Microsoft Teams Tips and Tricks

This blog post is all about various Microsoft Teams tips and tricks. I will keep updating this article whenever I will find something interesting in Microsoft Teams or MS Teams.

If you are new to Microsoft Teams, check out an article on How to use Microsoft Teams (Step by Step Guide), and also you can check out a video tutorial on How to use Microsoft Teams.

How to turn off sounds Microsoft teams

How to turn off sounds Microsoft teams? To turn off sounds in Teams or disable chat sound in teams, Open Microsoft Teams, click on the three dots near to the profile picture, then click on Settings.

how to turn off sounds microsoft teams
Turn off sounds Microsoft teams

Then click on Notification -> Toggle off “Play sound for incoming calls and notifications” like below:

How can I turn off notification sounds in Microsoft Teams
Turn off notification sounds in Microsoft Teams

This is how to turn off sounds Microsoft teams, you will not hear any sound even when you will receive a call in Teams.

How to change ringtone in teams

How to change ringtone in Microsoft teams? To change the ringtone for incoming calls in Microsoft Teams, follow the step:

  • Open Microsoft Teams, click on the three dots near to the profile picture, then click on Settings. Then in the Settings dialog box, click on Calls -> Go to the Ringtones section, choose the ringtone for incoming calls. You can choose from a list of ringtones.
How to change ringtone in teams
How to change ringtone in teams

This is how to change the ringtone for calls in Microsoft Teams.

How do you delete chat on Microsoft teams

How do you delete chat on Microsoft teams? Let us see how to delete chat in MS Teams. Go to the particular message which you want to delete, click on the three dots, then click on Delete.

How do you delete chat on Microsoft teams
How do you delete chat on Microsoft teams

The message will get deleted. And you can see a message like, This message has been deleted. Even you can use the Undo button to undo the delete.

microsoft teams delete message permanently
Microsoft teams delete message permanently

If you want to hide chat in Microsoft Teams then select the user whose chat you want to hide. Then click on the three dots -> Hide.

Hide chat in Microsoft Teams
Hide chat in Microsoft Teams

Then the chat will get hidden. But the chat will appear next time when the user pings you.

Check out, How to create a team in Microsoft Teams

Microsoft teams delete chat messages permanently

How to delete chat messages permanently in Microsoft Teams? There is no way to delete chat messages permanently in Microsoft Teams. Rather we can hide chat messages as explained above. But Teams allows us to edit or delete our own messages. So to answer the question Can you permanently delete messages in teams? NO, we can not delete messages permanently in teams.

Disable meet now button in teams

If you want to get rid of meet now in Microsoft Team, the follow the below steps:

  • Login to Teams admin center.
  • Then click on Meetings -> Meeting policies. Then click on Global (Org-wide default).
  • Then toggle off “Allow Meet now in channels” like below:
microsoft teams disable meet now in channel
Microsoft teams disable meet now in channel

This is how to disable meet now in channel in Microsoft Teams.

Read How to add PowerApps app to Microsoft Teams – Step by Step

Disable anonymous to participate in teams meeting

How to disable anonymous to participate in teams meeting? Follow the below steps if you want to disable anonymous to participate in teams meeting.

  • Open Microsoft Teams admin center. Then click on Meetings -> Meeting settings.
  • Then toggle off “Anonymous users can join a meeting” option like below:
Disable anonymous to participate in teams meeting
Disable anonymous to participate in teams meeting

How to auto admit in microsoft teams

How to auto admit in Microsoft teams? Follow the below steps to auto admit in Microsoft Teams.

  • Login to Microsoft Teams admin center. Click on Meetings -> Meeting policies.
  • Then navigate to the Participants & guests section.
  • There choose an option for Automatically admit people. You can chose from the below options.
    • Everyone
    • People in my organization and guests
    • People in my organization, trusted organizations, and guests
    • People in my organization
    • Organizer only
    • Invited users only
how to auto admit in microsoft teams
Auto admit in Microsoft teams

This is how to auto admit in Microsoft Teams.

Read Microsoft teams settings

Microsoft teams how to disable gifs

Let us see how to disable gifs in Microsoft Teams. To disable gifs in Microsoft Teams follow the below steps:

  • Open Microsoft Teams, clcik on the the three dots near to profile picture. Then click on Settings.
  • This will the Settings dialog box. Here from General tab go to the Display section.
  • Here check the check box “Turn off animations (requires restarting Teams)”
  • Then restart Microsoft Teams.
Microsoft teams how to disable gifs
Microsoft teams how to disable gifs

This is how to disable gifs in Teams.

