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Teams meeting permissions

When you schedule a Teams meeting there are 3 types of participant:

  • Meeting Organiser – The person who schedules the meeting
  • Presenter – By default when you schedule a meeting all attendees can present and record a meeting 
  • Attendee – If you select yourself as the only person who can present or if you select specific users who can present all other participants in the meeting will be ‘attendees’ and will not be able to record a meeting or share their screen.

To edit these settings before or during your meeting you can open the meeting options to control these settings.

3.1 Edit meeting permissions during the meeting

Click on the ellipsis (three dots) in the menu bar and select ‘Meeting options’.

 

Meeting Options

Who can bypass the lobby 
Select who can bypass the lobby i.e., who can directly join the meeting. 

Meeting Options 2

If you select ‘Only me’ it means all invitees will be held in the lobby until you admit them. 

Note: If your meeting is of a very important/confidential nature it is recommended that all invitees have to wait in the lobby until they are let in by the meeting organiser. This way you as the meeting organiser can ensure only the people who were invited to the meeting are allowed into the meeting.

Select who can present 
If you select ‘Only me’ it means only you as the organiser will be able to share your screen and all other participants will not be able to share their screen or record the meeting.  

Note: Once you select who can present all other participants will then be ‘Attendees’ at the meeting and will have limited permissions in the meeting. They will not be able to present, record or mute/unmute their microphone (if you have selected that setting in the meeting options). 

Who Can Present

You can also specify certain users from the University who can present also. You can only select participants you have invited to the meeting from the University when configuring the ‘Who can present’ option. 

If you have configured this setting and you have a guest speaker (someone from outside of the University) you can during the meeting give your guest speaker the ‘Presenter’ role instead by clicking on the ellipsis button beside their name and selecting ‘Make a presenter’ 

presenter role

Alternatively, as with other attendees you can inform your guest they can raise their ‘virtual hand’. As the organiser you can unmute them to allow your guest to speak if you do not want to give them the full presenter role. 

Note: A guest speaker cannot record a Teams meeting even with the ‘Presenter’ role

Allow attendees to unmute 
This can be particularly useful if you have a large number of people at the meeting and you have set them as ‘attendees’ in the meeting options. 
If you set this setting to ‘disabled’ it will mean attendees will not be able to unmute their microphone until you give them permission from the participant list. 

Allow attendees to unmute

3.2Edit meeting permissions before the meeting starts in Outlook 
In your Outlook calendar double click on the meeting you have scheduled. 
Edit Permissions   
Click on ‘Meeting options’.
Meeting Options

This will open up your meeting options in your web browser where you can configure your meeting settings. Once configured click on ‘Save’.


Meeting Configuration

3.3 Edit meeting permissions before the meeting starts in Teams 
In the Teams calendar click on the meeting you have scheduled and click on ‘Edit’. 

Meeting Calendar

Then click on ‘Meeting options’.

Meeting Calendar Options

This will open up your meeting options in your browser where you can configure your meeting settings. Once configured click on ‘Save’.

Save Meeting Options