If you have been asked to participant in a video conference (Meeting) as an outside participant (someone from a different organization), please follow the simple steps below.
What you will need to join the meeting:
- A PC, Mac, iPad, iPhone or Android phone.
- An internet connection, or a cellular data plan.
- If you want to be able to speak to and be seen by the other participants, your PC requires a camera and microphone. The other devices listed already have a camera and microphone.
- An email account. This account will receive the invitation email to join the Meeting.
What is Microsoft Teams?:
Work remotely without feeling remote
Get started with Teams:
Take your first steps
Meet with people inside your organization:
Video conference with someone inside your organization
Meet with people outside your organization:
Video conference with someone outside your organization
Join a Meeting:
How to join a meeting as an outside participant
Several suggestions to easily navigate the many features
- Make sure the organizer of the Meeting has your correct email address. You will need the email they send in order to be able to join the Meeting.
Join the Meeting
You should receive an email looking similar to this (it may look somewhat different, based on your email application).
Click the Join Microsoft Teams Meeting link
If you have the Teams App already installed on your device, it will automatically open (please jump to step 4 below). If not, your device will prompt you with a splash page similar to this one.
Please click the Download the Windows app button.
NOTE: You could click the Join on the web instead button, but your experience will be better through the app.
The device will download the Teams App. In the example here, the user is downloading it with the Chrome browser, so the downloaded file appears at the bottom left.
Once the app is downloaded, double-click it to install it.
At this point, you are in the lobby.
If you see the Join now button as in the example on the right, click it to enter the Meeting
You may not see a Join now button and you may see the the message Someone in the meeting should let you in soon. If so, please wait, and the Meeting organizer will admit you when the Meeting starts.
NOTE: Please confirm with the slide buttons shown that your camera and microphone are enabled.
Welcome to the Meeting! Once you enter the Meeting, you will see your image (the one the other participants will see) in the bottom right corner. The Organizer’s image will be displayed in the primary display.
Note the task bar in the middle of the screen. If you don’t see the task bar, just click in the middle of the screen.
You can control the Meeting through icons on the Taskbar. If you don’t see the Taskbar, move your mouse or click on the main window of Teams. They icons are:
The Camera icon allows you to turn on and off your camera. While it is off, the other participants of the Meeting will not be able to see you.
The Microphone icon allows you to turn on and off your microphone. While it is off, the other participants of the Meeting will not be able to hear you.
The Share icon allows you to share another Window or Application with the other participants. Instead of seeing you, they will see the shared Window or Application. Click this icon again to stop sharing the selected item.
Note: If you are sharing a video, please click the “Include system audio” box if you want them to hear the associated audio.
The Settings icon brings up the Settings Menu with more options.
The Chat icon allows you to share text messages with the other participants.
The Show Participants icon show you who is in the Meeting. It will identify the organizer of the Meeting, and which users where invited but are not participating.
Click the Hang Up icon to leave the Meeting.
When you are finished with the Meeting, please click the Hang Up icon in the taskbar.
Note: if you have technical difficulties and lose your connection, just click the link in your email again to re-join the Meeting.
If you have questions about this, please let us know and we will be happy to assist you.