Knowledge Library

3 Microsoft Teams Meeting Tips to Mange Lobby and Participants

Watch English version of the video here:

Watch Cantonese version of the video here:

Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams. In this video we will cover 3 tips on Microsoft Teams Meetings to not only smoothen your meeting flow but also enhancing your entire meeting experience. 

Tip #1 – Join Screen

1. Launch your Microsoft Teams application and then Go to [Calendar] to find he meeting you would like to join. Click on the meeting and then select [Join].

2. Then, you will be able to see your join screen. The join screen offers easier discovery for video/audio and device selection configurations for the meeting. Most importantly, users will now be able to select their background filter before they enter a Teams meeting.

3. To change your background, select [Background Filters].  It’s just below the video image. Your background options will display on the right.

– Select [Blur] to blur your background. You’ll appear nice and clear while everything behind you is subtly concealed. 

– You can also replace your background with one of the images provided, or with one of your own choosing.

– To use an image of your own, select [Add New] and then select one to upload from your computer. Make sure it’s a .JPG, .PNG, or .BMP file.

4. Once your done with the set up, select [Join Now] to join the meeting.

Tip #2 – Manage your Participants

1. After selecting join now, you will be brought to the meeting window. All the discussions and presentation takes place here.

2. To view all invited participants and participants who are already in your meeting, click on the [Show Participants] button on top.

2. You will then be able to see all participants invited to the meeting. 

3. To request an invited user to join the meeting, click on [Request to Join] next to the user’s name. Microsoft Teams will place a Teams Meeting call to directly ask the requested user to join the meeting.

4. To add a new participant to the meeting, type the user’s name on the [Invite someone or dial a number] bar. You can then select the user and Microsoft Teams will directly dial the user to join the meeting.

5. To copy the join link to the meeting, click on [Copy Join Info] and the meeting link will be copied to your clipboard. You can then send the meeting link to other attendees via an alternative platform, such as an Outlook Email. 

Tip #3 – Meeting Options

1. To set up your meeting options, click on the […] More Actions button, then select [Meeting Options]

2. You will be able to see a few rules to help you manage your participants, and other meeting options such as lobbying. Let’s go through all of them one by one.

Choose who can bypass the lobby

1. As the meeting organizer, you get to decide who gets into your meetings directly, and who should wait for someone to let them in.

If you choose to have people wait, you (and anyone else allowed to admit people) will see a list of people in the lobby. From there you can choose whether to admit or deny them.

[Everyone]: Anyone who has access to the meeting link gets into the meeting directly, including people who call in.

[People in my organization and trusted organizations]: Only people in your Teams org and external guests from trusted organizations can get into your meetings directly.
Select this option when you want some external guests to wait in the lobby so you can approve them one by one.

[Only people in your org and guests]: (including those who have different email domains than yours) can get into your meetings directly.
Select this when you want all external guests (anyone outside your org) to wait in the lobby so you can approve them one by one.

[Only Me]: As the meeting organizer, only you can get into your meeting directly. Everyone else will wait in the lobby.


Let people calling in by phone bypass the lobby


1. You’ll see a toggle next to [Always let callers bypass the lobby]. When this setting is enabled, people calling in by phone will join your meeting without having to wait for someone to admit them. Let people calling in by phone bypass the lobby

2. Select the toggle to turn it on or off. 

Get notified when callers join or leave

1. You may want to receive an alert when someone calling in by phone joins or leaves your meeting. (Your admin might have enabled these alerts by default.)

To change this setting, select the toggle next to [Announce when callers join or leave] 

Assign attendees as presenter

1. As a meeting organizer, you can assign attendees in your meeting as presenters. 

2. When you click the drop down menu, you will be able to see a list of people that can be made as a presenter.

3. You may assign everyone, people from your org only, assign specific people, or only allowing yourself to be a presenter in the meeting.

4. A presenter not only can share their screen in the meeting, they are also able to add or remove participants, mute or unmute participants, admit or deny participants from the lobby and even start or finish a meeting recording.

Prevent attendees from unmuting themselves

1. To avoid random noise and distractions in large meetings, you may want to decide when attendees can unmute. 

2. To prevent attendees from unmuting, turn off the toggle next to [Allow attendees to unmute].

Microsoft Teams 會議中,您可以對話、視頻和共享屏幕。以上三個功能是團隊合作的關鍵。在此視頻中,我們將介紹Microsoft Teams 會議上的3個技巧,這些技巧不僅可以使您的會議流程順暢,而且可以改善您的整個會議體驗。

技巧#1-  加入視窗


1.啟動您的Microsoft Teams應用程式,然後轉到 [日曆] 查找您想加入的會議。 單擊會議,然後選擇 [加入]

