The configuration of meeting settings is an essential part of Managing Microsoft Teams, a topic widely covered in the MS-700 exam. Appropriately setting your Meetings can help streamline processes, grant necessary permissions to the right people, and ensure a smooth, efficient meeting. This article will tackle the essential meeting settings in Microsoft Teams and how to properly configure them.
Global Meeting Settings
The first step to understanding configuration is understanding where to locate these settings. They can be found in the Microsoft Teams Admin Center under Meetings > Meeting settings. Here you have the option to configure the multitude of meeting settings for the entire tenant.
Who Can bypass the lobby?
The lobby is like a virtual waiting room. By default, anyone from your own organization can bypass the lobby, meaning they can automatically join a meeting without waiting for someone to let them in. However, in some cases, it might be necessary to have more control over who gets to bypass the lobby. Settings that can be changed include:
- Everyone
- People in my organization
- People in my organization and trusted organizations
- Only me
Announce when callers join or leave
In official meetings, you want minimum disruptions. One small way of reducing disruptions is by turning off announcements when callers join or leave. However, in informal meetings or meetings where attendance is critically monitored, turning the announcements on can be handy.
AllowMeetNow
The AllowMeetNow setting determines if users can use the “Meet Now” feature to set up instant meetings.
Meeting Creation
There are two settings in particular that define which users are allowed to create new meetings: ‘AllowChannelMeetingScheduling’ and ‘AllowPrivateMeetingScheduling’. As an admin, you can set these to true or false based on what you desire for your team.
For instance, if you want to allow any user to schedule channel meetings, then you would set ‘AllowChannelMeetingScheduling’ to true. However, if you only want certain users to be able to schedule private meetings, then you would set ‘AllowPrivateMeetingScheduling’ to false and then manually allocate these permissions.
Allow IP video
The Allow IP video determines the capability for the users to share their video during meetings. If set to true, users may share their video during meetings. Otherwise, if false, this functionality is disabled.
Use of the Audio Conferencing feature
Audio Conferencing is a feature that allows meeting participants to call in to a meeting using a phone instead of using the Teams app. Teams allow you to decide whether you want to activate Audio Conferencing (default: off), and if so, where users can use it.
In conclusion, meeting settings form an integral part of managing the workspace in Microsoft Teams. Proper configuration of these settings allows for an organized and enjoyable meeting experience. It’s crucial to continually review these settings and adjust them as necessary to ensure that they still meet your organization’s needs. As a candidate for the MS-700 exam, it is undoubtedly useful to familiarize yourself with these configurations.
Practice Test
Is it possible to set up a meeting within Microsoft Teams that does not allow attendees to forward the invite to other users?
- A) True
- B) False
Answer: A) True
Explanation: When setting up a meeting within Microsoft Teams, it is possible to adjust the settings so that only the individuals you’ve invited can attend.
The “Roles” setting can be used to determine who, in a Teams Meeting, can present or just participate?
- A) True
- B) False
Answer: A) True
Explanation: The “Roles” setting in Teams gives organizers control over who can present, share content, and manage other attendees.
Is it possible to control whether participants can use video in a Teams meeting?
- A) True
- B) False
Answer: A) True
Explanation: Meeting policies in Teams include an “Allow video” setting which can be controlled by the admin.
Can the attendance report for a Teams meeting be generated only by a Teams admin?
- A) True
- B) False
Answer: B) False
Explanation: An attendance report for a Teams meeting can be generated by a meeting organizer, not just an admin.
Is it possible to control who can bypass the meeting lobby in Teams?
- A) True
- B) False
Answer: A) True
Explanation: The lobby settings allow the meeting organizer to control who can bypass the lobby.
Which of the following can be controlled in the Teams meeting settings? (Select all that apply)
- A) Who can share their screen
- B) The display language
- C) The number of attendees
- D) Role assignments
Answer: A) Who can share their screen, D) Role assignments
Explanation: Teams meeting options allow the organizer to control who can share their screen and what roles attendees can have. However, the display language or the number of attendees cannot be controlled in the meeting settings.
Is it possible to schedule a Teams meeting to automatically record?
- A) True
- B) False
Answer: B) False
Explanation: As of now, Teams meetings cannot be scheduled to automatically start recording. The recording must be manually started by someone with the correct permissions.
