Teams Meeting Options and Roles


This article provides information about what options are available for meeting organizers to control meetings in Microsoft Teams.

Video Tutorial


Change Participant Settings for a Teams Meeting

Meeting organizers can make changes to meeting options on the Meeting options web page. If you have a Delegate, they can also edit the Meeting options for your meetings.

Go to Meeting Options

There are three different ways to get to Meeting options for a scheduled meeting:

  • Scheduled Meetings:
    • From the meeting invite, either in the Teams Calendar or in Outlook, select Meeting options below the meeting link.
    • During a meeting, select the Three dots icon (...) from the control bar and select Meeting options.
  • Instant Meetings:
    • Once you have started a meeting by selecting Meet now (whether from a channel or your calendar), select the Three dots icon (...) from the control bar and select Meeting options.

Choose Who Can Bypass the Lobby

  • As the meeting Organizer, you get to decide who gets into your meetings directly, and who should wait for someone to let them in. By default, everyone can bypass the lobby.
  • If you choose to have people wait, you (and anyone else allowed to admit people) will see a list of people in the lobby. From there you can choose whether to admit or deny them.

Who can bypass the lobby?

What happens?

Recommended when...

Only me

As the meeting organizer, only you can get into your meeting directly. Everyone else will wait in the lobby.

You want everyone else to wait in the lobby until you are ready to admit them.

People in my organization and guests

Only people in your org, including colleagues and guests who have different email domains than you do, can get into your meetings directly.

You want all external guests to wait in the lobby so you can approve them one by one.

People in my organization trusted organizations and guests

Only people in your Teams org and external guests from trusted organizations can get into your meetings directly.

You want some external guests to wait in the lobby so you can approve them one by one.


Anyone who has access to the meeting link gets into the meeting directly, including people who call in.

You do not want anyone to wait in the lobby. You want everyone to be able to join your meetings without specific approval.


Let People Calling In by Phone Bypass the Lobby

  • You will see a toggle next to Always let callers bypass the lobby. When this setting is enabled, people calling in by phone will join your meeting without having to wait for someone to admit them.
  • Select the toggle to turn it on or off.

Get Notified When Callers Join/Leave

  • You may want to receive an alert when someone calling in by phone joins or leaves your meeting.
  • To change this setting, select the toggle next to Announce when callers join or leave.

Prevent Attendees from Un-muting or Turning on Their Camera's

To avoid random noise and distractions in large meetings, you may want to decide when attendees can unmute and turn on their cameras.

Prevent Meeting Chat

If you do not need a chat in a meeting or wish to only enable it while the meeting is active:

  • Open the drop-down icon for "Allow meeting chat", select either Disabled or In-meeting only.

Choose Who Can Present

Who can present is controlled by people's roles in the meeting.

Roles in a Teams Meeting

If you are organizing a meeting with multiple attendees, you may want to assign roles to each participant to determine who can do what in the meeting.

Outside of the meeting organizer, there are two roles to choose from: presenter and attendee. Presenters can do just about anything that needs doing in a meeting, while the role of an attendee is more controlled. Below are the specific capabilities of each role:





Speak and share video

Participate in meeting chat

Share content


Privately view a PowerPoint file shared by someone else

Take control of someone else's PowerPoint presentation


Mute other participants


Remove participants


Admit people from the lobby


Change the roles of other participants


Download the attendance report


Create and start breakout rooms


Spotlight someone's video


Pin or unpin someone's video

Disable attendees' microphones


Invite other participants


Start or stop recording



Changing Meeting Roles

Before a Meeting 

  • You will need to send out the meeting invite before you can assign roles.
  • Once you have done that:
    • Go to Calendar, click on the meeting you just created, and select Meeting options.
    • This will bring you to a web page, where you will see a few choices under Who can present?

Who can present?

What happens?


Anyone who has access to the meeting link will join the meeting as a presenter.

 People in my organization 

  Only people in your org will be presenters. External participants will join as attendees.

Specific people

 Only people you choose from the list of invitees will be presenters. Everyone else will join as attendees. 

Only me

Only the organizer will be a presenter. All other participants will join as attendees.

Note: You will need to send your meeting invite directly to anyone you want to select as a Presenter. You will not be able to select someone from a different org as a presenter.


During a Meeting

There are two ways to change someone's role while a meeting is in progress:

  1. Go to Calendar, click on the meeting, and select Meeting options.
    • Use the dropdown menu for Who can present? to select a New presenter.
Note: If the meeting is recurring, any change you make in Meeting options will apply to all meeting occurrences.
  1. Click Show participants in the meeting control to see a list of the people in the people in the meeting.
    • Hover over the name of the person whose role you want to change and click More options.
    • Select Make a presenter or Make an attendee.
Note: If the meeting is recurring, role assignments made in this way will only apply to the ongoing occurrence of the meeting. For future occurrences, participants will keep the role assigned to them on the Meeting options page. If someone exits the meeting and then rejoins it later, they will rejoin with the last role they were assigned.


Article ID: 228
Mon 11/22/21 12:45 PM
Wed 5/31/23 8:09 PM

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Microsoft Teams is a powerful team-based collaboration tool that provides group chat, channeled conversations, instant messaging, live document collaboration, audio or video calls, and meetings (from one-on-ones to fully-featured audio/video conferences).