2.然後,您將能夠看到您的加入視窗。 加入視窗可以更輕鬆地設置您會議的視頻/聲音和其他設備的配置。 最重要的是,用戶現在可以在進入團隊會議之前選擇其背景特效。

3. 在加入會議前設定您的背景,請選取 [背景篩選]   。 它就在鏡頭影像的正下方。 

您的背景選項會顯示在右側。

– 選取 [模糊],讓您的背景變模糊。 您會清晰顯示,而您背後的所有背景都會巧妙地掩蓋掉。 

– 您也可以使用 Microsoft Teams 所提供的其中一個影像來取代背景,或使用您選擇的其中一種。

– 若要使用您自己的影像,請選取 [新增],然後選取一個來從您的電腦上傳。 請確定它是 JPG、PNG 或、BMP 檔案。

您的新背景將會保留在您所有的會議和通話中,直到您再次變更為止。

4. 完成所有視頻、聲音和其他裝置設定後,選擇 [現在加入] 進入會議。

技巧 #2 – 管理您的會議參加者

1.選擇立即加入後,您將被帶到會議窗口。 所有討論和演示都在這裡進行。

2.要查看所有受邀的參與者和已經在您的會議中的參與者,請單擊頂部的 [顯示參與者] 按鈕。

2.然後,您將能夠看到所有受邀參加會議的參與者。

3.要請求受邀用戶加入會議,請單擊該用戶名旁邊的[請求加入]。 Microsoft Teams 將發出 Teams 會議呼叫,直接要求被請求的用戶加入會議。

4.要將新的參與者添加到會議中,請在 [邀請某人或撥打號碼] 欄中輸入用戶的姓名。 然後,您可以選擇該用戶,Microsoft  Teams 將直接撥打該用戶加入會議。

5.要複製會議的加入鏈接,請單擊[複製加入信息],然後會議鏈接將被複製到剪貼板。 然後,您可以通過其他平台(例如Outlook電子郵件)將會議鏈接發送給其他與會者。

技巧#3 – 會議選項

1.要設置會議選項,請單擊 […更多操作] 按鈕,然後選擇 [會議選項]。

2.您將能夠看到一些規則來幫助您管理會議參加者,以及其他會議選項,例如大廳。 以下讓我們一一介紹所有的內容。

選擇可以略過大廳的人員

1. 會議召集人可以決定誰直接參加您的會議,以及誰應該等待有允許他人進入會議的與會者允許他們參加。

如果您選擇讓其他人等待,您 (或其他擁有允許權限的用戶) ,就會看到大廳的人員清單。 您可以從這裡選擇是否要准許或拒絕他們進入會議。

[所有人]:有會議鏈接的任何人都可以直接加入會議,包括直接呼叫到會議中的用戶。

[我的組織和受信任的組織中的人員]:只有您的 Teams 組織中的人員和來自受信任的組織的外部來賓可以直接進入您的會議。
當您希望某些外部訪客在大廳中等待時,請選擇此選項,以便您可以逐一允許。

[只有您組織中的人和來賓] :(包括電子郵件域與您的電子郵件域不同的人)可以直接進入您的會議。
當您希望所有外部訪客(組織外部的任何人)在大廳中等待時,請選擇此選項,以便您可以逐一允許。

[只有我]:作為會議組織者,只有您可以直接加入會議。 其他所有人需要在大廳等候您允許他們進入會議。

讓其他人透過電話撥打電話略過大廳

1. 您會在 [ 永遠讓呼叫者略過大廳] 旁看到一個切換按鈕。 啟用此設定時,由手機撥入的人員將會加入您的會議,而不需等候某人承認。 

2. 選取切換按鈕以將它開啟或關閉。 

在來電者加入或離開時收到通知

1. 當有人在手機加入通話或離開會議時,您可能會想要收到提醒。 (您的系統管理員可能會預設啟用這些通知。 )

2. 若要變更此設定,請選取 [當來電者加入或離開時宣告] 旁邊的切換按鈕。

設定與會者為演示者

1.作為會議組織者,您可以將會議中的與會者分配為演示者。

2.單擊下拉菜單時,您將可以看到可以作為演示者的人的列表。

3.您可以分配每個人,僅來自組織的人員,分配特定的人或僅允許自己成為會議的演示者。

4.演示者不僅可以在會議中共享他們的屏幕,還可以添加或刪除參與者,把其他參加者靜音或取消靜音,允許或拒絕來自大廳的參與者,甚至可以開始或結束會議錄影。

防止與會者取消靜音

1.為避免在大型會議中產生隨機的噪音和乾擾,您可能需要確定與會者何時可以取消靜音。

2.為防止與會者取消靜音,請關閉 [允許與會者取消靜音] 旁邊的切換按鈕。

Contact Sales

Customer Service