Teams Meeting Options

From EdTech Help

Follow the Steps to Create a Meeting in Teams+

Invite students to a Teams class meeting

Advance set-up: Once the Meeting is created go to Meeting Options

Navigate to the calendar and double click on the meeting (joining the meeting is unnecessary).

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Selecting Meeting options will open a webpage with a list of the meeting options.

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Consider who can Bypass the Lobby

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MS Teams documentation about Bypass the Lobby

The default setting is People in my Organization and guests. This means that anyone with access to the meeting link.

If you wish to set the options so that any guests ( users) need permission to enter via a lobby you would choose the setting: People in my organization. Anyone that is linking to the meeting from a different email address (or is not logged into will be sent to a lobby to await admission. Any participant in the meeting can admit people into the meeting from the lobby (changing the Roles in a meeting can change this option).

The setting People in my Organization, trusted organizations and guests expands the direct entry to the meeting to other users from organizations that are MS Office 365 adopters.

Selecting Everyone is not recommended as it may compromise privacy and expose those officially in the class to unwelcome participants.

Setting the lobby to only me is helpful when you want to admit one individual to a meeting at a time. For example, if you have set up an office hour, each person who accesses the meeting will be place in a lobby, or waiting space, and you can admit them one at a time.

Consider Who can Present

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The default for Who can Present is set for Everyone.

Everyone: Anyone who has access to the meeting link (whether they are invited or not) will join the meeting as a presenter. Presenter means they can share their screens and take control of the meeting screen.

People in my organization and guests: Only people who are invited to the meeting will be able to present. External participants will join as attendees.

Specific People: Only people you choose from the list of invitees will be presenters. Everyone else will join as attendees. **Note that searching for a person is specific to those who have an address, or they can only be selected from within the organization.

Only me: Only the organizer will be a presenter. All other participants will join as attendees.

Some considerations might include whether it is desirable that students are able to share screens or display information, remembering that "Presenters" can do just about anything that needs doing in a meeting (i.e. recording the meeting muting participants, etc.). The attendee is a more controlled role.

More information on Roles in a Teams meeting

More Meeting Control Options

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Allow Mics for Attendees: By default attendee microphones are turned on, select "No" to disable attendee microphones.

Allow Camera for Attendee: By default attendees cameras are enabled, this means that attendees have a choice to either turn on and off their cameras during the meeting. Select "No" to disable attendee camera use during the scheduled session. You may consider disabling the camera option if you plan to record the session, and do not want to capture students and or guests video input.

Record Automatically: By default the record automatically is set to "no" as a default. If you have a recurring meeting that you wish to have recorded each time, this setting might be helpful to enable.

Allow Reactions: Reactions are a new feature that allows presenters & attendees to share a reaction with all meeting participants. By default they are turned on, but you can disable this setting by selecting "No" in meeting options.

During a meeting presenters & attendees can choose from 5 reactions options:

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  • Like- liking or agreeing with the presenter
  • Love- Showing love and/or support
  • Applause- Celebrating
  • Laughter- Laughing
  • Raise Hand- Asking a question, voting etc.

If you are interested in learning more about reactions please visit this link: Microsoft Teams: How to send reactions during meetings

Setting Meeting Options as the Meeting Starts

Meeting options can be accessed during the meeting.

Start the meeting by "Join meeting"

You can join the meeting from the course Team site or from your calendar

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Navigate to the ellipsis (three dots) for "More Actions"

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Select "Meeting Options"

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Set Options

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Consider Roles in the Meeting

Setting Roles in a Teams meeting can be done either during the meeting or before the meeting (through Meeting Options).

It is important to think about the roles in a Teams meeting so that you are aware of what possibilities are available for all the participants in a meeting.

Collaboration is one of the key strengths of MS Teams and so any hierarchies in controlling a meeting must be manually set.

There are a few links above to the webpage on MS Teams Roles to familiarize yourself with what is possible and how to set a meeting to operate effectively.

More questions about Teams?