How to Change participant settings in Microsoft Teams
In most cases, the default setting is handled by the IT administrator of the organization that hosts the meeting, but in some cases, the meeting organizer may want to make changes to these default settings for a meeting organized by the organization. In the Meeting options section of the Web site, the organizer has the option of making these changes.
Desktop
Go to Meeting options
According to what kind of meeting you have, there are several ways that you can access this page.
Scheduled meetings
Getting to a meeting option for a scheduled meeting is possible in several different ways:
- Please click the calendar button, choose the meeting, then select the Meeting options option from the menu that appears when you click on the meeting.
- During the invitation process, you will be given the option to choose the meeting options.
- While in a meeting, you have the option to open a Meeting Options window at the top of the meeting window if you wish to do so. You will see a panel on the right side of your screen that will allow you to make any changes to your options you like by selecting the appropriate links on the panel.
- It is also possible to reach this location during a meeting by selecting the Show participants option in the control panel of the meeting. Located above the list of participants, you can find a link to managed permissions, which is located at the top of the list of participants.
Instant meetings
A meeting can only be started by selecting the Start a meeting button (whether from your channel or your calendar) in order to begin it:
- The meeting controls will show you the participants if you choose the Show participants option. The meeting invitees will be listed in a list at the top of the page.
- You can go to the Meeting options by selecting the Manage permissions option above the list.You can also get to the Meeting options screen during your meeting by selecting More actions at the top of the meeting window, which you find at the top of the meeting window, by selecting More actions at the top of the meeting window. From there, you can make changes to your options directly through a panel that will appear on the right of your screen.
Change participant settings
In order to customize the meeting experience, a meeting organizer has the opportunity to change a number of different settings in the meeting management system.
Paybis team also uses these services.
Choose who can bypass the lobby
The person in charge of organizing a meeting gets to decide who can enter directly into that meeting, and who should wait in line to be allowed entry.
The lobby will have a list of people waiting if you choose to have them wait. If you choose to have them wait, you can view this list as well as anyone else who is authorised to admit them as well. As a result, you are given the option of either admitting or denying them from there.
| Who can bypass the lobby? | What happens | Recommended when… |
|---|---|---|
| Only you | The meeting organizer is the only one who can gain direct access to your meeting as the meeting organizer. There will be no waiting in the lobby for anyone else. | It is very important that everyone else wait in the lobby until you are ready to admit them to your hotel. |
| People I invite | There will be no need to forward the invitation to those who receive it; everyone who receives it will be able to join the meeting directly. The distribution lists are not included in this—individual invitations need to be sent to each person. Turn off Allow Forwarding when you are sending out the invitation if you wish people not to forward it to others. | You want to invite a small group of people who will attend the meeting directly, while the rest of the people will wait in the lobby for the meeting to begin. |
| People in my organization | Your meeting can only be accessed by people who are directly affiliated with your organization. The rest of the group will wait in the lobby while they wait for the meeting to begin. | If you would like to approve guests and external people one by one, then you would like them to wait in the lobby with you. |
| People in my organization and guests | Meetings can be accessed directly by members of your organization as well as guests (included those whose email addresses are different from yours). | There should be some kind of waiting room where all external people (or anyone outside your organization, except guests) can wait until you can approve them one by one in the lobby. |
| There are people within my organization, and trusted organizations, as well as visitors from other organizations | In your Teams org, you can invite people from trusted organisations to join your meetings as well as guests who are affiliated with trusted organizations. | You might need to wait in the lobby while you approve each of the people from outside the company one at a time while they wait in line to be approved. |
| Everyone | All of those who have access to the meeting link can join the meeting directly, even if they do not have access to the meeting link. | It is important that no one waits in the lobby while you are getting ready. Your meeting should be open to everyone without the need for a specific approval in order for them to participate. |
During channel meetings, he is not available
Important: It is important to adjust Who can bypass the lobby when attending a large meeting (300 or more attendees)? My organization is limited to a minimum number of people.
Let people calling in by phone bypass the lobby
The toggle will appear next to the checkbox If you select Always let callers bypass the lobby, a button will appear next to it. In order for people who join your meeting by phone to be on time for the meeting, it is possible to have this setting enabled so that they won’t need to wait for someone to admit them to the meeting before being able to join the meeting.