How to delete call history in Microsoft teams

A lot of people are searching to know how to delete call history in Microsoft Teams. When you will open the Microsoft Teams app, click on Calls from the left navigation and you can see the call history. Category wise you can see All calls, Missed calls, Incoming calls, and Voicemails. But as of now, there is no option to delete the call history in Microsoft Teams.

How to turn off video in Microsoft teams

How to turn off video in Microsoft teams? It is easy to turn off video in Microsoft Teams especially if you are joining in a meeting or you are taking a meeting.

When you are starting a meeting Meeting or trying to join a Microsoft Teams meeting, here enable or disable the video in the Camera or video icon. See the below.

how to turn off video in Microsoft teams
How to turn off video in Microsoft teams

If you are already in a teams meeting and want to turn off video, simply click on the video icon to disable the video.

Microsoft teams turn off video
Microsoft teams turn off video

This is how to turn off video in Microsoft teams.

How to quickly copy a meeting link in a Team Meeting

This is one of the easiest ways to copy a meeting link and share it with others. Follow the below steps:

  • Open Microsoft Teams desktop apps, click on the Calendar icon from the left side.
  • Then you can see all your meeting in the calendar interface.
  • Here click on the particular meeting whose link you want to copy. You can see a small pop up and there you can see the meeting link with a copy icon option. Click on that and the meeting link will be copied. You can share with others.
copy a meeting link in a Team Meeting
Copy a meeting link in a Team Meeting

Read How to create a group in Microsoft teams

How to turn off chat in Microsoft teams

How to turn off chat in Microsoft teams? Let us see how to turn off chat in the Microsoft Teams meetings.

  • Open Microsoft Teams, click on the Calendar icon in the left side. There you can see all the meetings.
  • Click on the particulat meeting and then click on the Edit button.
how to turn off chat in microsoft teams
How to turn off chat in Microsoft teams
  • This will open the meeting in the edit mode, here click on Meeting options.
how to turn on chat in microsoft teams meeting
How to turn on chat in Microsoft teams meeting
  • Then it will open the Meeting Options page, there go to the Allow meeting chat option and choose from the below options:
    • Enabled: User can use chat option
    • Disabled: Chat will not be available
    • In-meeting only: Chat will be available when the meeting is online.
How to Disable Chat in Microsoft Teams Meeting
Disable Chat in Microsoft Teams Meeting
  • Then click on the Save button.

This is turn on/off chat in Microsoft teams meeting.

Microsoft teams turn off participants video

Let us see how to turn off participant’s video in Microsoft Teams? There will be times when you want to disable video for a meeting in teams for the participants.

Follow the above steps to open the Meeting Options screen for the meeting for which you want to turn off the participant’s video.

There toggle off for the option Allow camera for attendees?

Microsoft teams turn off participants video
Microsoft teams turn off participants video

This is how to turn off participants video in Microsoft Teams or how to disable video in Microsoft teams meeting.

In the same way, if you want to disable audio, then disable Allow mic for attendees? like below.

How to turn audio in Microsoft Teams meeting
How to turn audio in Microsoft Teams meeting

Read How to leave an organization as a guest user in Microsoft Teams

Who can present in microsoft teams live event

You know there is an option for who can present options in Microsoft teams? Now, let us see how to change who can present in Microsoft teams.

First of all, follow the above steps to open the Meeting options page. There you will see an option Who can present? From the drop-down you can select the below options:

  • Everyone (default)
  • People in my organization and guests
  • Specific people
  • Only me
who can present options in microsoft teams
who can present options in Microsoft teams
  • Here you can see if you will choose Specfic people, then it asks us to provide the names of the people who can present in the meeting. Here you can select people who are part of the teams meeting.
change who can present microsoft teams
change who can present Microsoft teams

This is how to set who can present in microsoft teams live event.

How to add Gmail users to Microsoft teams

Do you want to know how to add Gmail users to Microsoft teams? Let us check out step by step on how to invite Gmail user to Microsoft Teams meeting.

The first thing, we need to make sure is that, Anonymous users can join a meeting is enabled in Microsoft Teams admin center.

