OS, these show up in the top right corner of your screen, then move to the Control Center.

Note: If using Teams on the web, some browsers will only show notifications in the browser tab where you’re running Teams.

You can also decide whether your desktop notifications show a preview of the message or not. Go to Settings > Notifications > Show message preview .

Image showing where a Team's banner notification pops up on Windows.

5. Things are slightly different on mobile

One of the first things you'll want to do is choose whether to send notifications to your phone Always , or only When I'm not active on desktop . ( You're considered inactive after 3 minutes of inactivity .)

6. You can set notifications per channel, too

When you get added to a team, we’ll automatically show the three most active channels in that team. These channels will send you notifications when someone @mentions the channel. To also get notified for all new conversations and replies, select More options … > Channel notifications , or go to notification settings, and under Shown channels select Edit .

Learn more about hidden channels.

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Home » Microsoft 365 » How to customize annoying Teams Notifications

I have coached more than 50,000+ professionals on using Teams effectively. One common complaint – too many Microsoft Teams notifications.

Let me show you how to minimize notifications without missing important updates. In 10 minutes, you can learn and customize notifications.

Before we go ahead, understand that Notifications are interruptions. You should control them – not the other way around. Teams notifications can be confusing, annoying, and disturbing. However, in this article, you will learn how to customize the notifications to your advantage.

Notifications means interruptions

Notifications are interruptions. Firstly, you are suddenly distracted. Your concentration breaks. Due to this, the focus shifts to the interruption from the work at hand. As a result, the quality of your work suffers. Therefore, we should strive to minimize notifications.

Two types of notifications

Intrusive – a popup and / or sound. You must look and act immediately. Of course, we must keep these to a bare minimum. Here, we are discussing Microsoft Teams. But you can apply these principles to all types of notifications. We get too many of them and that reduces our attention span.

Non-intrusive

Non-intrusive – where notifications go and accumulate somewhere. In this case, YOU are in control. You decide when to go and look at them.

Primer – What is a Feed?

Before we learn about notifications, we need to know what FEED means. It is also called Activity feed . In fact, it is the first button in the Teams menu.

However, the phrase Activity feed is not shown anywhere in Teams dialogs and menus.

For instance, on the left side main menu it is called Activity . But in the notification dialog it is called Feed – Show only in Feed.

Of course, it is very confusing. But now you know!

Three types of Microsoft Teams notifications

Now let us look at three types of Teams notification options: Banner, Show only in Feed and Off.

This means a popup at the bottom right corner of the screen – similar to the new email popup. This is intrusive and disturbs your focus. Therefore, we should minimize such distractions.

Show only in Feed

Certainly, this is my favourite notification type. Because, it just puts an entry into the Activity Feed. There is no audio visual distraction. Furthermore, multiple notifications originating from different places and events will keep getting added to the Activity Feed.

So, you decide when you want to and catch up with the happenings. I do this whenever I finish one logical activity and want to have a break in between. In short, it is a good balance between no notification and intrusive distractions.

Notification Off

Finally, Off is the most peaceful setting. Most settings should be Off. Enable on demand – and more importantly, enable only while required.

How to customize Microsoft Teams Notifications

First – Think – What is it that is happening across Teams and is relevant and important for me to me?

What can be so important that I am allowing it to disturb me?

Customize Microsoft Teams Notifications on Desktop

The notifications dialog was completely redesigned around November 2020. Therefore, I had to update this article to incorporate the changes. However, if you still have the older UI, read here

Just click on your profile picture on top right corner, choose Settings – Notifications.

I must say that it is a very confusing dialog. But stay with me. We will customize it quickly. Follow the numbers.

Microsoft Teams Notifications customize dialog

1. Email notifications off

Since we are trying to avoid using email for teamwork and using Teams instead, Email notification is almost never required. As a result, if you enable email notifications for events occurring in Teams, you are going to receive more mails.

In short, it defeats the purpose of using Teams.

Nevertheless, if you do have a genuine use case for enabling email notifications, do let me know. In spite of trying very hard, I have not been able to come up with a genuine use case for this.

