Invite guests to MS Teams meetings

You can use Microsoft Teams for meetings with staff and students of Red River College and people outside of Red River College. However, you should review the meeting options in the Changing meeting options section when inviting external participants.

Your Teams and Outlook calendars both connect to your Red River College email account. This means that when you schedule a meeting in Teams, it will appear in your Outlook calendar, and vice versa.

Creating, sending, and joining a meeting

To schedule a meeting in Teams (recommended), please refer to the Scheduling a meeting in Teams section. To schedule a meeting in Outlook, please refer to the Scheduling a meeting in Outlook section.

Scheduling a meeting in Teams (recommended)

  1. In Teams, click the Calendar icon on the left‑hand pane, and then click the New meeting button in the top right‑hand corner.
    Teams calendar icon and new meeting button
  2. On the New meeting window; on the Details tab; add a title, attendees (can be internal, external, or an entire Teams channel), and complete the meeting details. On the Scheduling Assistant tab, find a time that works for all your attendees. When you have completed the meeting request, click Send in the top right‑hand corner.
    Teams new meeting window and send button
  3. Red River College attendees can join the meeting automatically by clicking the Join Microsoft Teams Meeting link in the body of the meeting request or the Join button in the Teams calendar event (if it is a channel meeting, they can also join within the channel). External attendees who join the meeting will remain in the Meeting Lobby until you invite them in.
  4. If you want to review the meeting options or change the default settings, please refer to the Changing meeting options section.

Scheduling a meeting in Outlook

  1. In Outlook, create a meeting request for you and your attendees; on the Meeting tab, click the Teams Meeting button to place a Teams meeting link in the body of your meeting request; complete your meeting request details such as time and date; and then click Send.
    NOTE: You must have MS Teams Desktop application installed or you won’t see the Teams Meeting button. For detailed instructions on installing Teams, please see the Microsoft Teams basic user FAQ – How do I access Microsoft Teams webpage.

    Teams Meeting button and Teams meeting request
    NOTE: As the meeting organizer, you can reduce scheduling conflicts by disabling the ability for recipients to propose new meeting times for nonrecurring meetings. To restrict meeting proposals, in the Attendees group, click Response Options, and select Allow New Time Proposals to remove the check mark.

    response options – allow new time option
  2. Red River College attendees can join the meeting automatically by clicking the Join Teams Meeting button on the Outlook ribbon or the Join Microsoft Teams Meeting link in the body of the meeting request. External attendees who join the meeting will remain in the Meeting Lobby until you invite them in.
  3. If you want to review the meeting options or change the default settings, please refer to the Changing meeting options section.

Changing meeting options

  1. To change the meeting options for a meeting you scheduled in Teams, please refer to Step 2. To change the meeting options for a meeting you scheduled in Outlook, please refer to Step 4.
  2. After you send the meeting request, right‑click the event in your Teams calendar, and then select Edit.
    Teams calendar edit button
  3. On the meeting details window, click the Meeting options link, and then proceed to Step 5.
    Meeting options link in Teams meeting event
  4. After you send the meeting request, click the Meeting options link in the body of your request, and then proceed to Step 5.
    Teams Meeting options link
  5. The default meeting options are set for you to allow internal staff to bypass the lobby.
    NOTE: With the default option, external meeting attendees will wait in the Meeting Lobby until you invite them in. This helps to prevent unauthorized users from accessing your meeting and engaging in malicious behaviour. Do NOT change the default meeting options to allow callers to bypass the lobby.

    • Ensure the Always let callers bypass the lobby slider is set to the default No option.
    • The default setting on the Who can present drop‑down menu is set to Everyone. Please visit Microsoft’s Roles in a Teams meeting webpage for more information about the roles of participants and the specific capabilities of each role.
    • You can change the default setting on the Who can present drop‑down menu to one of the other available options to suit your preference. You can invite Specific people to present only after you send your meeting request.
    • The Allow attendees to unmute setting is turned on by default. As the meeting organizer, you can turn it off manually to ensure attendees cannot unmute themselves during the meeting.
    • After selecting the appropriate meeting options, click Save.
      ms teams meeting options window
  6. To change a participant’s role while a meeting is already in progress:
    • Click Show participants in the meeting controls to see a list of the people in the meeting.
    • Hover over the name of the person whose role you want to change, and then click More options. From there, select Make a presenter or Make an attendee.
NOTE: Teams meetings are different from adding a user to an existing RRC team on Microsoft Teams. To add an external user to an RRC team, please see the ITS Service Desk webpage to submit a request that includes the business email address of the organization the external user represents. IT Solutions requires a business email address (not a consumer email address like Hotmail, Yahoo, etc.).

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