While the default meeting options should work for most meetings, meeting organizers may need to adjust some of these settings to fit their needs on a meeting-by-meeting bases.
Please review Microsoft’s documentation on Teams Meeting Options.
Editing Meeting Options
Open Meeting Options from Microsoft Outlook
- In the calendar section of Microsoft Outlook, locate and open your Teams Meeting.
- In the meeting description field, scroll down to find the Microsoft Teams section and the Meeting options link.
- Right-click Meeting options, and select Open Link.
- Edit your Meeting Options as desired and click Save. You can review explanations of these options at the bottom of this article.
Scroll Down to SaveYou may have to scroll down to find the Save button. Note the two scroll bars on this page. Scroll down on the inner scroll bar to find additional options and the outer scroll bar to find the Save button.
- After a few moments, you will see Save button greyed out. You can now safely close this page.
You do not need to Send a meeting update after changing meeting options
Open Meeting Options from Teams Before Meeting
- In the Calendar section of Teams, locate and click your Teams Meeting, and select Edit.
- Click Options.
Missing 'Options'?If you don’t see the Options button your meeting may have been created outside of Teams. To make Meeting options appear, add a new required attendee, and click Send Update. Re-open the meeting to see the “Meeting Options”. Or, open the meeting from Outlook instead. It’s also possible you have an older version of Teams. Make sure the Teams app is up to date.
- A new window should open. Edit your Meeting Options as desired, and click Apply. You can review explanations of these options at the bottom of this article.
Missing the 'Meeting Chat' Option?This option is not available for meetings hosted in a Team channel, as the ability to participate in meeting chat is determined by access to that channel.
Editing Meeting Options During Meeting
- During your Teams meeting, click the Controls menu, and select View more options.
- Edit your Meeting Options as desired, and click Apply. You can review explanations of these options at the bottom of this article.
Options Explained
How Microsoft words some of these settings has changed over time, but the functionality largely remains the same.
Who can bypass the lobby?
The meeting organizer can use this option to decide who gets into their meetings directly, and who should wait for someone to let them in.
See Microsoft’s documentation on these options:
|
Who can bypass the lobby? |
What happens | Recommended when… |
|---|---|---|
| Everyone | Anyone who has access to the meeting link gets into the meeting directly, including people who call in. | You don’t want anyone to wait in the lobby. You want everyone to be able to join the meeting without specific approval. |
| People in my org, trusted orgs, and guests | People in your organization, external participants from trusted organizations, and guests can get into the meeting directly. | You don’t want anyone affiliated with UVM to wait in the lobby. |
| People in my org and guests | People in your organization and guests (including those who have different email domains than yours) can get into the meeting directly. | You want all external people (anyone outside your org, except guests) to wait in the lobby so you can approve them one by one. |
| People in my org | Only people within your organization can get into the meeting directly. Everyone else will wait in the lobby. | You want all guests and external people to wait in the lobby so you can approve them one by one. |
| People who were invited | Only people on the participants list can get into the meeting directly. | You only want people to wait in the lobby who were not explicitly invited to the meeting as a participant |
| Only organizers and co-organizers | As the meeting organizer, only you and other organizers can get into the meeting directly. Everyone else will wait in the lobby. | You want everyone else to wait in the lobby until you’re ready to admit them. |
People dialing in can bypass the lobby
This option is only applicable to meetings where the organizer has an A3 license. Read more about Office Licenses at UVM here.
When this setting is enabled, people using their phone to dial into your meeting will join the meeting without having to wait for someone to admit them.
Announce when people dialing in join or leave
This option is only applicable to meetings where the organizer has an A3 license. Read more about Office Licenses at UVM here.
Meeting organizers can enable this setting if they want to receive an alert when someone using a phone to dial in joins or leaves the meeting.
Who can present?
Meeting organizers can use adjust this setting to decide who is automatically assigned the role of Presenter. Click here to read more about Teams Meeting Roles.
Allow attendees to unmute
Click here to review Microsoft’s documentation on managing audio permissions in a Teams meeting.
Meeting organizers should consider disabling this option for meetings with an especially large number of attendees.
With this option disabled, participants should raise their hand to request to speak. From the participants icon on the toolbar, Organizers can then right-click these participants, and select the option to Allow mic.
After an attendee has finished speaking, organizers will need to right-click the participant again, and select the option to Disable mic.
Disabling this option requires more micromanagement of the attendees, but may be necessary in larger meetings to reduce random noise and distractions.
If someone has been assigned the role of presenter using the “Who can present” setting, the “Allow mic for attendees” setting will have no effect on their ability to unmute their mic.
Allow meeting chat
Chat in team’s channel meetings is only available to members of that team.
Meeting organizers can choose On to enable the meeting chat, Off to disable the meeting chat, or In-meeting only to limit the use of the chat to only the duration of the meeting.
Allow Reactions
The meeting organizer can use this option to determine whether people can use reactions such as “Applause” and “Surprised” during the meeting.
Allow CART Captions
The Meeting Organizer can toggle on Provide CART Captions for the meeting. This will create a shareable link for an individual providing captioning. Toggling on Generate new URL before clicking Apply will change the provided link.
See this page for more info about CART at UVM.