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      Teams Training: Schedule Meetings, Co-Organizers and Presenter Roles

      Scheduled meetings are for up to 300 people to join, present, share screens and talk to everybody in the meeting. Schedule a Microsoft Teams meeting from Outlook, from the Teams calendar, or from a Teams channel.

      TEAMS TRAINING SERIES: Contents >

      Meeting Types: Learn the difference between a scheduled meeting, webinar & town hall >

      Contents

      How to Create Microsoft Teams Meetings

      Assigning Co-Organizers and Presenters to a Microsoft Teams Meeting

      1. Adding a Co-Organizer (internal)

      Co-organizers have almost the same permissions as the meeting organizer, including managing settings, controlling breakout rooms, and starting/stopping recordings.

      Note: External users cannot be co-organizers (ie. people without a diocesan account). Instead you can give them a presenter role during the meeting

      If no diocesan users will be attending, please raise a support ticket to discuss options.

      Do not share your own diocesan credentials with anybody else.

      Note: Attendees cannot be promoted to co-organizers during the meeting - this must be set beforehand. If the meeting has started already you can promote an attendee to presenter instead.

        1. Schedule the meeting in Microsoft Teams.
        2. Open the meeting in your calendar (either in Outlook or Teams)
        3. Select Meeting Options.
        4. Select Roles
        5. Under Choose co-organizers select the internal participant(s) from the list.
        6. Click Save.

        2. Adding a Presenter before the meeting starts (internal)

        Presenters can share content, mute others, and manage meeting settings.

        Note: You can only add external users (ie. people without a diocesan account) as a presenter during the meeting

        1. Schedule the meeting in Microsoft Teams.
        2. Open the meeting in your calendar.
        3. Select Meeting Options.
        4. Select Roles
        5. Under Who can present select Specific people
        6. Add the participant(s) from the list.
        7. Click Save.

         

        2a. Adding a Presenter during the Meeting (internal & external)

        Presenters can share content, mute others, and manage meeting settings.

        1. In the meeting, select the People button
        2. Find the participant in the list.
        3. Click More options (⋮) next to their name.
        4. Select Make a presenter.

        Note: If there are only 2 participants in the meeting then everybody is a presenter.

        If Make a presenter is not an option when you have more than 2 participants then it's likely Who can present in Meeting Options is set to Everyone. Instead you'll have the option on a participant to Make an attendee which removes their presenting role.

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