It can be turned on or off by selecting the toggle switch.
Get notified when callers join or leave
Whenever someone joins or leaves your meeting by phone, you might want to receive an alert so that you are alerted. (It is possible that these alerts have been enabled by default by your admin.)
This setting can be altered by navigating to the Settings -> Callers -> Announce when a caller joins or leaves?
Choose who can present
We suggest that you take a look at Roles in a Teams Meeting for information about how to choose presenters for a Meeting, as well as ways to change people’s roles during or before a Meeting if you are interested in learning more about how to do that.
Prevent attendees from unmuting themselves and sharing video
During large meetings, it may be that you will want to determine when you can unmute attendees and share their video during the meeting to avoid distracting people at the meeting. The link below will provide you with more information on how to manage audio permissions for attendees as well as video permissions.
If you wish to prevent attendees from being able to unmute themselves, turn off the toggle next to Allow mic for attendees?
It is recommended that you turn off the toggle next to Allow camera for attendees? to prevent attendees from sharing video with each other.
Record automatically
This is an option you have to choose if you wish to record and transcribing all your meetings at the start of each meeting. You can find more information about recording a meeting in Teams by clicking here.
Allow meeting chat
In general, people who are on the meeting invite can participate in a meeting chat before, during, and after the meeting.
The meeting chat will not be available at any time if you select Disabled for this option.
You should keep in mind that the option to conduct meeting chats before and after the meeting will not be available to you if you opt for In-meeting only.
Allow reactions
It is up to you whether you want to allow people to use live reactions in a meeting. You can decide whether you want to allow or not. They will still be able to raise their hand if you choose not to allow them to do so. If you would like to learn more about how you can take part in teams meetings, please visit the section Express yourself with live reactions.
Lock a meeting
Meeting organizers can choose to lock their Teams meetings so that they do not have to worry about subsequent attempts to join the meeting being able to interrupt the meeting as a consequence of a locked meeting. When any user tries to join a locked meeting from anywhere on the network, they will receive an error message informing them that the meeting has already been locked and they can’t join.
The following options will need to be selected from the desktop: Schedule a meeting > Join > Participants > Select the participants you want to invite… As soon as the meeting is locked (or it has been unlocked after it has been locked) it needs to be locked again.
In cases where the meeting is locked due to the inability of an invitee to join, chat, recordings, or other meeting information can still be accessed by the invitees, even if the meeting is locked due to inability to join.
Mobile
During a meeting or before it, you will be able to access these options
Before a meeting
- In the Teams calendar, find the meeting you want to attend and click on it.
- Click on the Meeting options option at the bottom of the screen.
During a meeting
- Choose Show participants from the meeting options list, and then click Show participants.
Available options
Choose who can bypass the lobby
In the role of meeting organizer, you have the responsibility of setting who gets direct access to your meetings, and who needs to wait to be let into the meeting by someone else.
This means that in the event that you decide to wait for them in the lobby, a list of those who are waiting for them, such as yourself and other people who are authorized to admit people into the building, will appear on the screen of those of you who are authorized to do so. It is from there that you will be able to decide if they should be admitted or denied.
| Who can bypass the lobby? | What happens | Recommended when… |
|---|---|---|
| Only you | It is only the meeting organizer who has direct access to your meeting as the meeting organizer can gain direct access to your meeting. There will be a waiting area in the lobby for the rest of the group. | You might want to ask everyone else to wait in the lobby until you are ready to admit them, in order to ensure that everyone else does not leave before you are ready to admit them. |
| People I invite* | You are invited to join the meeting directly if you receive the invitation. This includes persons who have forwarded it on to others. In this case, the distribution list is not included in the invitation—individual invitations must be sent to each person. Allow Forwarding can be turned off in the invitation if you do not want people to forward it to others if you don’t want them to. | In your meeting, you are going to invite only a few participants directly into the meeting, and everyone else will have to wait in the lobby until they are ready to join. |
| People in my organization | Direct access to your meeting is only available to people who are members of your organization. All of the others will be waiting in the lobby until the meeting begins. | As soon as you receive guests or people from outside, you would like them to wait in the lobby; this will allow you to approve them one by one. |
| People in my organization and guests | All members of your organization as well as guests (including those who have a different e-mail domain than your own) are able to log in directly to your meetings. | All external people (members of the general public who are not in your organization, except for guests) must wait in the lobby until you are able to approve each person individually. |
| I would like to invite people from the organization I work for and other organizations I trust, as well as guests | In addition to your users in the Teams org, external participants from trusted organizations as well as guests who wish to attend the meeting can also access it straight from the Teams org. | In order to go through the approval process for each external person separately, you want some of them to wait in the lobby. |
| Everyone | It does not matter if someone is dialing in or not, as long as they have access to the meeting link they can directly join the meeting. | It is important that no one is left waiting in the lobby for long periods of time. In order to maintain the integrity of your meetings, you should allow anyone to join without requiring prior approval. |
During channel meetings, he is not available
Important: There is a need to adjust who can bypass the lobby when attending a large meeting (300 or more attendees) to ensure everyone has a comfortable experience. In my organization, I keep the number of people to a minimum.
