Meeting Security in Teams

Settings to change before a meeting

As the meeting organizer, you should manage several options to increase your participants' online safety. To see and change these settings, you can go to Meeting Options using the link included in the meeting invitation information provided when you created the meeting. 

  • Change Who can bypass the lobby to People in my organization

    • This setting ensures that anyone who isn't signed in with an account from your educational institute will need to wait in the meeting lobby until you join the meeting and admit them. 

  • Change Always let callers bypass the lobby to No

    • This setting ensures that anyone joining the meeting over the phone rather than using Teams will need to wait in the meeting lobby until you join the meeting and admit them. 

  • Change Who can present to Only me

    • Setting this option ensures that other participants will join the meeting as attendees. The attendee role doesn't allow them to mute other participants, remove participants, or admit anyone from the lobby. Attendees can still share video, participate in the meeting chat, and view shared files in the meeting. You can learn more about meeting roles in Roles in a Teams meeting

If your participants join the meeting before you, you'll receive a notification in Teams. You can then ask the participants to leave the meeting until it starts. 

As the meeting organizer, you can also select Show participants in the meeting controls and remove students manually, or end the meeting completely using the end meeting feature. 

At the start of a meeting

Here are a few tips to help you curate a controlled and safer environment for your participants when using Teams meetings. 

  1. Review and admit invited guests who are waiting in the lobby.

  2. Double check the list of participants in your meeting to make sure your students are all present and that there aren't any unexpected attendees. You can do this by selecting Show participants in the meeting controls.

  3. Turn on background blur for your video and ask your students to do so as well.

  4. Ask students to pin your video. They can use the More ... menu next to your name to do this.
    You can have students pin your video to their screen.

  5. Let students know that you're muting their audio, then from the participants list, click Mute all.
    You can mute all participants in a meeting.

  6. If you plan on recording the video for the meeting, make sure the participants' videos are turned off or, that you have consent to record the videos.  

During the meeting

Here are a few tips you can use during a meeting to maximize safety. 

  1. If others need to present content during the meeting, whether the content is from students or colleagues, you can promote an attendee to presenter during the meeting. Hover over the person's name, then select More options > Make a presenter. When the person is done presenting, hover over their name again and select More options > Make an attendee.

  2. Check that all participants are muted unless they're asking a question.

  3. Keep an eye on the meeting chat to check for questions. If you see inappropriate messages, you can either delete them or mute the student for a time. This feature is only available if you create the meeting as a channel meeting. For more information, see Mute student comments in a class team and Edit or delete a sent message in Teams.

After the meeting 

At the end of the meeting, click the three dots in meeting controls and select End Meeting. This will end the meeting for all participants.
You can choose End meeting when your meeting is finished.

Once the meeting ends, any student attempting to join the meeting will send a Teams notification to the meeting organizer. You can then ask the student or students to leave the meeting since it has already ended. 

If they don't leave, you can remove them from the meeting by using Show participants in the meeting controls. 

If you're away from your notifications for a time, you can also monitor the meeting's chat window to see if any students have rejoined the meeting after it ends. 

Scheduling your meetings 

When you schedule a meeting in Teams for online meetings, lectures or guest speaker sessions, we recommend you create those meetings in channels. Channels give you more robust controls within meetings such as disabling student-to-student chat, providing an easier meeting setup process, and giving you the ability to track class discussions in context. 

We have two video tutorials that will help you use Microsoft Teams to schedule your online meetings and maximize student safety. Check out Online Lectures 101 - keeping your online lectures as safe as possible and Online classes and lectures with your students - scheduling meetings



Article ID: 942
Mon 5/11/20 9:41 AM
Tue 6/2/20 1:23 PM