MC1011152 – (Updated) Microsoft Teams: Updates to the Teams system tray icon and menu

Product:

Teams, Windows

Platform:

Online, US Instances, World tenant

Status:

Change type:

Feature update, Updated message, User impact

Links:

Details:

Summary:
Microsoft Teams is updating its system tray icon and menu for Windows desktop to simplify use and reduce steps for routine tasks. The rollout will occur from early March to late May 2025. Changes include displaying current presence status and merging personal and work account icons. No user action is required.

Details:
Updated May 7, 2025: We have updated the timeline below. Thank you for your patience.
We are improving the Microsoft Teams app icon and menu in the Microsoft Windows system tray (taskbar notification area) for ease of use and to reduce the number of steps to perform routine tasks.
This message applies to Teams for Windows desktop.
[When this will happen:]
Targeted Release: We will begin rolling out early March 2025 and expect to complete by mid-March 2025.
General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out mid-March 2025 and expect to complete by late May 2025 (previously late April).

Change Category:
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Scope:
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Release Phase:

Created:
2025-02-20

updated:
2025-05-08

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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Pictures

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summary for non-techies**

Microsoft Teams is updating its system tray icon and menu on Windows desktops to combine personal and work accounts into a single space and removing the "Open" option, allowing users to access the app directly by clicking their account name.

Direct effects for Operations**

User Interface Changes
The update will change how users interact with the Teams system tray, potentially causing confusion during the transition period as users adapt to the new layout and functionality.
   - roles: End Users, IT Support
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/updates-to-the-teams-system-tray-icon-and-menu/

Account Management
Merging personal and work account icons may lead to user errors in account management, such as sending messages from the wrong account or confusion about which account is active.
   - roles: End Users, Team Managers
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/updates-to-the-teams-system-tray-icon-and-menu/

Training and Documentation
Existing training materials and documentation may become outdated, requiring updates to reflect the new system tray functionality, which could lead to temporary gaps in user knowledge.
   - roles: Training Coordinators, IT Support
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/updates-to-the-teams-system-tray-icon-and-menu/

Configutation Options**

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Opportunities**

Streamlined User Experience
The updated system tray icon and menu will simplify access to Microsoft Teams features, allowing users to see their current presence status and switch accounts more easily. This improvement can enhance productivity by reducing the time spent navigating the app.
   - next-steps: Conduct user feedback sessions post-rollout to assess the effectiveness of the new interface and identify any additional user needs or pain points.
   - roles: End Users, IT Support, Team Leaders
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/teams-updates-to-the-system-tray-icon-and-menu/

Reduced Support Queries
With the consolidation of personal and work accounts into a single Teams icon, users are less likely to encounter confusion regarding which account they are using. This can lead to a decrease in support tickets related to account management issues.
   - next-steps: Monitor support ticket trends before and after the rollout to quantify the reduction in queries and adjust IT support resources accordingly.
   - roles: IT Support, Help Desk Staff, System Administrators
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/teams-updates-to-the-system-tray-icon-and-menu/

Enhanced User Training Materials
The changes to the Teams interface provide an opportunity to update training materials and documentation, ensuring users are well-informed about the new features and how to utilize them effectively.
   - next-steps: Develop updated training sessions and materials that reflect the new Teams features, and schedule these sessions for all relevant staff.
   - roles: Training Coordinators, Team Leaders, HR Personnel
   - references: https://www.microsoft.com/en-us/microsoft-teams/blog/2025/05/07/teams-updates-to-the-system-tray-icon-and-menu/

Potentional Risks**

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IT Security**

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explanation for non-techies**

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