Introduction


If you need to create a team meeting and invite external (non-CBC) people, use the below guide. This will show you how to send invites via both Teams and directly from Office 365. You can also set up a lobby that requires the owner of the meeting to be available before the meeting starts.



Team Invite


  • Open Microsoft Teams (Full client or Browser-based)
  • Click on the Calendar option on the left-hand side panel
  • Click on New Meeting at the top right


       


  • Type the full email address of the external person you need to invite
  • Click on the option to Invite EMAIL ADDRESS
  • This should now add them to the list
  • You can still add other members of staff in addition to external people as you normally would
  • As shown below, you can also set up Team meetings via Office 365


       



Additional Options


There are some additional options you can use such as lobby for external users, which by default is enabled. All external users will wait to be allowed into the meeting unless the option is disabled under the Meetings Options along the top when editing a meeting you have already created.


       


Within the meetings menu, you can change the option for Who can bypass the lobby? and set this to your desired preference.


       



Joining a Meeting


Once your invitation has been sent out, external users can join the meeting via an email which is automatically sent out to them. All they have to do is click the link at the bottom of the email for Join Microsoft Teams Meeting. The external person can also choose if they wish to use the web version or full client, depending on their situation. It's recommended to use the full client if background blurring and screen control is required.


       



Device Access


When external and internal people join your meeting, ensure they allow access to their microphone and webcam when joining via the web browser. Depending on their browser, they should receive a notification at the top of the screen to allow access. If they do not do this, they may need to dig into the browser settings to change it.


Before the meeting starts and before a member fully joins, they are presented with options to turn on and off their mic, webcam, and camera effects if using the full client.



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You should be all set with the above information. If you experience any issues, please contact the ICT Helpdesk on 01206282399 or raise a support call via the ICT Portal.