Custom notifications in Microsoft Teams meetings let you send real-time updates like meeting changes, reminders, and participant updates directly to users. Using Microsoft Graph API, you can integrate these notifications into Teams activity feeds or even send SMS updates for external attendees in the US, UK, and Canada (with Teams Premium). Here’s what you need to know:
- Why Use It?
- Keep participants informed with timely updates.
- Customize notifications to fit your organization’s needs (e.g., meeting reminders, task updates, or participant changes).
- What You’ll Need:
- Microsoft Graph API access with permissions like
TeamsActivity.SendandMeetings.ReadWrite. - Updated Teams app manifest (v1.7+) to support notifications.
- Regular renewal of change notifications (every 3 days).
- Microsoft Graph API access with permissions like
- How It Works:
- Use JSON configurations to define notification details (e.g., recipient, activity type, and links to Teams resources).
- Example use cases: Task creation alerts or meeting schedule updates.
Microsoft Graph change notifications
Requirements
To set up custom notifications for Teams meetings using Microsoft Graph API, you’ll need to ensure a few key components are ready.
Microsoft Graph API Overview
The Microsoft Graph API allows you to create custom Teams notifications through its unified endpoint. It offers:
- Integration with Teams activity feeds
- Real-time notification delivery
- Access to resource data for notifications [1]
Teams App Manifest Update
Your Teams app manifest must support activity feed notifications. Here’s what you need:
| Component | Purpose |
|---|---|
| Manifest Version 1.7+ with Notifications | Enables activity feed notifications |
| Activity Types | Specifies the types of notifications supported |
Permissions Needed
To send custom notifications, the following permissions are required:
- TeamsActivity.Send: Sends activity feed notifications (Application scope)
- Meetings.ReadWrite: Manages meeting details (Delegated scope)
- User.Read: Accesses user profiles (Delegated scope)
Keep in mind that change notifications expire every three days, so you’ll need to renew them regularly to keep everything running smoothly [1]. Teams Premium also introduces features like SMS notifications for external attendees in the US, UK, and Canada [2].
Once these permissions are in place, you’re all set to start implementing and testing custom notifications in your Teams setup.
Configuring Custom Notifications
Activity Feed Notifications Explained
Activity feed notifications keep users updated on changes within Teams, such as meeting adjustments or task updates. Here’s a breakdown of the main notification types and their integration points:
| Notification Type | Purpose | Integration |
|---|---|---|
| Meeting Changes | Updates to meeting time, location, or agenda | Native Teams |
| Task Updates | Notifications for task assignments and progress | OS notifications |
| @mentions | Alerts when you’re mentioned in comments | Cross-platform |
| File Sharing | Updates on file sharing and edits | Deep-linked |
Once you’re familiar with these types, you can tweak their settings to better match your organization’s requirements.
Customizing Notification Details
You can use Graph API to fine-tune notifications, ensuring they provide clear and actionable updates. Here’s a JSON example for setting up a custom task assignment notification:
{
"topic": {
"source": "entityUrl",
"value": "https://graph.microsoft.com/v1.0/teams/{teamId}"
},
"activityType": "taskCreated",
"previewText": {
"content": "New meeting preparation task assigned"
},
"recipient": {
"userId": "user-id"
}
}
This configuration ensures the notification is concise and directs users to the relevant section for quick action.
Types of Notifications for Meetings
Graph API enables various notifications to keep participants updated and engaged during the meeting process:
- Meeting Reminders and Task Updates: Alerts for upcoming meetings and related preparation tasks.
- Resource and Participant Updates: Notifications about changes to meeting rooms, equipment, or attendee status.
To manage these notifications effectively, consider implementing throttling to avoid overwhelming users and use logging to track notification activity [3]. Microsoft Graph API provides tools to support these notification types.
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Examples of Implementation
Here are two practical ways to use the Microsoft Graph API for creating notifications in Teams meetings. These examples highlight how to deliver timely and useful updates, making team communication smoother.
Example 1: Task Notification
POST https://graph.microsoft.com/v1.0/teams/{teamId}/sendActivityNotification
Content-Type: application/json
{
"topic": {
"source": "entityUrl",
"value": "https://graph.microsoft.com/v1.0/teams/{teamId}"
},
"activityType": "taskCreated",
"previewText": {
"content": "New meeting preparation task assigned"
},
"recipient": {
"@odata.type": "microsoft.graph.aadUserNotificationRecipient",
"userId": "569363e2-4e49-4661-87f2-16f245c5d66a"
},
"templateParameters": [
{
"name": "taskId",
"value": "12322"
}
]
}
In this example, the topic source connects the notification to the team, while the activity type categorizes it as a task notification. The preview text provides a quick summary, and the template parameters allow for customization. This setup ensures team members are informed about tasks related to meetings, helping them stay organized and prepared.
