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About this lesson

The person that creates a Teams meeting is the Team Meeting Organizer and has special and rights and abilities such as determining who can present. Presenters have additional rights in a meeting as well. In this lesson, you'll see how to set up the meeting to control the lobby, admit people in the lobby, elevate attendees to have presenter rights, and remove participants from the meeting. 

Quick reference

Running Teams Meetings

The person that creates a meeting is the Team Owner and special rights and responsibilities to run the Teams meeting.

When to use

Team owners will use their rights to enable or disable the meeting lobby as well as take actions during the meeting to ensure people are able to present, are muted as appropriate, record the meeting, and other tasks limited to team owners.

Instructions

After creating a Teams meeting, the owner can configure Meeting Options. Meeting Options allows you to enable or disable a meeting lobby or determine who has presenter rights from the start of the meeting. When a guest enters the lobby, the meeting owner or other presenter can admit the guest. The owner, as well as other presenters, can elevate a guest to be a presenter allowing them to share content in the meeting. Meeting owners and presenters can mute other attendees, remove them from the meeting, and start a recording. The meeting owner can end the meeting removing everyone from the meeting immediately.

Hints & tips

  • When sending guests email invitations, advise them of the email address the invitation is coming from so they can check their junk or spam filters.
  • As a best practice, get verbal consent from all participants before recording a meeting. Remember the recording will be available to everyone in the meeting and can be shared with others in your organization.
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  • 00:04 When you create a meeting,
  • 00:05 you'll have special responsibilities when it comes to running the meeting.
  • 00:09 In this lesson, we'll review how you do that.
  • 00:12 So here we are Team's logged on as Megan in the calendar where she
  • 00:16 has created a new meeting request.
  • 00:19 She's invited Ervin and Rico and a person external to the company.
  • 00:24 As the person who's creating the team meeting, Megan becomes the team organizer,
  • 00:28 and that gives her some special authority over how the meeting works.
  • 00:32 She'll click Send, and now that the meeting is on the calendar,
  • 00:35 she can select the meeting and then click Meeting options.
  • 00:39 Now make a note the Meeting options isn't available until after the meeting is
  • 00:44 sent or served.
  • 00:45 As the team organizer making can control certain aspects of the meeting, for
  • 00:49 example, who can bypass the lobby.
  • 00:52 By default this is set so that people in our organization are placed directly in
  • 00:56 the meeting and everyone else is put into a lobby and must be admitted.
  • 00:59 If a dial in is provided with your team setup, when users dial into a meeting,
  • 01:03 they can be placed into the meeting directly.
  • 01:06 Announcement colors joined or leave pops up an alert whenever people have left or
  • 01:11 join the meeting.
  • 01:12 And then who can present is important.
  • 01:14 Because this allows everyone invited to be able to present, or
  • 01:18 people in the organization, specific people, or just the meeting organizer.
  • 01:24 Sometimes you want specific people, particularly in large meetings,
  • 01:27 to be given presenter rights directly whenever they join the meeting.
  • 01:31 This can be set individually once you're in the meeting and
  • 01:35 we'll cover that in a moment.
  • 01:37 In this case, we'll set this to people in my organization and click Save.
  • 01:42 All done.
  • 01:43 So now the meeting has started and we can see that Irvin has joined the meeting.
  • 01:47 And Brett the guest has not yet joined the meeting.
  • 01:50 But see what happens when Brett joins.
  • 01:53 After the notification chime,
  • 01:55 we can see that our guest has joined the meeting and has been placed in the lobby.
  • 01:59 When someone's in the lobby, you can click on the check box to admit them or
  • 02:04 you can click on the X to not admit them.
  • 02:06 In this case, we will click on the admit button and
  • 02:10 we'll have our guests admitted to the meeting.
  • 02:13 Notice that Megan and Irvin are marked as presenters.
  • 02:17 So we have the organizer and then we have presenters,
  • 02:20 the organizer is automatically a presenter.
  • 02:23 Irvin who is not an organizer is a presenter and so can present and
  • 02:28 that means this option here the share option is enabled on the screen for
  • 02:33 both Megan and Irvin.
  • 02:35 However, let's take a look at the screen that's for our guests.
  • 02:39 And here we can see that the share option is disabled as our guest is not
  • 02:44 a presenter.
  • 02:44 In the event that the guest does need to present, Megan or Irvin can elevate
  • 02:49 the attendee to presenter by clicking on the ellipsis Make a presenter and
  • 02:54 then approving the change.
  • 02:56 Once this is done then the share option becomes enabled for the guest.
  • 03:00 Finally, it's important for
  • 03:01 the team organizer to be able to manage the audio experience.
  • 03:05 In this case, you can see that because of our demo environment, two of our users do
  • 03:09 not have a microphone but but Irvin is set up with a microphone and
  • 03:13 should Megan decide to can mute Irvin so that his microphone goes silent.
  • 03:17 When that happens, Irvin will see a notification that that has occurred.
  • 03:21 So here is Irvin's view and he can see someone to the meeting has muted him and
  • 03:26 should he desired to unmute, he can simply click on the unmute option.
  • 03:31 Also note that organizers and
  • 03:33 presenters can select to Mute All which means mute everybody except for you.
  • 03:38 And this way you can reclaim the auditory stage and
  • 03:41 eliminate any noise that's coming from a participant,
  • 03:44 particularly when you're not sure where the noise is coming from.
  • 03:49 Another useful feature is the ability to remove participants from meetings,
  • 03:53 you simply click on the ellipses and select Remove participant.
  • 03:57 The participant will receive a notification that they have been removed.
  • 04:00 Sometimes this is necessary whenever someone shows up that shouldn't be in
  • 04:04 the meeting or someone abandons a meeting and still is holding their session open.
  • 04:09 Another ability limited to presenters and
  • 04:11 organizers is the ability to start a recording.
  • 04:14 This option is not shown to attendees.
  • 04:17 We'll be covering recording in depth in another lesson.
  • 04:20 Finally, only organizers have the ability to end the meeting.
  • 04:24 When you click in meeting, everyone is removed from the meeting.
  • 04:28 Now the history of the meeting shows up in chat as well as in the calendar listing
  • 04:31 for people to review what happened during the meeting.
  • 04:34 We'll be talking about that in another lesson.
  • 04:36 In review, we've been talking about the features of team meetings for
  • 04:39 organizers and presenters.
  • 04:41 When you create a meeting, you are the meeting organizer.
  • 04:45 Organizers have special authority, they can adjust meeting settings and
  • 04:49 they can end the meeting.
  • 04:50 Presenters and organizers can admit people from the lobby,
  • 04:54 elevate attendees to presenters, share content, present content,
  • 04:59 mute participants and remove participants.
  • 05:01 In the next lesson,
  • 05:02 we'll talk about the many ways you can share content in a meeting.

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