  • Login to https://admin.teams.microsoft.com/ (Microsoft Teams admin center)
  • Then click on Meetings -> Meeting settings.
  • Then in the Participants, make sure Anonymous users can join a meeting.
How to add Gmail users to Microsoft teams
How to add Gmail users to Microsoft teams

Invite Gmail user to Microsoft Teams meeting

Let us now see how to invite gmail user to Microsoft Teams meeting. Open Microsoft Teams, then click on the calendar icon. This will display all the meetings.

Then click on the meeting in to which you want to invite your gmail users and then click on Edit. Then put the gmail address in the attendees and click on Send.

Invite Gmail user to Microsoft Teams meeting
Invite Gmail user to Microsoft Teams meeting

The gmail user will receive an email to his/her gmail id. It will have the link to join the meeting also.

How to Invite Gmail user to Microsoft Teams meeting
How to Invite Gmail user to Microsoft Teams meeting

This is how to invite Gmail user to Microsoft Teams meeting.

Read How to invite guest or external users to Microsoft Teams Meetings

Microsoft teams how to get notifications

Now, let us see how to manage notifications in Microsoft Teams. You can manage notifications for Email, Appearance and sound, Teams and Channels, Chat, Meetings, People, etc.

  • Open Microsoft Teams -> Activity, Then click on Setting icon like below.
Microsoft teams how to get notifications
Microsoft teams how to get notifications

This will open the Settings dialog box, here you can change the settings.

how to get notifications Microsoft teams
Get notifications Microsoft teams

This is how to enable or disable notifications in Microsoft Teams.

Microsoft teams how to show I’m constantly available

How to make microsoft teams always show available? Do you wondering how do i show always available on microsoft teams? Follow the below steps:

  • Open Microsoft Teams. Then click on the Profile picture and then click on the Status icon. Then click on Duration like below:
microsoft teams how to show always available
Microsoft teams how to show always available
  • Then you can choose a Status and the duration.
  • Below are the Status you can choose from:
    • Busy
    • Do not distrub
    • Be right back
    • Appears away
    • Appear offline

And you can set duration as:

  • 30 minutes
  • 1 Hour
  • 2 Hours
  • Today
  • This week
  • Custom: You can select here the date and till when you want to display the status.
microsoft teams how to show always available
microsoft teams how to show always available

This is how to make Microsoft teams always show available.

How to zoom Microsoft teams screen

Now, let us see how to zoom Microsoft Teams screen. We can do the zooming in teams from the UI as well as by using keyboard shortcuts.

Sometimes, while sharing our screen, we need to use the zoom feature. So, follow the below approach to zoom the shared screen in Microsoft teams.

To zoom in or out in Microsoft Teams through UI, Open Microsoft Teams desktop app. Then click on the 3-dots. Then you can see the Zoom option, click on the – and + to Zoom in and Zoom out.

how to zoom microsoft teams screen
How to zoom Microsoft teams screen

This is how to zoom Microsoft teams from the UI.

Keyboard shortcuts:

  • We can use Ctrl+ (Plus sign) to zoom in and Ctrl- (Minus sign) to zoom out in Microsoft Teams.
  • Also to Zoom in we can use Ctrl + rotate mouse wheel up in Microsoft Teams. And to zoom out Ctrl + rotate mouse wheel up in Microsoft Teams.
  • And to reset zoom use Ctrl+0 in Microsoft Teams

If you are using a Mac system, then

  • Command+= to zoom in Teams and Command+- to Zoom out Microsoft Teams.
  • Aslo, you can use Command+(rotate mouse wheel up) to zoom in and Command+(rotate mouse wheel down) to zoom out.
  • If you want to reset zoom in Mac then use Command+0 option.

You may also like the following Microsoft Teams articles:

This is a Microsoft Teams tips and tricks tutorial and we learned the below things here.

  • How to turn off sounds Microsoft teams
  • How to change ringtone in teams
  • How do you delete chat on Microsoft teams
  • Microsoft teams delete chat messages permanently
  • Disable meet now button in teams
  • Disable anonymous to participate in teams meeting
  • How to auto admit in microsoft teams
  • Microsoft teams how to disable gifs
  • How to delete call history in Microsoft teams
  • How to turn off video in Microsoft teams
  • How to quickly copy a meeting link in a Team Meeting
  • How to turn off chat in Microsoft teams
  • Microsoft teams turn off participants video
  • Who can present in microsoft teams live event
  • How to add Gmail users to Microsoft teams
  • Microsoft teams how to get notifications
  • Microsoft teams how to show I’m constantly available
  • How to zoom Microsoft teams screen
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