Council Meetings Setup in Teams for Admin

Council Meeting Setup in Teams for Admin

Schedule Meeting

Schedule a meeting in Outlook Calendar
Add New Teams Meeting from the Ribbon
Send

Assign Meeting Options (Presenters / Attendees)

Reopen the Meeting Invitation
Select Meeting options

This will open a web page with Meeting Options:

Select the dropdown next to Who can present?
Select Only me
Save

Add Presenters During the Meeting (after they Join)

Open the Meeting Invitation

Select Join Microsoft Teams Meeting (Set camera and mic options)
Select Join Now
Select the People icon to show list of attendees
Select the ellipsis icon next to the name(s) to select as a Presenter

Remove Attendees (They will still have access to the Meeting Chat)

During Meeting:

Select the People icon to show list of attendees

Select the ellipsis icon next to the name(s)
Select the X to remove

After Meeting:

Select the People icon to show list of attendees
Hover over the attendee’s name
Select the X to remove

The Organizer creates the meeting. Presenters can do just about anything that needs doing in a meeting; the role of Attendee is more controlled.

Below are the specific capabilities of each role:

Capability

Organizer

Presenter

Attendee

Speak and share video

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Participate in meeting chat

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Share content

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Privately view a PowerPoint file shared by someone else

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Take control of someone else's PowerPoint presentation

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Mute other participants

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Remove participants

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Admit people from the lobby

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Change the roles of other participants

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Start or stop recording

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Notes

If the meeting is recurring, any change you make in Meeting options will apply to all meeting occurrences.

If the meeting is recurring, role assignments made in this way will only apply to the ongoing occurrence of the meeting. For future occurrences, participants will keep the role assigned to them on the Meeting options page.
If someone exits the meeting and then rejoins it later, they'll rejoin with the last role they were assigned.

Record the Meeting

Start or join the meeting.
To start recording, go to the meeting controls and select More options > Start recording.

Everyone in the meeting is notified that recording has started.

To stop recording, go to the meeting controls and select More options > Stop recording

The recording is then processed (which could take awhile) and saved to Microsoft Stream, and then it's ready to play.
The person who started the recording receives an email from Microsoft Stream when recording is available. It also shows up in the meeting chat.

Note: You can't make multiple recordings of the same meeting at the same time. If one person starts recording a meeting, that recording will be stored on the cloud and available to all participants.

Note: In addition to storing the recording on Microsoft Stream, a link to the recording is added in the meeting chat which is available for seven days. Anyone who participated in the meeting can access this link and download the recording.

Type of user

Can start recording?

Can stop recording?

Meeting organizer

Yes

Person from same org

Yes

Person from another org or company

Guest

Anonymous

Notes:

Recording continues even if person who started recording has left the meeting.
The recording stops automatically once everyone leaves the meeting.
If someone forgets to leave the meeting, the recording automatically ends after four hours.