2. Appearance and Sound

Keep both ON.

If you are used to audio notifications, keep the Play sound option on. For example, if you use a lot of social media and are habituated to the frequent beeps and vibrations, this may not be too much of a distraction for you.

If sound distracts you, keep it off. Don’t worry about what will happen if I miss hearing a notification.

3. Teams and channels

The first two options are irrelevant (shown with red crosses). Ignore them. Click on Custom directly.

@mention – banner and feed

Personal mentions are important. Someone used the @mention to call out your name specifically. It could be some information or action specific to you. Therefore, it is important to know about it. Keep it as Banner and Feed.

Why? Banner is visible for few seconds and sound beep is half a second. Suppose you did not see or hear it? No worries. It is still going to be shown in the Activity feed. with the @ symbol.

Team mentions and replies in feed

If someone calls out something for the entire team it is not so important. Same way, if someone replies to what you have posted, it is fine. You can see it later. Therefore, both go to the activity feed – without disturbing you.

All others OFF

Replies to replies, likes, trending is not at all important. So keep them off. Minimize distractions.

4. Chat Notifications

@mentions should be banner and feed. Other two off. If you want a WhatsApp like experience, keep replies ON but soon you will get annoyed and want to mute it!

5. Meeting Notifications

With so many meetings happening, you are likely to miss some meetings. However, this notification will help you. Keep it on – Banner. There is no feed option because seeing that the meeting started in retrospect is irrelevant.

Meeting chat notification is extremely annoying – especially if you are presenting and others are chatting / posting questions. Keep it Off.

6. People status change notification

Add one or more persons. You will be notified when their status changes. Most common use of this is to find when the boss is free. Don’t keep it on all the time. Turn Off removes the entry altogether!

7. New team member notification (Other)

Disable this unless you are really interested in knowing about new members joining immediately. For instance, when you are responsible for new member onboarding.

Customize Microsoft Teams notifications – Old UI

If you have the older Teams desktop app version use this section.

Recommended settings for old UI

Click your profile picture on top right corner – Settings – Notifications. It is a long and confusing list. Don’t worry. Follow along …

The default settings are not useful. In other words, you must choose what you really need one by one. This is a one-time effort and well worth it.

Enable Banner only for important things. The most common is for @mentions. If someone mentions your name, they want some inputs from you. Therefore, it makes sense to get a notification for personal mention.

Keep chat notification Off . Not worth following every reply and response.

Less important but needed for keeping up with what is happening are best kept in the activity feed. Choose Show only in feed.

Read each type of notification and choose the option based upon your needs.

Never use Banner and Email

Banner and Email is almost never required. We do not want to drown in email while working on team projects. Therefore, if you enable email notifications for events occurring in Teams, we are back to square one!

However, if you do have a genuine need for enabling email notifications, do let me know. I would certainly want to understand the business scenario.

Microsoft Teams Notifications on mobile app

Teams Notifications are active only when you are not using Teams on the desktop. This is a good thing. That way you do not get the same notification on both devices – which is extremely annoying. Go to burger menu (three parallel lines) – Notifications and make sure the setting in Mobile Teams app is Only when inactive on desktop.

The settings are different on the mobile. Here is a recommended list of settings. Customize as required.

Channel Notifications

You may be a part of many teams. Each team has many channels. You will be actively involved in few specific channels. Pin them. Click on the … next to channel name and choose Pin.

Pinned channels are important to you – therefore, you need special notifications for activity in these channels.

Click … next to the channel and choose Channel Notifications. Decide what you want and choose the notification type.

Meeting Chat Notifications: OFF

During a meeting or online presentation / event lot of chat can happen. If meeting chat notification is ON, it can be extremely disturbing. Shut it off.

This option is right at the bottom of the notification dialog and you may miss it. Scroll all the way down and set it to Off.

How often should you check Teams Activity Feed

As often as you go to Inbox. In other words, frequently! Whenever there is an urge to check if new mails have arrived, go to Teams first, then go to Inbox. You will get into the habit in a few days.

