How to Use Microsoft Teams Status and Availability

Understanding Teams Status

Your Teams status tells colleagues whether you are available, busy, or away. Managing it effectively helps your team know when they can reach you.

Status Types Explained

Automatic Status

Teams sets your status automatically based on your activity:

Available (Green)

• You are active in Teams
• Calendar shows no meetings
• You are likely able to respond

Busy (Red)

• You are in a meeting or call
• Calendar shows you are busy
• Avoid interrupting unless urgent

Do Not Disturb (Red with dash)

• You have set this manually
• Notifications are silenced
• Only urgent messages break through

Away (Yellow)

• Computer is locked or idle
• You have been inactive for a period
• May not respond immediately

Be Right Back (Yellow)

• You have set this manually
• Indicates a short break
• Will return soon

Appear Offline (Grey)

• You have set this manually
• Colleagues see you as offline
• You can still use Teams normally

Setting Your Status Manually

On Desktop

• Click your profile picture (top right)
• Click your current status
• Select a new status from the list

Duration Options

When setting status manually, you can set a duration:

• Click your profile picture
• Click Set status message
• Click Duration
• Choose how long the status lasts:

- 1 hour - 2 hours - Today - This week - Custom

After the duration, status returns to automatic.

On Mobile

• Tap your profile picture
• Tap your current status
• Select a new status

Using Status Messages

Status messages appear next to your name and provide extra context.

Set a Status Message

• Click your profile picture
• Click Set status message
• Type your message (up to 280 characters)
• Set how long to show it
• Choose whether to show when people message you
• Click Done

Effective Status Messages

Good examples:

• "In meetings until 2pm - will respond after"
• "Working remotely today - email is best"
• "On leave until 15 Feb - contact Sarah for urgent matters"
• "Heads down on project deadline - slow to respond"

Avoid:

• Very long messages people will not read
• Messages that are always the same (people stop noticing)
• Overly personal information

Do Not Disturb Mode

When to Use DND

• Focusing on important work
• In a critical meeting
• Presenting or recording
• Need uninterrupted time

How DND Works

When on Do Not Disturb:

• Most notifications are silenced
• Calls go to voicemail
• Messages still arrive but do not alert you
• Priority contacts can still reach you (if configured)

Set Priority Contacts

Allow specific people to break through DND:

• Click Settings (gear icon)
• Click Privacy
• Under Do not disturb, click Manage priority access
• Add people who can always reach you

Focus Time Integration

If you use Microsoft Viva Insights or set Focus Time in Outlook:

• Teams automatically sets you to Do Not Disturb
• Focus Time blocks appear in your calendar
• Notifications are minimised during focus periods

Schedule Focus Time

• Open Outlook calendar
• Schedule time blocks for focused work
• Teams respects these as DND periods

Status Best Practices

Be Honest

• Set status to match your actual availability
• Update when your situation changes
• Do not stay on "Available" when you are not

Respect Others' Status

• Do Not Disturb means do not disturb
• Away means they might not respond quickly
• Busy means they are occupied

Use Status Messages Effectively

• Update for extended absences
• Include alternative contacts for urgent matters
• Remove outdated messages

Check Someone Else's Status

Before Messaging

Look at the coloured dot next to their name:

• Green = Good time to message
• Yellow = They might be slow to respond
• Red = Wait if not urgent

View Their Status Message

Hover over their name to see their full status message and availability.

Troubleshooting

Status Not Updating

• Close and reopen Teams
• Check your calendar is syncing
• Manually set status if needed

Status Stuck on Away

• Move your mouse or type
• Check if computer went to sleep
• Teams needs activity to show Available

People See Wrong Status

• Sync may take a moment
• Calendar events affect status
• Manual status overrides automatic

Need Help?

For Teams status or availability questions, contact helpdesk@netlumait.com.au or call 1300 521 162.