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Microsoft Teams Tips: How to Limit Interruptions with Teams User Presence

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Worksighted Team Sep 07 2023

Microsoft Teams Messages: Distraction or Asset?

Teams messages provide a quick and easy way to communicate between teams, but can also become an added distraction to your day. Constant disruptions from message notifications can get in the way of you getting things done.

One way to minimize distractions is Microsoft Teams user presence. With presence, you can easily communicate your availability to your team by choosing from one of six options (Available, Busy, Do Not Disturb, Appear Away, Appear Offline, Be Right Back). These status will also automatically update based on your calendar availability.  These presence states are even more effective when you include a brief status message.

4 Simple Steps Set Your Microsoft Teams Presence

1. In the top right, click on your profile picture Microsoft Teams Statuses.

Step 1 to Set Your Microsoft Teams Presence

2. Change your status to one of six options from the dropdown.

3.  Set “Status Message” to give context to what you are working on.

4. Select “Show when people message me” and set a time for the message to expire.

Things to Remember About Microsoft Teams User Presence

You will automatically have a status based on your Teams activity.

Your Microsoft Teams status is automatically generated by your user activity. i.e. Are you messaging and engaging with content actively in Teams? You can manually override a status by following the 4-step process above.

User Configured Presences

Each presence has a default expiration. Unless a user manually changes their presence, it will hold for a set period of time.

The ‘Away’ Presence

If your computer is locked or remains idle, your status will automatically appear as ‘Away’. An ‘Away’ status will also be generated if your using a mobile devices and the Teams app is in the background.

Do Not Disturb (DND)

Even if you are using the DND presence, you still will receive all messages and calls sent to your during this time. Call received will be sent directly to voicemail. If you have a priority list of contacts, you can allow them to reach you regardless of DND status by granting a user priority access. You can do this by visiting Settings> Privacy in Teams.

Status Messages

Use your status messages to share helpful context for your presence. Away for lunch? Include a brief note and when you’ll return. Available and ready for a chat? Let your teammates know.

Microsoft Teams is not a one-size-fits-all tool. To learn more on how to make Teams work for you, check out this blog.

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Worksighted Team

We are a team of over-enthusiastic people, ready to help our clients utilize technology to spur growth! We love technology and come to work every day eager to solve problems and find ways to impact our clients.