Remember these steps when organizing MS Teams meetings.

Organizing and attending MS Teams meetings have now become the simplest part of our remote working days – for most of us at least. While we are busy working in these meetings, Microsoft is busy working on improving our meeting experiences.

Constantly improving them!

Today’s post became an inspiration as I was walking through the use cases of MS Teams Meetings vs MS Teams Live Events. Although they both have some very distinct features and capabilities, the new features in MS Teams Meetings are worth mentioning.

After you setup a MS Teams Meeting – be sure to check over the Meeting Options (accessed from the Meeting in your Teams Calendar) to manage the experience for your meeting attendees.

Here are some options you may be interested in:

1. Who can bypass the lobby?

As the organizer, you decide! Ask yourself the following questions:

  1. Do you want everyone to wait in the lobby until you are ready to roll?
  2. Do you want your external guests to wait in the lobby, and your internal (colleagues) attendees to join automatically?
  3. Do you want only some external guests to wait?
  4. Do you want anyone to wait at all?

Answering these questions will help you determine which option to select.

Meeting options as of September 2020.

2. Always let callers bypass the lobby.

You decide!

Do you want meeting attendees dialing in by phone access to join the meeting automatically? This setting may be important at times, when meetings are extremely confidential. If you need to be sure of the phone number dialing in, have them wait in the lobby until you have confirmed the caller is an invited attendee.

Toggle the option Yes/No to turn it on or off.

3. Announce when callers join or leave.

This option confuses many many people! The operative word here is, callers. Do you want your attendees dialing in by phone to have their names announced when/if you admit them into the meeting?

The announcement goes a little something like… “Sh-af-eena” has now joined the meeting”.

Something to think about eh!

This option is not meant for users joining the meeting via Teams, strictly for your callers.

Toggle the option Yes/No to turn it on or off.

4. Who can present?

Lastly, my favorite option of them all (for now)! You get to dictate who you want to have control of the screen. Select the option you like. Basically you are assigning users to be either a presenter or an attendee.

Attendees will NOT be able to:

  • Share content
  • Take control of someone else’s presentation
  • Mute other participants
  • Remove participants
  • Admit people from the lobby
  • Change the roles of other participants (which organizers and presenters can do in the meeting and/or prior to the meeting)
  • Start or stop the recording

In summary, get yourself really familiar with these Meeting Options. Why? Because over the course of the next few months, Microsoft is rolling out even MORE meeting functionality which will blow your socks off!

For a sneak peak of the really really kool stuff coming our way, have a look at the announcements made this week at Ignite.

Please note: These are options available to me as of September 2020. New features and functionality are constantly rolling out to various tenants. This means your options may change and/or look different.

2 thoughts on “Remember these steps when organizing MS Teams meetings.

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