When Does Someone Get Notified on Teams?

In Microsoft Teams, users and groups can be mentioned using the @mention feature, and notifications are triggered based on how and where the mention occurs. Here's a breakdown of when and how people get notified:

When Notifications Are Triggered

1. @Mention of an Individual
   • When someone types @username, the mentioned user receives:
     • A notification in their Activity feed
     • A banner notification (if enabled in their settings)
     • The message is highlighted in the conversation
2. @Mention of a Group or Tag
   • If a tag (like @MarketingTeam) is used, all members of that tag receive notifications.
   • If a Microsoft 365 Group or distribution list is mentioned, members may receive notifications depending on their notification settings.
3. @Mention of a Channel
   • Using @channel notifies everyone who has channel notifications turned on.
   • If someone has muted the channel, they won’t get a notification.
4. @Mention of a Team
   • Using @team notifies all members of the team, but only if they have team mentions enabled in their notification settings.

How Notifications Are Delivered

• Activity Feed: Always shows mentions.
• Banner Notifications: Pop-up alerts on your screen (if enabled).
• Email Notifications: Sent if you're inactive in Teams for a while (configurable).
• Mobile Push Notifications: If you're using the mobile app and have them enabled.

User Control Over Notifications

Each user can customize their notification settings:

• Go to Settings > Notifications
• Adjust preferences for:
  • Mentions
  • Replies
  • Likes and reactions
  • Channel and team mentions

When Email Notifications Are Sent for Mentions

1. User is Inactive in Teams
   • If a user is not actively using Teams (e.g., not signed in or inactive for a period), Teams will send an email summary of missed activity, including mentions.
2. Missed Activity Email
   • This email includes:
     • Direct @mentions
     • Replies to the user’s messages
     • Other important activity (like being added to a team or channel)
3. Timing
   • The default delay is usually about 10 minutes to 1 hour after the activity occurs, depending on the user’s activity and notification settings.

How to Control Email Notifications

Users can customize this in Teams Settings:

• Go to Settings > Notifications
• Under Email, adjust:
  • Missed activity emails (e.g., "As soon as possible", "Every 10 mins", "Hourly", or "Off")

Summary