Have you ever found yourself in a Microsoft Teams call, only to be caught off guard by an unwanted notification from a private chat? This common dilemma can lead to awkward moments, but there’s good news: several methods can help you avoid these interruptions while sharing your screen.
By default, Microsoft Teams displays pop-up notifications during meetings and while screen sharing, exposing personal messages, reactions, and call alerts to all participants. This guide aims to empower Teams users with actionable solutions, ensuring your screen-sharing experience remains professional and distraction-free.
Utilizing Windows Focus Assist
If you’re using Teams on a Windows device, one effective solution is Focus Assist. Available in both Windows 10 and 11, this feature helps you concentrate by blocking notifications, sounds, and alerts during critical moments.
To enable Focus Assist, click the notification icon located in the bottom-right corner of your taskbar, and select Focus Assist. Choose either “Alarms only” or “Priority only”. Alternatively, you can navigate to Settings > System > Focus Assist to customize automatic rules, such as:
- Activate when duplicating your display
- During specified hours
- When using an application in full screen
For Focus Assist to function correctly, head to Teams > Settings > Notifications > Notification Style > Windows. This adjustment allows Focus Assist to effectively manage Teams notifications.
Enabling Teams’ “Do Not Disturb”Mode
Another practical method is to enable the Do Not Disturb (DND) mode directly within Teams. Unlike the broader Focus Assist, DND only inhibits notifications from Teams itself. This means you may still need to configure other messaging applications to DND if you wish to restrict notifications completely.
Enabling DND in Teams is straightforward: click on your profile picture, navigate to the status menu, and select Do not disturb. This action will suppress all notifications from Teams, but you can specify priority contacts—allowing their alerts to bypass this mode—by going to Settings > Privacy > Manage priority access. Please note, this feature is accessible in both desktop and mobile versions of Teams.
Customizing Meeting-Specific Notifications
For users accessing Teams through the Progressive Web App (PWA), there’s an option to mute notifications during meetings. To find this, go to Settings > Notifications > Meetings and Calls (or Notifications and activity in the web version) and locate “Mute notifications during meetings and calls”. However, Microsoft notes that this method’s effectiveness may vary, making Focus Assist or DND preferred methods for availability.
The web version of Teams also offers additional useful settings, such as “Show message and content previews in notifications” and “Show notifications on the desktop when my Teams tab is not in view”. The first option is particularly beneficial if you’re waiting for essential messages but prefer not to display their content publicly.
Best Practices for Screen Sharing
In addition to utilizing the aforementioned methods, consider practicing good digital hygiene during screen sharing. First, close the chat pane before you start sharing your screen to eliminate preview messages. Second, select the option to share a single window instead of the entire screen, effectively limiting what attendees can view.
While Microsoft Teams does offer several features to manage notifications during calls, it is clear that room for improvement exists. With this guide, you’re now equipped with the knowledge to elegantly sidestep embarrassing notification incidents while presenting. Enjoy a seamless screen-sharing experience!
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