Teams Meeting Options and Roles

Purpose

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

Video Tutorial

Instructions

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.

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.

• To prevent attendees from unmuting and turning on their cameras, turn off the Allow mic for attendees? or Allow camera for attendees? toggle and select Save.
• For details, see Manage attendee audio and video permissions in Teams meetings

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:

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?

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.

2. 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.