Can a Teams admin disable chatting within a meeting?
- A) True
- B) False
Answer: A) True
Explanation: A Teams admin can apply different meeting policies, including disabling the chat during a meeting.
Can anyone invited to the Teams meeting start the meeting?
- A) True
- B) False
Answer: A) True
Explanation: By default, anyone who has the join link can start the meeting in Microsoft Teams.
The live captions feature in Teams meetings is available in all languages.
- A) True
- B) False
Answer: B) False
Explanation: As of now, live captions in Teams meetings are only available in English.
Can hard mute be applied in a Teams meeting?
- A) True
- B) False
Answer: A) True
Explanation: Hard mute allows the meeting organizer to mute all attendees, and prevent them from unmuting themselves. This setting can be controlled in the meeting options.
Can a Teams meeting be configured to only admit users within your organization?
- A) True
- B) False
Answer: A) True
Explanation: The lobby settings in a Teams meeting include the option of allowing only users within your organization to directly join the meeting.
Interview Questions
How can you access meeting settings in Microsoft Teams?
To access meeting settings in Microsoft Teams, you need to go to the left navigation, click on the ‘Meetings’ tab, and then click on ‘Meeting settings’ under ‘Meeting policies’.
What is the purpose of the ‘Allow Meet Now’ setting in Teams meeting settings?
The ‘Allow Meet Now’ setting controls whether a user can initiate ad-hoc meetings. If enabled, the user can start meetings instantly instead of scheduling them in advance.
What feature controls the ability to share audio in Teams meetings?
The feature that controls the ability to share audio in Teams meetings is ‘Allow IP Video’. If this feature is disabled, participants cannot share their video or audio during the meeting.
How can you restrict anonymous users from starting a Teams meeting?
To restrict anonymous users from starting a Teams meeting, you can modify the ‘automatically admit people’ setting and choose ‘everyone in my organization’ instead of ‘everyone’ in the Teams meeting settings.
How do you enable live captions for Teams Meetings?
To enable live captions for Teams meetings, you go to Teams meeting settings and turn on the ‘Live captions’ option under ‘Participants & guests’ section.
What is the role of the ‘Require meeting organizer consent for bypassing lobby’ setting in Teams meeting settings?
This setting in the Teams meeting settings requires participants to get the meeting organizer’s approval to bypass the lobby and join the meeting directly.
How do you change the default meeting settings in Microsoft Teams?
To change the default meeting settings in Microsoft Teams, an admin should go to the Microsoft Teams admin center, click on ‘Meetings’ and then ‘Meeting settings’. Here, they can change the default settings according to their requirements.
What is the purpose of ‘Allow Cloud Recording’ setting in Teams meeting settings?
The ‘Allow Cloud Recording’ setting allows participants to record and store the meeting in the cloud for future references.
How do you prevent users from sharing their screens during a Teams meeting?
The control for this setting is under ‘Screen Sharing Mode’ in the ‘Meeting policies’ tab of Teams meeting settings. By changing it to ‘none’, users can be prevented from sharing their screens during a Teams meeting.
What setting should be enabled to allow a third-party to join a Teams meeting?
The ‘Anonymous users can join a meeting’ setting should be enabled to allow a third-party to join a Teams meeting.
What is the ‘Allow Engage’ setting in Teams meeting policies?
The ‘Allow Engage’ setting controls whether participants can use engagement features like reactions, together mode, and other interactivity features in meetings.
How can you configure Teams meetings to provide transcription services?
To provide transcription services in a Teams meeting, the ‘Allow Transcription’ setting under the ‘Recordings and Transcriptions’ tab in meeting policies needs to be enabled.
What is the role of Safe Links in Teams meeting settings?
Safe Links, a feature in Teams meeting settings, provides time-of-click verification of URLs. This helps protect users from harmful phishing and malware-infected sites.
How do you customize meeting invitations in Microsoft Teams?
You can customize meeting invitations in Microsoft Teams via the ‘Email invitation’ tab in the Teams meeting settings.
How do you control who is an automatic presenter in Teams meetings?
You control who is an automatic presenter in Teams meetings under the ‘Who Can Present’ setting in the meeting policies tab of the Teams meeting settings.
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