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Your status and Do Not Disturb

Choose which statuses silence your phones, so colleagues can see your availability and calls reach the right place when you need quiet.

Who this is for: everyday users and admins. Each person chooses their own settings; an admin can also change them on that person's behalf.

Before you start

  • An extension assigned to your account.
  • For Teams statuses, your company needs Microsoft 365 Presence Sync connected and your Phonovo account linked to your Microsoft account. Your admin can set this up.

What each status does

These are the defaults until you change your choices:

Status Silences your phones by default?
Do Not Disturb Yes
In a Meeting No
Be Right Back No
Away No

Available, On Call and Offline never silence your phones through this setting and cannot be selected. Other settings, such as Do Not Disturb switched on directly, can still stop calls ringing.

Silencing applies to your desk phone, webphone and mobile app. You can still make outgoing calls. Making an outgoing call or closing the portal leaves your phones silenced; neither action cancels your choice.

Choose which statuses silence your phones

  1. Click your name in the top right and select Settings, then choose Status & Do Not Disturb under Phone Settings.
  2. Select the statuses that should silence your phones. Clear a status if you want your phones to ring while you use it.
  3. Select Save Changes.
  4. To change your status, open the status menu under your name in the top bar, select your current status, then choose another status. Select Choose which statuses silence your phones to open your status silencing settings.

This setting is coming to the mobile app in a later release. For now, use the portal to choose your statuses. Your choices already silence incoming calls to the mobile app as well as your other phones.

Where your calls go

When your phones are silenced, calls follow the same rules as Do Not Disturb:

  1. If Forward all calls is on, calls go to your forwarding number.
  2. Otherwise, calls go to your voicemail.
  3. If forwarding is off and there is no usable voicemail box, callers hear busy.

See Forward your calls to set your forwarding number. Forward when busy and Forward no answer are separate rules; use Forward all calls if you want calls forwarded while Do Not Disturb is on.

While your phones are silenced, a notice in the portal's top bar and status picker explains where your calls are going: your forwarding number, voicemail, or busy.

Use Teams statuses

With Microsoft 365 Presence Sync connected for your account, Teams statuses follow your personal choices above:

  • Teams Do Not Disturb, Presenting and Focusing count as Do Not Disturb, so they silence phones by default.
  • Teams Busy, In a meeting, In a call and In a conference call count as In a Meeting, so they only silence phones if you select that status.
  • Teams Out of office counts as Away.

Teams changes can take about a minute to affect ringing. If the Teams connection or your link is removed, or its status information expires, silencing caused only by that Teams status clears. Do Not Disturb that you or an admin switched on directly stays on.

Turn Do Not Disturb on or off yourself

You can still switch Do Not Disturb on directly from the extension's DND tab or use star codes: *78 switches it on and *79 switches it off. When you turn Do Not Disturb off yourself, a manually selected silencing status returns to Available. If Teams caused the silencing, the same blocking Teams status will not immediately switch it back on; it can apply again after Teams leaves the statuses you chose to silence.

Do Not Disturb switched on directly by you or an admin stays on when your status changes to Available. Switch Do Not Disturb off directly when you want calls again.

On a provisioned Yealink desk phone, the DND key changes your Phonovo status too. Existing phones may need reprovisioning by your admin. Handset changes can take about a minute to appear in the portal. The handset's own DND light does not show Do Not Disturb switched on elsewhere, such as from the portal or Teams. Check the portal notice rather than relying on that light.

For admins

Open Extensions, find the person's extension, select Configure, then open the DND tab. You can see whether their status silenced their phones and where calls will go, switch Do Not Disturb on or off, and change their selected statuses. Use Save status preferences for status choices and Save Changes for the Do Not Disturb toggle. These choices apply to that person, rather than everyone in the company.

Ask Olivia

You can also ask Olivia, the in-portal assistant, to walk you through this.