Example 2: Meeting Update Notification
POST https://graph.microsoft.com/v1.0/teams/{teamId}/sendActivityNotification
Content-Type: application/json
{
"topic": {
"source": "text",
"value": "Weekly Virtual Social",
"webUrl": "https://teams.microsoft.com/l/message/19:448cfd2ac2a7490a9084a9ed14cttr78c@thread.skype/1605223780000?tenantId=c8b1bf45-3834-4ecf-971a-b4c755ee677d"
},
"activityType": "meetingUpdated",
"previewText": {
"content": "Meeting Schedule Updated: Virtual Team Sync moved to 2:00 PM EST"
},
"recipient": {
"@odata.type": "microsoft.graph.aadUserNotificationRecipient",
"userId": "569363e2-4e49-4661-87f2-16f245c5d66a"
}
}
This notification focuses on meeting updates. The topic includes a direct link to the meeting, while the preview text summarizes the change in schedule. This approach helps users quickly access updated details, reducing confusion and keeping everyone on the same page.
These examples illustrate how to create notifications that are both clear and actionable. Next, we’ll look at best practices to ensure your notifications stay effective and secure.
Best Practices and Security
Creating custom notifications for Teams meetings requires a focus on both functionality and safeguarding sensitive information. Following these practices can help ensure notifications are effective while meeting security and compliance standards.
Keeping Notifications Relevant
To avoid overwhelming users and maintain their attention, prioritize sending alerts that are useful and actionable. The Microsoft Graph API provides tools to fine-tune notifications for maximum impact:
| Notification Strategy | Implementation Approach | Expected Outcome |
|---|---|---|
| Event-Based Triggers | Notify users only about critical updates (e.g., schedule changes or cancellations) | Reduces unnecessary alerts, highlights key updates |
| Context-Rich Content | Add clear meeting details and required actions in the preview text | Encourages faster responses and better clarity |
| Timing Optimization | Deliver notifications during standard work hours to match user availability | Improves engagement and user experience |
Clearly labeling notifications with activity types like meetingUpdated for schedule changes or taskCreated for new tasks helps users quickly understand and prioritize them. This approach not only enhances user focus but also reduces exposure to unnecessary data, supporting secure practices.
Data Privacy and Compliance
To protect sensitive information, use Microsoft Graph API’s encryption features for secure data transmission. Manage API permissions carefully, and regularly audit and update subscriptions to remove outdated data and maintain regulatory compliance.
Key Compliance Steps when managing meeting notifications:
- Data Minimization: Share only essential information in notifications to limit exposure.
- Access Logging: Keep track of who receives and interacts with sensitive notifications.
Additionally, the API’s localization capabilities help ensure notifications align with regional requirements, making it easier to maintain compliance across different locations. Using specialized tools can further simplify notification management while supporting data protection efforts.
Using nBold for Collaboration
Microsoft Graph API offers powerful tools for creating custom notifications, but using platforms like nBold can simplify the process and make implementation smoother. With its automation features, nBold works alongside Graph API to make setting up custom notifications for Teams meetings easier, especially for organizations managing multiple teams.
nBold’s template system helps automate notification configurations while ensuring compliance with governance policies. It integrates seamlessly with Graph API, offering clear benefits for managing notifications:
| Feature | How It Helps with Custom Notifications |
|---|---|
| Template Automation | Provides pre-set notification settings for teams |
| Integration Management | Centralizes control over notification tools |
This platform is particularly useful for managing complex notification requirements. For instance, when creating project teams that need specific notification setups, nBold’s templates can automatically handle:
- Customized triggers based on meeting types
- Pre-defined notification content formats
- Notification routing rules tailored to specific channels
As an example, nBold can automate task notifications or meeting update triggers, reducing manual work and ensuring consistency across teams.
Security Features
nBold also strengthens governance by adding extra controls to Graph API’s security features. It ensures that notification templates comply with data privacy standards while still allowing flexibility for custom setups.
How IT Teams Can Use It
IT teams can leverage this integration to:
- Develop standardized notification templates tailored to team functions
- Automate notification settings for new team setups
- Ensure consistent notification policies throughout the organization
Conclusion
Custom notifications via Graph API improve communication and simplify workflows in Microsoft Teams meetings. With Graph API, organizations can tailor notifications to fit their workflows while maintaining security and privacy standards.
Here are three factors that make notifications effective:
- Real-time updates for important changes
- Relevant alerts tailored to specific roles
- Compliance with privacy regulations
While Graph API lays the groundwork, tools like nBold make it easier to implement. nBold automates notification templates and ensures governance compliance, making it ideal for organizations with complex team structures.
This combination is particularly useful in industries like healthcare and financial services, where accurate and timely updates are critical [2]. By focusing on relevant and secure notifications, businesses can improve communication without overwhelming their teams [3].
Graph API’s subscription-based change notifications ensure fast delivery [1], while activity feeds create more engaging meeting experiences. Together, they help teams collaborate better and stay informed, supporting productivity and efficiency.