Let people calling in by phone bypass the lobby
The toggle next to Always let callers bypass the lobby can be found in the caller’s preferences. In this setting, you are able to enable this setting so that people who wish to participate in your meeting by phone can participate in the meeting without having to wait for someone to admit them to the meeting.
Depending on whether you want it turned on or off, you can simply select the toggle.
Get notified when callers join or leave
You might want to receive a message each time someone joins or leaves your meeting by phone, so that you can be alerted whenever this happens. There is a possibility that these alerts have been enabled by default by your admin.
This setting can be altered by navigating to the Settings -> Callers -> Announce when a caller joins or leaves?
Choose who can present
The section titled Roles in a Team Meeting contains more information about how to select presenters and change the roles of people at a team meeting, which you can refer to to learn more.
Note: In this way, meeting rooms belong to your organization, so any account in your organization will be able to join meetings in the same way as any other account.
Managed mode
As a result of choosing this option, you will be able to control the meeting to a great degree. Presenters and those who are spotlighted by the organizers will be the only ones that are allowed to share content with attendees during the event.
Prevent attendees from unmuting themselves and sharing video
If you are planning on holding a large meeting, you may find it useful to decide at what point attendees will be able to unmute and share their videos to avoid distracting others. For more information on how to manage the audio and video permissions for attendees, please refer to the following article.
If you wish to prevent attendees from being able to unmute themselves, turn off the toggle next to Allow mic for attendees?
The toggle next to Allow camera access for attendees may need to be turned off. It is recommended that you do so. During the event, video will not be allowed to be shared between attendees.
Record automatically
During the start of the meeting, if you choose to record the meeting, the recording will begin immediately. You can read more about recording meetings in Teams by clicking here.
Allow meeting chat
In general, people who are on the meeting invite are able to engage in a meeting chat before, during, and after the meeting as long as they are on the meeting invite.
The meeting chat will not be available at any time if you select Disabled for this option.
During and after the meeting, you will not be able to use Chat during or before the meeting if you select In-Meeting only.
Allow reactions
The possibility of people using live reactions is something you can choose to allow or not in a meeting. The participant will still have the opportunity to raise their hand even if you do not allow it. Check out the Live Reactions feature in Teams meetings for more information about how you can express yourself.
Lock a meeting
If you are using a mobile device, from the meeting toolbar on the home screen, you will have the option to lock the meeting. The meeting toolbar on a desktop gives you the option to lock the meeting by clicking on Lock meeting.
Frequently Asked Questions
How do I change my Microsoft team settings?
How do I give control to participants in Microsoft teams?
- Select the Give control option from the sharing toolbar on the left side of the window.
- In order to give control over to someone, select their name from the drop-down menu. In order to let someone know you are sharing control with them, Teams sends a notification to them.
- Choosing Take back control will allow you to take control back.
How do I change team privacy settings?
In the menu to the left of the team name, click on Edit team. You can select either the Public or the Private option under the Privacy section. Go to the desktop or web app of the service to change the privacy settings of a team.
How do I Manage permissions in Microsoft Teams?
- To manage the team, select the More options tab and then the Manage team button below the team name.
- If you want to use specific options or permissions, you can check or uncheck them in the Settings tab.