Manage intrusive notifications

We have minimized Banner type of intrusive notifications. But still, there will be some such notifications coming your way. The danger is that you get distracted, handle the notification and never come back to what you were originally doing.

To avoid that from happening, look at the notification, think if it requires some action. If that action requires any more than few minutes, go to the notification and SAVE the message – three dots – save.

This is like your short-term task list. Saved messages are visible when you open the menu by clicking on your Profile Picture.

Finish the work at hand. Then go and handle the saved, urgent action. Try it few times, it becomes second nature.

Learn more about Teams

Here are some more articles I have written about Teams usage.

If you are from IT, refer to Teams Policies and Governance . As of now, there is no way to customize Teams Notifications using Policy. Notifications is personal preference and therefore, users are at liberty to decide the settings convenient to them.

Even though Teams Notifications can be annoying and confusing, with little bit of one-time effort and common sense, you can customize them to your advantage.

Customize on desktop and mobile. Try it for a few days. After that, do let me know if it worked for you. Did it reduce distractions?

Also, feel free to post your queries or challenges? I usually respond in 48 hours. That’s it for now. See you soon.

Collaboration , Microsoft Teams , modern work , remote work , Teams , Work from home

5 Responses

I’d like Microsoft to offer the option of just “sound” for notifications, without banners… Just hearing that a new message or reply got in from some chat or team channel is enough to go and take a look: I don’t need the banners! They tend to accumulate and cover part of the screen of the application I’m working on.

Only sound and no visual notification may sound like a less intrusive way. But even that is not sufficient. What if you were away from the device and did not hear the notification sound?

In short, any kind of notification can be missed. Therefore, we cannot rely on noticing or not noticing the notifications. Additional effort is always involved in looking at the source of the notification periodically.

In any case, you can post your suggestion to the Microsoft development team at https://microsoftteams.uservoice.com/

Sir, in File Explorer, automatic folder gets created named – “Microsoft Teams Chat Files”. But this does not contain all files which are actually in actual Teams Chat. How do we sync ?

hi, i need to change my ringstone teams notification in android, do you khow how i can do it? tks

Ringtone in Teams mobile app click on profile icon – Notifications – General activity – Calls – enable it – All “Teams” notifications. Now open Advanced – Sound and choose the ringtone you want.

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How to change sounds in Teams

Hello, I know there is a way to change the type of notification but was wondering if there was a way to swap the default Teams noises to the old AIM notifications. (message sent, message received, etc). I know you could edit Skype sounds in the control panel with Windows notifications but why not Teams?

Thanks!

Report abuse

We cannot change the sounds in Teams now, so it is recommended that please give a feedback to the Microsoft Teams UserVoice at https://microsoftteams.uservoice.com/forums/555103-public . The dedicated engineers in Microsoft will notice our feedback and requirements there, some features would be added to the product based on our feedback in the future.

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Manage notifications in Teams
Change Microsoft Teams sounds in Android and Windows
Microsoft Teams Notifications Sound Windows 10
How can Microsoft Teams be set up to receive sound notifications when
How to change notification sound on Microsoft Teams Android App
Change Microsoft Teams sounds in Android and Windows

