What’s Your Role in a Teams Meeting?

When you attend an in-person meeting, you probably know what you are expected to do. But what about a virtual Teams meeting? Do you know what your role is and what you can do with the technology in that role? 

Teams meetings have three basic roles: organizer, presenter and attendee. Each role plays an important part before, during and after a meeting.

What You Can Do In Each Role

The organizer can:

• Schedule a meeting
• Receive meeting responses
• Reschedule/cancel a meeting
• Set meeting options
• Assign participant roles and permissions
• Manage participant audio/video permissions
• Admit participants waiting in the lobby
• Receive the meeting participant attendance report

Presenters can:

• Mute/unmute other participants’ mic
• Disable/enable other participants’ video
• Admit participants waiting in the lobby
• Share content
• Control the screen/share files 
• Spotlight other speakers
• Remove/change participant roles
• Initiate recording or live transcription

Presenter is the default role for all participants in a Teams meeting.

Attendees can:

• Speak (mute/unmute their mic)
• Share video (turn on/off their camera)
• Participate in the meeting chat

Meeting Options for Organizers and Presenters

The meeting organizer can set the Meeting options in Teams to control what participants can and can’t do before and during a meeting. While the default meeting options (shown below) may work for most meetings, organizers can adjust some of these settings to fit the needs of the meeting. For example, setting the option Allow mic for attendees to No mutes all attendees’ mics during a meeting. Setting the option Allow camera for attendees to No disables all attendees’ video cameras.

Meeting presenters cannot set the Meeting options for a Teams meeting, but they can adjust participant settings during the meeting.

To set meeting options:

• In Teams, go to Calendar, select a meeting, then select Meeting options.
• In the meeting invitation, select Meeting options.
• During a meeting, select … (More actions) at the top of the meeting window, then select Meeting options.

Carilion and Non-Carilion Meeting Participant Capabilities

Both Carilion and non-Carilion individuals can attend and participate in a Teams meeting, but non-Carilion participants are limited as to what they can do during a meeting. 

Carilion participants can:

• Be selected as presenter before or during a meeting
• Record a Teams meeting
• Publish a poll during a meeting
• Take and access meeting notes before, during and after a meeting

Non-Carilion participants can be selected as a presenter during a meeting (but not before the meeting). They can not:

• Record a Teams meeting
• Publish a Poll during a meeting, unless they are the meeting organizer
• Start or access meeting notes in Teams

Questions?

Check out the Microsoft Teams meeting playlist in Cornerstone OnDemand. You can also visit support.microsoft.com or contact the Technology Service Center via Edison or by phone at 540-224-1599 (71599).