Teams: #FightCorona – Presenter and Attendee Meeting Roles

This introductory blog series is intended for remote workers who have started using Teams due to the COVID-19 pandemic. Teams will be an essential tool in the battle to stay productive, to stay connected, and to fight corona as one global community. It is not intended for IT Pros which should refer to the Teams Real Simple with Pictures series, also on this site

Day 1: Desktop Client Orientation 101
Day 2: How do I join or create a team? Create a channel? Start a chat?
Day 3: How do I chat with others outside of my organisation?
Day 4: Rich chat features for effective conversations
Day 5: Mentions, Tags and Read Reciepts
Day 6: How can I set my availability? When is it right to chat and call?
Day 7: How can I schedule a meeting?
Day 8: How do I join a meeting?
Day 9: How do I turn the meeting lobby on or off?
Day 10: How do I add an agenda prior to the meeting?
Day 11: Rescheduling and cancelling meetings
Day 12: In The Meeting: How do I blur my background?
Day 13: In The Meeting: How do I mute or remove others?
Day 14: In The Meeting: Playing video with audio
Day 15: In The Meeting: Pinning Participants
Day 16: In The Meeting: Recording a Teams Meeting
Day 17: In The Meeting: Taking Control of a PowerPoint Presentation
Day 18: In The Meeting: Hard to hear? Use Live Captions
Day 19: Presenter and Attendee Meeting Roles
Day 20: How can I call other people?
Day 21: How can I forward calls?
Day 22: How can I configure Voicemail?
Day 23: Simultanuous Ring and Secondary Ringer
Day 24: Call Contacts, Speed Dial and Speed Dial Groups
Day 25: How do I hold, transfer, park or retrieve a call?
Day 26: Files – Create, Upload, Sync and Share
Day 27: Files – Tab, Pin, Search and Move
Day 28: Apps Part 1: What are Apps? How can I add them?
Day 29: Apps Part 2: Bots, Connectors and Custom Apps
Day 30: Everything else I think you should know.  Change is the most constant of all

Written: 04/04/2020 | Updated: N/A

Applies to:

• Desktop client
• Web client (https://teams.microsoft.com)

We have talked about many functionalities in the meeting – including how to mute and remove others, how to record a Teams meeting and how to take control of the PowerPoint presentation. This is all fantastic and valuable functionality. However, as presenters we may not want participants to have these capabilities. Remote teaching is the best example here – we don’t want children muting each other, muting the teacher and kicking each other out of the meeting. We don’t want them stealing control of the teacher’s presentation. Presenter and Attendee meeting roles give the Presenter much of the control back as opposed to having to rely on others to self-manage. It’s a great addition to Teams

UNDERSTANDING PRESENTER AND ATTENDEE MEETING ROLES

There are two meeting role types – Presenter and Attendee

Presenter: can do anything the meeting organiser can do. Often, the meeting organiser and the presenter are one and the same

Attendee: participant who is limited in what they can do in a meeting. This includes not being able to mute, remove participants and record meetings

The capabilities are outlined by Microsoft below. These can be applied to private meetings, channel meetings and meet now

HOW TO APPLY PRESENTER AND ATTENDEE ROLES BEFORE THE MEETING

If you want to apply meeting roles before the meeting starts, you’ll need to schedule the meeting first. Once scheduled, click on the meeting and select meeting options

There are four options for setting the presenter role

• Everyone: all participants can present
• People in my organisation: everyone in the organisers organisation can present
• Specific people: specific people within the organisers organisation can present
• Only me: only the organiser can present

Note for specific people you cannot choose participants outside of your organisation. This means that if you are co-presenting with someone from another organisation and you want to leverage meeting roles you will need to set only me and then give them the presenter role within the meeting

Once done select save

Join the meeting. The roles have been set and can be viewed in the meeting roster. As shown below in this example I chose only me to be the presenter. All other participants are attendees. Their functionality – such as being able to share and record are greyed out. A notification that they have been set as an attendee is shown at the top of their screen

HOW TO APPLY PRESENTER AND ATTENDEE ROLES DURING THE MEETING

There are two methods to apply the roles within a meeting. The first is to select show paticipants to call up the meeting roster

Select more actions (…) next to the participant and set the meeting role. This should either be make an attendee or make a presenter

A few notes to add with this method

• If a participant leaves and rejoins they will keep the last role assigned
• If the meeting is a recurring meeting then participants will keep the role assigned to them on the Meeting options page. In other words, if an external participant was promoted to a presenter in this meeting they will go back to being an attendee in the next if the meeting options set the only you presenter option

The second way to change roles in the meeting is to click out to calendar and select the meeting

Select meeting options

On the meeting options page and amend who can present

This changes the roles of the participants within the meeting depending on the option in the meeting options

In this method – if this meeting is a recurring meeting, the roles applied in the meeting options will apply to all meeting occurrances

Our job here is done for today! I hope that you now understand

• Presenter and Attendee Meeting Roles
• How to apply them before the meeting
• How to apply them during the meeting

I hope that over the last 12 blogs you have managed to understand a lot more about Microsoft Teams meetings and how they fundamentally work. We’ll move on to discuss calling and apps and some of the other great functionality you can leverage whilst working from home

I hope you enjoyed this blog

Tomorrow’s blog is going to be: How can I call other people?

#FightCorona