Setting up external Teams Meeting

Introduction

Microsoft Teams allows you to schedule meetings with individuals both within and outside your organization. External participants can join the meeting without needing a Microsoft account, though they can sign in with one if they have it. This guide will walk you through the steps to set up a Teams meeting with external attendees.

Step-by-Step Instructions

Step 1: Open Microsoft Teams Calendar

1. Access the Calendar:
   • Launch the Microsoft Teams application.
   • Click on the Calendar icon located on the left-hand side of the Teams interface.

Step 2: Schedule a New Meeting

1. Initiate a New Meeting:

   • In the Calendar view, click on the New Meeting button located at the top-right corner.

2. Enter Meeting Details:

   • Title: Provide a descriptive title for your meeting.
   • Date & Time: Select the appropriate date and time for the meeting.
   • Description: Add any relevant information or agenda items in the description box.

3. Add Attendees:

   • Internal Attendees: Start typing the name or email address of internal participants; Teams will suggest contacts from your organization.
   • External Attendees: Enter the full email address of external participants. Since they are outside your organization, Teams will recognize them as external and prompt you to invite them.

Step 3: Send the Invitation

1. Finalize and Send:

   • After filling in all the necessary details and adding attendees, click on the Send button to dispatch the meeting invitation.

2. Invitation Email:

   • External participants will receive an email invitation containing a "Join Microsoft Teams Meeting" link.

Step 4: Joining the Meeting as an External Participant

1. Accessing the Meeting:

   • Upon receiving the invitation, external attendees can click on the "Join Microsoft Teams Meeting" link provided in the email.

2. Joining Options:

   • Using Microsoft Teams Application: If the participant has the Teams application installed, the link will open the app, and they can join the meeting directly.
   • Using a Web Browser: If the participant does not have the Teams app, clicking the link will open the meeting in their default web browser. They should select the "Join on the web" option.

3. Configure Settings and Join:

   • Participants can enter their display name, adjust video and audio settings, and then click on the Join Now button to enter the meeting.

Additional Tips

• No Microsoft Account Required:

  • External participants are not required to create a Microsoft account to join the meeting.

• Meeting Options:

  • As the meeting organizer, you can adjust meeting settings such as who can bypass the lobby, who can present, and other participant permissions. To do this, open the meeting in your Teams calendar, click on "Meeting options," and configure the settings as needed.