Schedule a Conference / Video Call with External Participants
You can invite external participants to a conference / video call in the Teams app. External participants don't need to have the Teams app installed as they can join on the web using either Chrome or Edge. However, for the best user experience download the free Teams app.
In the Teams App
Click New meeting to open a new calendar item.
Enter your meeting details. You can enter the email address of external participants - they will receive an email with a link to join the meeting.
In Outlook (Office 365)
Go to your calendar and click New Teams Meeting.
Invite exernal participant(s) by entering their email address(es). They will be sent an email with a link to join the meeting.
In Outlook for the Web
Go to your calendar and open a new event.
Enter your meeting details:
- Invite exernal participant(s) by entering their email address(es).
- In the Search for a room or location field select the Teams meeting option from the Add online meeting dropdown.
Process for Joining the Meeting
The external participant will receive an invite to the meeting.
When the participant clicks the Join meeting link in the invite they will be given the option of whether to use the Teams app or Join on the web. For joining on the web Microsoft recommend using Chrome or Edge. The Teams App can be downloaded for free.
If joining on the web the participant will be asked if they allow the camera and microphone to be used. The participant will then be asked to enter their name and to join the meeting. The default option when joining is that external participants will be placed in a lobby waiting area and will see the following screen:
Grant External Participants access to the Meeting
The meeting organiser will see that someone is trying to enter the meeting - click Admit or View Lobby.
You can change the meeting settings to allow external participants to by pass the lobby.