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, who is given the presenter role, whether attendees can unmute their microphone, and enable or disable meeting chat.

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
 

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 Ellipsis (then click Meeting options


     
  2. Make your selections and click Save


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. This setting can be changed in meeting options before or during a meeting.

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. This setting can be changed in meeting options before or during a 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 (by default).

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. Presenters can also disable attendee microphones if desired. For more details, review the related section below or 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 by group in the meeting options, or 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.

If you choose to give some of your meeting participants an attendee role, you can disable their microphones in the meeting options. This setting can be changed in meeting options before or during a meeting.

  • All attendees to unmute- Select yes and attendees have the option of using their microphone. If you select no, attendees will see a grayed out/disabled mic button.

You cannot make this selection for individual attendees, just for the entire attendee group. To allow just one attendee to speak, you can make them a presenter, but keep in mind that role does have additional privileges that you are assigning them.

As the organizer, you can choose whether to have chat available. This setting can be changed in meeting options before or during a meeting. There are 3 options for this setting:
  1. On (default): allows chat at any time.
  2. Off: will make meeting chat read only and no one can send messages in chat including the organizer.
  3. During the meeting only: participants can send message during the meeting only and the organizer can send messages all the time.
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Details

Article ID: 448
Created
Tue 10/6/20 5:43 PM
Modified
Wed 2/3/21 2:43 PM