Cookies on this website
We use cookies to ensure that we give you the best experience on our website. If you click 'Continue' we'll assume that you are happy to receive all cookies and you won't see this message again. Click 'Find out more' for information on how to change your cookie settings.

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

 Screenshot showing the location of the Calendar icon in the Teams app

Select Calendar.

 

 Screenshot showing the location of the New meeting button in the Teams app

Click New meeting to open a new calendar item.

 

 Screenshot showing the Teams app meeting screen

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)

 Screenshot showing the location of the New Teams Meeting button in Outlook in Office365

Go to your calendar and click New Teams Meeting.

 

 Screenshot showing the new meeting window in Outlook

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

 Screenshot showing the meeting invite screen in Outlook for the web

Go to your calendar and open a new event.

Enter your meeting details:

  1. Invite exernal participant(s) by entering their email address(es).
  2. 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

 Screenshot of an invite email to a Teams meeting

The external participant will receive an invite to the meeting.

 

 Screenshot of the options of how to join a 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.

 

 Screenshot showing the join meeting window

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:

 Screenshot showing the waiting to be let into a meeting screen

Grant External Participants access to the Meeting

 Screenshot showing the admit to meeting screen

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.