Stop Teams, Zoom and Outlook from using too much data

If Teams, Zoom and Outlook are burning through your mobile data, the fastest fixes are to turn on your phone's data-saving mode, keep video off unless you need it, and stop big downloads on mobile data. Most people can do the main changes in under 10 minutes on Android or iPhone.

This matters even more if your contract includes a small bundle. One tracked Vodacom deal on the Xiaomi Redmi Note 15 includes 1GB data at R349/month over 36 months, and 1GB can disappear quickly if you take video calls and download attachments on the move.

Turn on the phone setting that cuts background data first

Before you change any app, switch on your phone's built-in data-saving mode. This reduces background activity and stops apps from quietly using data while your phone is in your pocket.

Android: use Data Saver

1. Open Settings.
2. Tap Network & internet or Connections.
3. Tap Data usage.
4. Turn on Data Saver.

On Samsung phones such as the Galaxy A56 and Galaxy S26, the path is often Settings > Connections > Data usage > Data saver.

iPhone: use Low Data Mode

1. Open Settings.
2. Tap Mobile Service or Cellular.
3. Tap Mobile Data Options.
4. Turn on Low Data Mode.

This tells many apps to reduce background tasks and lower streaming quality on mobile data.

Block background data for one problem app

If one app is still too aggressive, restrict it directly.

• Android: Settings > Apps > choose the app > Mobile data or Data usage > switch off Background data.
• iPhone: Settings > scroll to the app > switch off Mobile Data if you want that app to work only on Wi-Fi.

This is useful for Outlook if it keeps syncing large mailboxes, or for Zoom if you almost never need it away from Wi-Fi.

Use Teams in a lower-data way on mobile networks

Teams uses data for chat, file previews, calls, meetings and notifications. For most business users, meetings and file downloads are the biggest drains.

Join audio first, then add video only if needed

The biggest saving comes from keeping your camera off. If you are commuting or on weak Vodacom, MTN, Telkom, Cell C or Rain coverage, start with audio and only switch on video if the meeting really needs it.

If your manager just needs a quick update, audio is usually enough. Save video for client calls, interviews, training or presentations where face-to-face matters.

Reduce incoming video where possible

If your Teams version lets you limit incoming video or use a simpler meeting layout, use that on mobile data. Watching one active speaker uses less data than showing a full grid of participants.

Stop Teams from downloading files on mobile data

1. Open Teams.
2. Tap your profile picture.
3. Open Settings.
4. Check sections such as Data and storage, Files or Notifications.
5. Set file or media downloads to Wi-Fi only where available.

The wording can change between app versions, but the goal is the same: stop PowerPoints, PDFs and recordings from downloading automatically on mobile data.

For broader app-by-app tips, see our guide on how to cut WhatsApp, Teams and Zoom data use on your phone.

Change these Zoom settings before your next meeting

Zoom can use a lot of data if HD video is on and you download recordings over mobile data. On a phone screen, you usually do not need the highest picture quality.

Turn off HD and use low-data options

1. Open Zoom.
2. Tap More or your profile.
3. Open Meetings or Settings.
4. Turn off HD video if you see it.
5. Enable any setting related to low data use, reduced bandwidth or similar wording.
6. Keep your camera off by default on mobile data.

Zoom menus vary by version. If you do not see the exact wording above, look for anything mentioning HD, video quality, bandwidth or data use.

Do not download recordings on mobile data

• Open cloud recordings only when you are on Wi-Fi.
• If someone sends a recording in chat or email, do not tap download straight away.
• Ask for slides or notes instead if you only need the key points.

Example: how a small bundle gets used up

Example: You have a 1GB monthly bundle on a phone contract. You join two 20-minute Zoom calls with video on, one 30-minute Teams call with video on, and Outlook downloads a few large attachments in the background. That can use a big part of your monthly data in one day.

If you make those calls audio-first, keep video off unless needed, and stop background downloads, that same bundle will last much longer.

Make Outlook less aggressive with syncing and attachments

Outlook often uses data quietly in the background. If you have several accounts or large attachments coming in all day, it can be the hidden reason your bundle disappears.

Limit background refresh

On Android, use the app-level background data setting mentioned earlier. On iPhone, go to Settings > General > Background App Refresh and turn it off for Outlook, or set background refresh to Wi-Fi only if your phone offers that option.

Stop automatic downloads on mobile data

1. Open Outlook.
2. Tap your profile icon.
3. Tap the settings gear.
4. Open your mail account settings and any data, sync or download options.
5. Turn off automatic downloads on mobile data where available.

The exact menu can differ by app version. What you want is simple: no automatic attachment, image or full-message downloads unless you choose them.

Reduce sync load if you use many inboxes

If Outlook is connected to work mail, a personal account and a shared inbox, your phone is doing more background work than you may realise. Remove accounts you do not need on mobile, or disable notifications for the less important ones.

If your business handles customer messages across several apps, a shared inbox can also reduce app-hopping. FlowTriage, made by the team behind AllThingsMobile, brings WhatsApp, Facebook Messenger, Instagram, Telegram, SMS, email and web chat into one inbox with a mobile app for staff.

Use better mobile-data habits when you commute or work between Wi-Fi networks

Settings help, but habits matter too. South African users often move between office Wi-Fi, home Wi-Fi and patchy mobile coverage, and that is when apps retry downloads, rebuffer calls and use more data than expected.

• Download meeting files before you leave home or the office.
• Join meetings a minute early so you can test if mobile data is stable enough for video.
• If signal is weak, switch from video to audio instead of fighting the connection.
• Let Outlook do heavy mailbox syncing when you are back on Wi-Fi.
• Check your app store settings and stop app updates over mobile data.

If you are buying a work phone, remember that the monthly deal matters as much as the handset. A low monthly price with a tiny bundle can be a bad fit if your day includes Teams, Zoom and email attachments. You can compare current options on our latest phone contract deals page.

If you want more beginner-friendly tips, read how to use less mobile data on your first smartphone.

A 5-minute checklist for Teams, Zoom and Outlook

Frequently asked questions