MS Teams – Meeting Options

This video is a guide to accessing meeting options. There are step by step instructions below as well.

This page is the Microsoft support page about Teams Meeting Options and is updated as these options are changed.

Accessing Meeting Options

To access the meeting options you can;

As you set up the meeting in Outlook

When you click New Appointment you have an option to make it a Teams meeting (1). Once you click that option you are able to click the Meeting Options button (2) to view the options (3):

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Once created in Outlook or Teams

After the meeting invite is sent, you can access the Meeting Options by opening the meeting invite in the Outlook or Teams calendar and clicking on Meeting Options (1) to view the options (2)

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Once created in Teams

After the meeting invite is sent, you can access the Meeting Options by opening the meeting invite and clicking on Meeting Options (which may be in the three dots menu) (1) to view the options (2)

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From within the online meeting room

  • Access your calendar to find your meeting and click on the button to Join the meeting
  • If you are accessing from your browser you will be given the option to open the meeting in the browser or in the Teams app (application). We recommend using the application for a better user experience.
  • You will then be given the option to check your audio and video settings before entering the meeting. Ensure you test the audio and switch on your video. At this point you can also choose a background filter if you would rather not show your location.
  • When you are in the meeting room click on More from the options at the top of the window, then click Settings and then Meeting Options

Lobby

The first options are about access to the meeting depending on if people are using a Roehampton account, and the Lobby options. Further details about the Lobby and External Guests can be found on this page.

  • Who can bypass the lobby?

The default is People in my organization (sic), which means staff and students who are logged in with their Roehampton account. This is recommended so that anyone external does not automatically entered and can be rejected if necessary. If you have a very large session you may want to allow guests to bypass the lobby to minimise the management of access needed.

  • Always let callers bypass the lobby

This is set to No by default and should be left as such, this can be controlled more precisely with the option above should you want to allow direct access.

  • Announce when callers join or leave

If you are confident in managing the lobby through the participants pane this can be set to No, however if you prefer a pop up and sound when someone is waiting to enter leave this set to Yes.

Co-organisers and Presenters

A co-organizer (sic) can manage every aspect of a meeting, including these options and breakout rooms. If you are setting up the session for someone else (such as a visiting lecturer or another faculty member) they should be added here so they can control the session.
Note – they must be invited to the meeting to be able to be selected in this section.
Presenters can share their screen and have more control over the meeting, except for these options and breakout rooms (to which they can be added in the breakout rooms settings, for more details see this page). If you need more control over who is allowed to present change this option to either only me, only mean and co-organizers if you have added other presenters in the option above, or Specific people if there are certain others you would like to present (Such as student presentations).
Note – they must be invited to the meeting to be able to be selected in this section.
For more information on roles in meetings see this Microsoft page.

Mics, Cameras, Recording, Chat, Reactions
The final settings are to give you more control over your meeting and how much attendees can do during the meeting.

Yes by default, this can be turned off if you do not want attendees to be able to speak into their own microphones.

Yes by default, this can be turned off if you do not want attendees to be able to turn on their own cameras.
No by default, turn this on if you want the recording to start as soon as the session begins, however most sessions are not recorded from the very beginning. This page has guidance about recordings in Teams Meetings.
Enabled by default, disable this if you do not want the chat interaction feature, or set to ‘In-meeting only’ if you want the chat to only be available as long as the meeting is in progress, not after.
Yes by default, setting this to no would disable thumbs up and clap type reactions.
  • Provide CART Captions
No by default, we are not using this feature so it can be left as no. Please see this page for more information on transcripts and captions.