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How to manage your privacy and other settings in Microsoft Teams

How to manage your privacy and other settings in Microsoft Teams

You can review and change lock options in Teams from the Settings screen. Here are the steps.

Microsoft Teams offers a variety of settings that can be used to configure privacy, notifications, permissions, and other options. You can activate different themes, set the app to start automatically, activate read receipts, set notifications for various events, test your video and audio, configure your voicemail, and do a lot more. Let’s take a tour of settings in Teams to see what you can do and how.

Open the Microsoft Teams app on your computer. From any screen, click on your member logo at the top, then select Settings.

General section of Microsoft Teams

In the General section, you can select the theme of your choice between Default, Dark, or High Contrast first.

Next, check the “Auto-start application” box, if you want Teams to fully open and appear on the screen every time Windows loads. Check the box for “Open app in background” if you want Teams to open every time but stay in the background, accessible from the System Tray. Check the “When closed, keep apps running” box, if you want Teams to keep running and available from the System Tray after you close it (Figure A).

Figure A

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Usually, you don’t need to check the Disable GPU hardware acceleration box. But if you notice that your system is running slower while Teams is open, check this box to see if performance improves. If you are running Microsoft Office, the next option lets you use Teams as a chat application. If you want each window in Teams to open separately, tick the option to “Enable a new meeting experience.” And if you encounter technical problems during the meeting, check the “Enable logging for meeting diagnostics” box.

The options under Language let you change the language for Teams and for your keyboard and turn spell checking on or off. Finally, you can choose to turn off animations in Teams, which applies to items like animated emojis.

Microsoft Teams Privacy Section

Click the category for Privacy. Click the button for “Manage priority access” and enter the name or email address of anyone you want to receive notifications and calls for even when your status is set to Do not disturb. Check the box for Block calls without caller ID if you want to prevent calls from unknown callers. You can also check the “Edit blocked contacts” button to manage anyone you previously blocked. Next, you can turn read receipts on or off and choose whether to participate in surveys sent in Microsoft Teams (Figure B).

Figure B

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Microsoft Teams Notifications section

Click the category for Notifications. Here, you want to review each type of action to determine if and how you want to receive notifications for it. With most actions, you can choose to receive notifications via banner and email, via banner only, only in your feed, or not at all (Figure C).

Figure C

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The Devices section in Microsoft Teams

Next, click the Device category. Here, you can select the speakers and microphones you want to use in Teams. Click the “Make a test call” button to check your audio. During the call, you will be asked to speak for a few seconds to make sure your microphone is working. You will then hear the playback what you said to make sure your speakers are working.

If you want to use more than one audio source to hear the ring for incoming calls, click the drop-down box for Secondary ring and set the source. Finally, click the drop-down area under Camera if your system has more than one camera and you want to switch between each one (Figure D).

Figure D

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The Permissions section in Microsoft Teams

Click the category for Permissions. In this section, you define the permissions you want to give to any apps you add in Teams. Unless you have specific reasons for denying access to certain permissions, your best bet is to keep all of them enabled for now to ensure full functionality (Figure E).

Figure E

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Microsoft Teams Calling Section

Finally, click the Call category. Here, you can set how you want to handle incoming calls. You can allow all calls to call you in Teams or forward them to voicemail. You can choose what to do with the missed calls. Click the button to configure voicemail. On the next screen, you can record greetings, define how to handle calls sent to voicemail, set a customized text-to-speech greeting, and decide when your out of office greeting should be played. Returning to the previous screen, you can select a ringtone for incoming calls and activate the TTY mode if you need to communicate with someone who is deaf or deaf and you have supported TTY devices (Figure F).

Figure F

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