Host a Meeting using Microsoft Teams

Owned by Sean Stockburger (Unlicensed)
Mar 18, 2020
3 min read

You can create a Teams meeting a variety of ways:

  • From the Outlook Desktop client calendar view

  • From within Teams by clicking the Meet Now icon while you are in a channel or chat.

     

  • Or by creating a new meeting from the Calendar view in the Teams app.

How to create a new meeting from the Calendar view in the Teams app

The New Meeting button in Teams gives you the most options for creating a meeting.

  1. Click the Calendar icon in Teams, and then click New Meeting

     

  2. Add a title, required and/or optional attendees, date, time, and any other options you would like to include. You do not need to add a location if the meeting will be online only, but you may wish to add a location if some attendees would like to meet in a physical location. As with Outlook, Teams provides a Scheduling Assistant option if you would like to find the best time for everyone.

  3. OPTIONAL: Add a channel from one of your Teams if you would like to make the meeting available on a Team channel. All of the members of that team can choose to join the meeting even if they are not explicitly invited.

  4. Add the details for the meeting and click the SAVE button to send the invitations. Attendees will see the meeting on their Teams calendar and Outlook calendar.

 

If you would like to control what people can do in the meeting, like block screen sharing or the ability to record the meeting, review this document from Microsoft: Roles in a Teams Meeting

To prevent others from presenting or recording

  1. Find the meeting you previously scheduled on your calendar in the Teams app. Click on the meeting to open the details.

  2. Click the Meeting Options link:

     

  3. Change the “Who can present?” option from Everyone to Specific People or Only Me

    When you remove someone’s ability to present, it changes their role from Presenter to Attendee. Western faculty, staff, and students are presenters by default, so you must change the role after the meeting is created if you would like to change their role in the meeting. The Attendee role can join the meeting with audio/video, participate in the meeting chat, and view content shared by presenters. The Attendee role cannot:

    1. Share their screen or other content

    2. Take control of a presentation, mute others, remove others, or change their role

    3. Admit guests from the lobby

    4. Start or stop recording