Invite external participants, or guests, to a Teams meeting that are not part of your organization (in this case, UT Dallas). Without a login, and without having to download the Teams application, guests can participate in a meeting with the following abilities:
- Video Chat
- Voice Chat
- Access the meeting chat
- Post, delete, and edit own messages in the chat
- Share screen
- See participants of meeting
- Invite participants
- Record meeting
- Share files
Invite a Guest
Invite a guest the same way you would invite someone from your organization.
- In the Teams app, under the Calendar section, create a “New Meeting”.
- Enter a participant’s email address in the box “Add required attendees.
- Although participants can use a phone to dial-in into a meeting, note that you can’t invite anyone using a phone-number; an email is required.
- Fill in any relevant meeting details and click “Save” to send the invite.
- If you need to edit the meeting to update add/remove participants, change the time, or adjust meeting details, the “Save” button will appear as “Send Update”. After clicking “Send Update”, a guest will be notified of the change via email. Guests will have to re-accept the invite if the time is changed.
- Note that invites can also be sent via Outlook if the Teams integration is enabled.
Accepting an Invitation as a Guest
- Guests will receive an invitation email with an attached .ics file, allowing them to add the invite to their calendar.
- If the email platform allows it, like Gmail for example, guests can accept the invitation with the status “Yes, Maybe, or No” and the meeting will be added to their calendar automatically. The meeting organizer will receive an Outlook confirmation of a guest’s acceptance status.
- The email invite includes a link to join the Teams meeting and a number to call as an alternative to join the meeting.
- Applicable to both guests and users a part of the organization, dialing-in into a meeting requires entering the included unique meeting PIN. To learn more about how to dial-in into a meeting, click here.
Joining a Meeting as a Guest
- Guests can join a meeting via a Teams link or by dialing-in using a unique meeting PIN.
- Applicable to both guests and users a part of the organization, a meeting can be joined 5 minutes early or jump-in anytime within the meeting duration.
- When joining via a Teams link, a guest will have the option to download the Teams app or join via a web browser. The quickest way for a guest to participate is using the web browser.
- Upon clicking the web browser option, guests will be re-directed to the meeting and asked to enter their name.
- Once they've entered their name, they have to option to enter the meeting with audio on/off and video on/off before clicking the "Join" button.
- In general, guests can join a meeting before the organizer officially joins. There may be instances, depending on how the invitation was setup, where a guest waits in a "lobby" and an organizer must approve their entry.
- As guests, there is no significant difference between using the browser or the app version, with the exception of potentially improved connectivity on the app.
- If trying to join meeting directly after downloading app, Microsoft will skip the sign-up step.
- If a guest wants to use more of the free version of Teams features, they will have to create a MS account.
- To use the free version of Teams desktop app, guests will have to sign-up for a free Microsoft account and are prompted to create one as part of the process when opening the Teams app after completing
it is downloaded.
- Missed calls to a guest to not go to voicemail
- As a side note for clarity, adding an external participant to a meeting is not the same as granting external participants access to an organization's Team. For more information on granting users access to a Team, read here.