Objective:


Explains how to schedule a Microsoft Teams meeting on Windows or Mac and configure the settings so attendees can join and start the meeting without the organiser being present.

Steps:


Step 1: Open Microsoft Teams

  1. Launch Microsoft Teams on your Windows PC or Mac.
  2. Click the Calendar icon in the left-hand sidebar.
  3. Click New Meeting in the top-right corner.

Step 2: Schedule the Meeting

  1. Enter Meeting Details:

    • Add a title for the meeting.
    • Add the attendees' email addresses in the required or optional fields.
    • Select the date and time for the meeting.
    • (Optional) Add a meeting location or enter a description in the body.

  2. Enable the Meeting Link:

    • Ensure the Microsoft Teams Meeting option is enabled so that Teams generates a meeting link.

  3. Click Send:

    • Once all details are set, click Send to invite attendees.

Step 3: Configure Meeting Options to Allow Attendees to Join Without You

  1. Open the Meeting in Teams:

    • After sending the invite, go back to the Calendar in Teams.
    • Find the scheduled meeting and click on it.
    • Click Meeting options (you may need to expand the small pop-up window to show the option).

  2. (Alternatively, you can find this link in the calendar invite email.)

  3. Adjust the Meeting Permissions:

    • A new Meeting Options page will open in your browser (you may need to log into your Office 365 account first).
    • Change the setting for "Who can bypass the lobby?"to:
      • Everyone – Allows anyone with the link to join immediately.
      • People in my organisation and guests – Allows internal users and guests to join without approval.
    • Change the setting for "Who can present?"to:
      • Everyone – Any attendee can share their screen and control the meeting.
      • Specific people – Only selected attendees can present.

  4. Save Changes:

    • Click Save at the bottom of the page.

Step 4: Joining the Meeting as an Attendee Without the Organiser

  • When the meeting starts, attendees can click the meeting link and join without waiting for the organiser.
  • If the "Who can bypass the lobby?" setting was configured correctly, they will be let into the meeting automatically.
  • The meeting can proceed even if the organiser is not present.

Tips:

  • Use "Everyone" for Public Meetings – If external guests are expected, allowing everyone to bypass the lobby prevents delays.
  • Use "Specific People" for Controlled Access – Restricts who can present while still allowing the meeting to proceed.
  • Double-Check Settings Before the Meeting – If unsure, you can start the meeting early and review the settings before attendees join.