Configuring Microsoft Teams Chat Settings


Personalizing Notifications and Alerts

 One way to fine-tune your Microsoft Teams chat settings is by personalizing your notifications and alerts. To do this, click on your profile picture or on the three dots on the left for some clients, select \”Settings,\” and then click on \”Notifications.\” Here, you can choose which messages and events you want to be notified about, such as mentions, replies, and reactions. You can also set where notifications will pop up (toaster or activity feed, …). By customizing these settings, you can ensure that you’re only receiving important alerts, reducing distractions and improving your overall productivity.



Managing Chat History and Archives

Another aspect of Microsoft Teams chat settings that can impact productivity is managing your chat history and archives. To access these settings, click on your profile picture, select \”Settings,\” and then click on \”Privacy & Security.\” Here, you can delete your chat history after a certain period or keep it indefinitely. You can also set up archiving options for your chats, which can help you stay organized and easily find past conversations when needed. H2: Advanced Chat Settings for Microsoft Teams



Managing Chat density in Microsoft Teams PC client

To change chat density in Microsoft Teams PC client, follow these steps:

Open Microsoft Teams.  Click your profile picture in the top-right corner of the window. Select Settings, Click General, Under Chat density, select Comfy or Compact. Click Save.

Comfy is the default chat density setting, providing more space between chat messages. Compact reduces the space between chat messages, so you can see more messages simultaneously.



Setting Up Message Formatting and Priority

To further enhance your Microsoft Teams chat experience, you can set up Microsoft Teams message formatting when writing a message in a Channel or a Conversation. First click on “Expand compose box” under your message box. Here, you can enable or disable rich text formatting, which allows you to use bold, italic, and other text styles in your messages. You can also set message priority options, such as marking a message as \”urgent\” or \”important,\” to ensure that critical information is easily visible and accessible to your team members.


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Managing External Chat and Guest Access

Sometimes, you may need to collaborate with people outside your organization. To manage external chat and guest access in Microsoft Teams, your Office Admin should have allowed them. 1

To allow guest and external users in Microsoft Teams, you need to enable guest access in the Teams admin center.

To enable guest access in the Teams admin center:

  1. Sign in to the Microsoft Teams admin center.
  2. Select Users > Guest access.
  3. Set Guest access to On.
  4. Under Calling, Meeting, and Messaging, select On or Off for each capability, depending on what you want to allow for guests.
  5. Select Save.


Once you have enabled guest access, you can invite guest and external users to your teams.

When allowed by your organization, you can add a Guest to a team. To invite a guest or external user to a team:

  1. Open the team you want to invite the guest or external user to.
  2. Click More options (three dots) next to the team’s name and select Manage team.
  3. Click the Members tab.
  4. Click Add member.
  5. Enter the guest or external user’s email address and click Add.
  6. The guest or external user will receive an email invitation to join the team.

Note: Team owners and members can only add guest users to teams. Team owners, members, and guests can add external users to teams.



Integrating Chatbots and Automation Another way to enhance productivity and communication in Microsoft Teams is by integrating chatbots and automation tools. You need to be the team’s owner to manage apps and bots in a team. If so, you can follow these steps:

  1. Open the team where you want to manage apps and bots.
  2. Click the “Manage Team”  button in the “Three Dots” menu.
  3. Select Manage apps.

This will open a list of all the apps and bots installed in team’s channels.

To add an app or bot to a conversation or channel:

  1. Click the “More App” button.
  2. Search for the app or bot you want to add.
  3. Click the Add button next to the app or bot you want to add.

microsoft teams chat settings practices

Best Practices for Microsoft Teams Chat Settings


Tips for Efficient Communication To make the most of your Microsoft Teams chat settings, consider the following tips for efficient communication:

  • Use @mentions to direct messages to specific team members and ensure they receive notifications.
  • Keep conversations organized by using threads and replying directly to specific messages.
  • Use emojis and GIFs sparingly to maintain professionalism and avoid distractions.
  •  Leverage the \”Save\” feature to bookmark important messages for easy access later.
  • Utilize the search function to find past conversations and information quickly.



Maintaining Chat Privacy and Security

 As you fine-tune your Microsoft Teams settings, it’s essential to keep privacy and security in mind. Here are some best practices to follow:

  • Regularly review and update your external chat and guest access policies to ensure only authorized users can access your organization’s data.
  • Be cautious when sharing sensitive information in chats and consider using private channels or encrypted messaging apps for highly confidential conversations.
  • Use strong, unique passwords for your Microsoft Teams account and enable multi-factor authentication for added security.
  • Regularly update your Microsoft Teams app to ensure you have the latest security patches and features.

 By following these best practices and fine-tuning your Microsoft Teams chat settings, you can enhance productivity and communication within your organization, leading to a more efficient and collaborative work environment.


In conclusion, Microsoft Teams governance and Microsoft Teams permissions are essential aspects of managing and optimizing your team’s chat settings. By configuring chat settings, personalizing notifications, managing chat history, and controlling chat density, you can streamline communication and improve productivity. Additionally, features like message formatting, guest access management, and integrating chatbots and automation tools can further enhance your Teams experience.



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