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COMMENTS

There is any way to change the sound of Teams notification?
Hit your profile icon and sign out from Microsoft Teams. 1. Next hit the Windows key and type change system sounds, 2. Now, in the Program Events dialog, scroll down and Highlight the Notification entry. 3. Hit Browse to select your preferred sound from the Windows Media folder (typically located in C:\Windows\Media).
Manage notifications in Teams
Change channel notifications from the teams list. Hover on a channel in your teams list and select More options > Channel notifications . Choose from All activity, Off, or Custom —just as you would in settings. When you select Custom, a new window will open that has more options. Note: By default, channel @mentions are turned off and all new ...
Manage notification settings
Choose your notification settings. Select Settings and more ( ...) > Settings. Select Notifications. Change the settings to what you want. To modify your notification style, select Appearance and sound > Notification style: Teams built-in: Receive your Teams notifications in-app. Windows: View only your desktop notifications.
First things to know about notifications in Microsoft Teams
1. Notification settings are under Settings and more. Access notification settings by selecting Settings and More in the top right corner of Teams, then Settings > Notifications. 2. Notification sounds can be on or off. To choose if a sound plays with new notifications and calls, select your profile picture at the top-right corner of Teams ...
Teams
Teams - Change notification sound Good morning. I would like to know if it is possible to change the notification sound on my MS Teams. The reason? I work with 2 more users in the same office and we usually don´t know which computer is ringing. Thank you for your help. This thread is locked. ...
How to Configure Microsoft Teams Notifications
Open Microsoft Teams on your computer, click your profile picture, then select "Settings" in the menu. In the "Settings" panel, click "Notifications.". This is where you can customize all of your notification settings. Let's start at the top and work our way down. At the top of the Notifications are three options, all of which can ...
Change your notifications style in Teams
At the top right of Teams, select Settings and more and then select Settings > Notifications to open notification settings. Under Appearance and sound > Notification style, choose Windows from the dropdown options. To switch back to the default notification banners, follow the previous steps, and then choose Teams built-in.
Changing Teams Sound : r/MicrosoftTeams
Microsoft has added an option to Teams, to switch notification style to Windows 10 native. If you switch to Windows 10 native notifications in Teams, you can change the Teams notification sound. In the Windows 10 system sounds settings, "Notification" is the sound setting you need to change.
How to Fix Microsoft Teams Notification Sound Not Working
Step 2: Select System from the left sidebar. Step 3: Click Notifications in the right pane. Step 4: Scroll to Microsoft Teams and click on it. Step 5: Turn on the toggle for 'Play a sound when a ...
Best practices for Teams notifications
3. Adjust your settings to get notified when and how you want. The best way we've found to make sure we only get notifications we care about is to work our notification settings. Choosing how and where you want to be notified for different types of things comes down to personal preference, so our team is all over the place.
How do I change the notification sound for Microsoft Teams on Mac
Click on "Settings and more," which is illustrated by three dots. From there, click on "Settings.". Now navigate over to the "Notification" option. Under "Appearance and sound," select the dropdown for "Notification style.". Select either "Mac" or "Teams built in.". Now turn on the toggle for "Play sound for ...
Change Microsoft Teams sounds in Windows and Android.
To change your Teams notification sounds, follow the following steps: Open Microsoft Teams. Hit your profile icon. Hit Manage Account to open the Teams Settings dialog. Open the notifications tab. Select Windows in the Notification Style combo box. Ensure that the Play sounds slider is enabled as show below. Close the Settings dialog.
Manage audio settings in a Teams meeting
To change your speaker, microphone, or camera settings when you're on a call or in a meeting, select More options > Device settings in your meeting controls. Then, select the speaker, microphone, and camera options you want.
First things to know about notifications in Microsoft Teams
1. Notification settings are under Settings and more. Access notification settings by selecting Settings and More in the top right corner of Teams, then Settings > Notifications. 2. Notification sounds can be on or off. To choose if a sound plays with new notifications and calls, select your profile picture at the top-right corner of Teams ...
Teams Android
@Magnus FälthYes, I can do that individually but what I was hoping to do is change All of Teams so that every notification from Teams would the same sound and have that sound be different from the 'default' sounds that is used for calendar reminders, game update, and everything else.. E.g. I can go into my SMS app and change the notification sound so that every text I get uses sound XYZ ...
How to change notification sound on Microsoft Teams Android App
In this video, I'll show a walkthrough to change the default notification sound to a custom sound for the Microsoft Teams Andriod app for Chats/Meetings.
Microsoft Teams Notifications
The notifications dialog was completely redesigned around November 2020. Therefore, I had to update this article to incorporate the changes. However, if you still have the older UI, read here. Just click on your profile picture on top right corner, choose Settings - Notifications.
How to change sounds in Teams
Hello, I know there is a way to change the type of notification but was wondering if there was a way to swap the default Teams noises to the old AIM notifications. (message sent, message received, etc). I know you could edit Skype sounds in the control panel with Windows notifications but why not Teams? Thanks!