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Teams Meeting Options for Guests & External Users

Teams Meeting Options for Guests & External Users

Table of Contents

Overview

Microsoft Teams allows instructors to include guests and external users in class meetings, even if those participants do not have an Outlook account. By adjusting meeting options, guests can join through the link without needing to sign in. This makes it easy to bring outside experts or visitors in class on Microsoft Teams. 

 

Teams or Outlook

Here are two ways instructors can meet guests & external users in Microsoft teams: 

  1. Meeting through Teams (app/web browser) 

  1. Meeting through Outlook 

Meeting Guests & External users in Microsoft teams Meeting through Teams app/web browser:

Open Microsoft Teams

  • Open Microsoft Teams app and go to the Calendar tab on the left. Click New meeting (top right).

Open Microsoft Teams app and go to the Calendar tab on the left. Click New meeting (top right).

Add attendees’ emails

  • After adding a Title, add attendees’ emails - add internal and external emails here, followed by date and time, enable the Teams meeting tab and send.

 

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Join the Meeting

  • Once the instructor Click Save. Teams will email the invitation with the Join link to all participants (internal and external). The meeting would appear in your Calander with a Join The instructor will join at the time of the meeting.

 

 

Meeting Guests & External users in Microsoft teams Meeting through Outlook:

Open Outlook

  • Open Outlook, go to the Calendar view (1) and click on new event (2).

 

Open Outlook, go to the Calendar view (1) and click on new event (2).

Add attendees’ emails

  • After adding a Title, add attendees’ email- add internal and external emails here, followed by date and time, enable the Teams meeting tab and click save to send meeting invitation to internal and external participants.

 

After adding a Title, add attendees email, add internal and external emails here, followed by date and time, enable the Teams meeting tab and click save to send meeting invitation to internal and external participants.

Join the Meeting

  • Meeting would be visible in the Calander, the event could be joined by clicking on the Event-Meeting (1), followed by the Join tab (2).

 

Meeting would be visible in the Calander, the event could be joined by clicking on the Event Meeting (1), followed by the Join tab (2).

 

Guests and users cannot be invited through Canvas.

The default lobby setting in Meeting Options at the org level is 'People in my organization and guests.” If your meeting is set to “Only people in my organization', then guests and external participants will not bypass the lobby. You will need to manually admit them when they join the meeting.

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