1. In Teams, go to your Calendar.
2. Click “New Meeting” in the top right corner.
3. Enter the information as needed on the first window.
a. This includes Title, required and optional attendees, date and time, location, and description.
4. On the right side, there is a panel called “Options”. Click the bottom-most button called “More options”.
5. In the first section (Security):
a. Who can bypass the lobby?
i. You can choose who bypasses the lobby before you are ready for the meeting to officially start.
1. We suggest for Town Halls that are for only UHV audiences that this be set to either “People in my org” or “only organizers and co-organizers"
ii. We always suggest logging in to avoid any issues.
b. People dialing in can bypass the lobby
i. By default, it allows people dialing in on a phone to bypass the lobby.
c. Who can admit from the lobby
i. You can choose who can let people bypass the lobby if they get caught by it.
ii. The default option selected is “Organizers, co-organizers, and presenters”.
d. Enable Green Room
i. After assigning someone the role of “Presenter”, this will be able to be enabled. (see 8.c. for details)
ii. If you don’t plan on having a green room before the meeting, you don’t need to enable this or assign “Presenter” roles.
e. Require unverified participants to verify their info before joining
i. If enabled, this will require unverified participants to sign in to their UHV accounts before being able to join the meeting.
6. In the next section (Audio & Video):
a. “Allow mic for attendees” and “Allow camera for attendees”
i. By default, both options are enabled.
ii. If mic is disabled, attendees won’t be allowed to unmute on their own. Organizers, co-organizers, and presenters are able to pick and choose who to unmute during the meeting.
iii. If camera is disabled, attendees won’t be allowed to turn on their cameras on their own. Organizers, co-organizers, and presenters are able to pick and choose who to allow during the meeting.
7. In the third section (Engagement):
a. Meeting Chat
i. By default, this is always enabled.
ii. If you don’t want meeting chat on, you can disable it.
iii. If you are hosting a meeting with a large amount of attendees, we suggest using the “In meeting only” option. This limits users to send messages in the chat for only the duration of the meeting.
b. Q&A
i. Similar to meeting chat, Q&A allows users to only ask questions and organizers and presenters to answer them in chat or out loud.
ii. It adds more structure to larger-setting meetings.
c. Allow reactions
i. By default, this is enabled. This allows users to react with the emojis shown in Teams.
d. Allow attendance report
i. By default, this is enabled. This allows organizers to download attendance activity from the meeting after it has ended.
8. In the fourth section (Roles):
a. Announce when people dialing in join or leave
i. By default, this is enabled.
ii. It plays a tone when someone dialing in on a phone joins or leaves.
b. Choose co-organizers
i. To assign a co-organizer, they must be invited individually.
ii. From there, you can assign them the role
c. Who can present
i. By default, this is set to “People in my org and guests”
ii. You can change the setting to be “Only organizers and co-organizers" or “Specific people” depending on the needs of your meeting.
1. If you choose “Specific people”, you will be able to name them.
d. Enable language interpretation
i. Once attendees are added, you can assign “Interpreter” roles to people who can interpret to another attendee in real-time.
ii. This is unrelated to captions that can be toggled in the next section or during the meeting.
9. In the fifth section (Recording & Transcript):
a. Record and transcribe automatically
i. We suggest you keep this disabled.
ii. When enabled, this will start the recording as soon as the meeting starts.
1. If paired with Green Room, it will start when someone in the Green Room hits the “Start meeting” button.
b. Allow Copilot
i. This option is locked by admin. We do not use it.