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Meeting organizers can make changes to the participant settings under Meeting options. See below the different ways to get to Meeting options:
Note: Delegates can also edit the Meeting options.
- Via Meeting Invite:
- Open either the Teams Calendar or Outlook Calendar.
- Select Meeting options below the meeting link.
- During Meeting:
- Select the More options icon (...) from the control bar > 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.
To avoid random noise and distractions in large meetings, you may want to decide when attendees can un-mute and turn on their cameras.
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.
Who can present is controlled by people's roles in the meeting.
Important: Meeting recording in Teams is enabled by default in our tenant, and there is no option to disable recording.
The organizer does not need to be present to start or stop recording.
Meeting organizers have the ability to set scheduled meetings to auto-record in the "Meeting Options".
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Type of User
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Start Recording?
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Stop Recording?
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Meeting Organizer
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Yes
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Yes
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Person From Same Org.
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Yes
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Yes
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Person From Another Org. or Company
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No
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No
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Guest
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No
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No
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Anonymous
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No
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No
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Note:
- Recording continues even if the person who started the recording leaves the meeting.
- The recording stops automatically once everyone leaves the meeting. If someone forgets to leave, the recording stops after four hours.
- If one of the participants has a policy for compliance recording, the meeting will be recorded according to the policy even if that participant is from another org.
- We recommend that faculty establish clear expectations and guidelines regarding the use of meeting recordings in their classes and include these policies in their class syllabus for transparency and consistency.
As the meeting Organizer, you get to decide who gets into your meetings directly, and who should wait for someone to let them in. 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.
Note: By default, everyone can bypass the lobby.
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Who Can Bypass the Lobby?
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What Happens?
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Recommended When...
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Only Me
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As the meeting organizer, only you can get into your meeting directly. Everyone else will wait in the lobby.
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You want everyone else to wait in the lobby until you are ready to admit them.
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People in My Organization & Guests
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Only people in your org, including colleagues and guests who have different email domains than you do, can get into your meetings directly.
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You want all external guests to wait in the lobby so you can approve them one by one.
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People in My Organization, Trusted Organizations & Guests
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Only people in your Teams org and external guests from trusted organizations can get into your meetings directly.
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You want some external guests to wait in the lobby so you can approve them one by one.
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Everyone
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Anyone who has access to the meeting link gets into the meeting directly, including people who call in.
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You do not want anyone to wait in the lobby. You want everyone to be able to join your meetings without specific approval.
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- 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 onor off.
- 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.
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:
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Capability
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Organizer
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Presenter
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Attendee
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Speak and share video
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✓
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✓
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✓
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Participate in meeting chat
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✓
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✓
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✓
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Share content
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✓
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✓
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Privately view a PowerPoint file shared by someone else
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✓
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✓
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✓
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Take control of someone else's PowerPoint presentation
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✓
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✓
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Mute other participants
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✓
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✓
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Remove participants
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✓
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✓
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Admit people from the lobby
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✓
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✓
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Change the roles of other participants
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✓
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✓
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Download the attendance report
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✓
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✓
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Create and start breakout rooms
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✓
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Spotlight someone's video
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✓
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✓
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Pin or unpin someone's video
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✓
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✓
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✓
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Disable attendees' microphones
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✓
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✓
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Invite other participants
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✓
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✓
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Start or stop recording
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✓
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✓
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There are two ways to change someone's role while a meeting is in progress:
- Go to Calendar, click on the meeting, and select Meeting options.
- Use the drop-down 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.
- Click Show participants in the "Meeting Control" to see a list of attendees.
- 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.
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?
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Who Can Present?
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What Happens?
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Everyone
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Anyone who has access to the meeting link will join the meeting as a presenter.
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People in My Organization
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Only people in your org will be presenters. External participants will join as attendees.
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Specific People
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Only people you choose from the list of invitees will be presenters. Everyone else will join as attendees.
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Only Me
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Only the organizer will be a presenter. All other participants will join as attendees.
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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.