Teams meeting options

Teams has default settings for meeting participants that can be adjusted for a specific meeting. The organizer can determine who waits in the lobby, how callers enter the meeting, and who is given the presenter role. 

Changing your meeting options

If you are the meeting organizer, you can make these changes on the Meeting options webpage (pictured below). For a scheduled or "Meet Now" meeting, you can change them during your meeting. For a scheduled meeting, you can also change the settings for participants ahead of time.  

Sample of meeting options webpage
Sample of meeting options webpage

How to access meeting options

  1. In the left rail of Teams, select Calendar

  2. Double-click on your meeting to open the details and choose Meeting options.

  3. Make your selections and click Save. After it saves and says "Done,"  you can close your browser.
  1. Select the Show Participants button in the meeting controls. 

  2. Above the list of participants, click the More options (...) menu and select Manage permissions to access the meeting options webpage.

    3. Make your selections and click Save. After it saves and says "Done,"  you can close your browser.

What are my meeting options?

For an overview of each setting, click on your topic of interest below.

As the organizer, you can decide who enters your meeting directly and who needs to wait for someone to let them in. If you choose to have people wait in the meeting lobby, you (and any other presenters), will be able to admit or deny access to each individual who is waiting.

Choices for- Who can bypass the lobby?
  • Everyone- Anyone with the link can enter directly.
  • People in my organization and trusted organizations- Columbus State employees and current students can both join directly if they are signed in.
  • People in my organization (Default)- If you are an employee, other employees can join directly. If you are a student, current students can join directly. They must be signed in. 
  • Only me- Only you, the organizer, can enter directly. Everyone else waits in the lobby until you admit them.
Some attendees may join by phone using the dial-in option. You can make some choices about how these callers enter your meeting.
  • Always let callers bypass the lobby- Toggle this off to force your callers to wait in the lobby 
  • Announce when callers join or leave- Toggle this off to disable the announcement that occurs when callers join or leave. This verbal interruption can be distracting to attendees in large meetings or formal presentations.

As the organizer, you can decide who is allowed to be a presenter and who should be an attendee. These roles have different privileges in the meeting, but everyone can speak, share their webcam/video, and view shared content.

Presenter vs. Attendee
Presenters can do just about anything that needs done in a meeting. Attendees have limitations on their actions and cannot do the following: Share content, Mute others, Remove or add participants, Admit participants from the lobby, Start/Stop recording, and more. For more details, review Microsoft's documentation here: Roles in a Teams meeting  
Choices for- Who can present? 
  • Everyone (Default)- Anyone who enters will join the meeting as a presenter.
  • People in my organization-  Only people in your organization will be presenters. Everyone else will join as attendees. (Columbus State students and employees are in separate organizations.)
  • Specific people- Only you and specific people you choose, will join as a presenter. Everyone else join as an attendee.  (To choose someone here, you must directly invite them and they must be in your organization.)
  • Only me- Only you, the organizer, will join the meeting as a presenter. Everyone else will join as an attendee.
Changing an individual participant's role during the meeting

These settings can be changed in advance here, but you can also change the role of an individual attendee during the meeting at any time. This is especially helpful if you have an external presenter joining you.  

  1. Select the Show Participants button in the meeting controls. 

  2. In the list of participants, hover over their name and click More options (...) menu.

  3. Select Make a presenter or Make an attendee respectively to adjust their role and related privileges.

Exciting news: Microsoft is slowly rolling out a "hard mute" feature. Once this is enabled, presenters will able to disable all attendee microphones in a meeting. The mic option will be greyed out for each attendee until the organizer makes them a presenter. We will add more details here soon.


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Article ID: 448
Tue 10/6/20 5:43 PM
Tue 10/27/20 11:59 AM

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