Roles in a Teams meeting
If you're organizing a meeting with multiple attendees, you may want to assign roles to each participant to determine who can do what in the meeting.
There are three roles to choose from: co-organizer , presenter, and attendee . Co-organizers and presenters share most organizer permissions, while attendees are more controlled.
Below are the specific capabilities of each role:
*Some apps may limit what certain roles can do.
Change meeting roles
Before a meeting.
You'll need to send out the meeting invite before you can assign roles.
This will bring you to a web page, where you'll see Choose co-organizers and the following choices under Who can present?
A couple of things to keep in mind:
You'll need to send your meeting invite directly to anyone you want to select as a presenter.
Co-organizers can't make changes to a meeting before it starts.
The role of the meeting organizer can't be changed.
Note: The ability to select specific presenters isn't yet available for channel meetings.
During a meeting
There are two ways for you or a co-organizer to change someone's role while a meeting is in progress:
Note: If the meeting is recurring, any change you make in Meeting options will apply to all meeting occurrences.
Select Show participants in the meeting controls to see a list of all the people in the meeting. Hover over the name of the person whose role you want to change and select More options . From there, select Make a p resenter or Make an a ttendee .
If the meeting is recurring, role assignments made in this way will only apply to the current meeting. For future occurrences, participants will keep the role assigned to them on the Meeting options page.
If someone exits the meeting and then rejoins it later, they'll rejoin with the last role they were assigned.
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Assign co-organizers to help manage a Teams meeting
Need some help running a Teams meeting or online live class session? Meeting organizers and instructors can assign up to 10 participants to serve as co-organizers. Co-organizers can assist with the following tasks:
- Change meeting options
- Bypass the lobby
- Admit people from the lobby during a meeting
- Lock the meeting
- Present content in the meeting
- Update another participant’s meeting role
- End the meeting
However, the co-organizer role has its limits. A co-organizer...
- Cannot create and manage breakout rooms
- Cannot edit the meeting invitation
- Cannot remove or change the Organizer role
- Cannot start recordings or transcription
- Cannot view and download attendance reports
Assigning the Co-organizer Role to a Participant
A meeting organizer must individually list participants to be co-organizers as required attendees in the meeting invitation. Otherwise, the meeting organizer cannot delegate the co-organizer role. After the meeting invitation is sent, the meeting organizer can access Meeting options to assign co-organizers.
Assigning Co-organizers before the Meeting
- As meeting organizer, make sure you individually list participants as required attendees in the meeting invitation.
- Go to Teams Calendar to access the meeting event. Double-click the meeting event to fully open the meeting and see its details.
- After selecting co-organizers, scroll to the bottom right of Meeting options. Click or tap the Save button .
Assigning Co-organizers during the Meeting
- As meeting organizer, make sure you individually list participants as required attendees in the meeting invitation. If you did not add required attendees, go to Teams Calendar to access the meeting event. Double-click the meeting event to fully open the meeting and see its details. Add required attendees. Click or tap the Send update button.
- After selecting co-organizers, scroll to the bottom right of the Meeting options panel. Click or tap the Save button .
During the meeting, invitees with the co-organizer role show in the participants panel with the role of "organizer" — not specifically co-organizer.
Please contact the IT Services Help Desk for questions about Microsoft Teams.
Attendee/Presenter Roles
- Roles in a Teams meeting
- Facilitating Teams meetings
- Prevent videoconference bombing
- Promote an attendee to presenter
- Assign co-organizers to a meeting
- Use Presenter View with PowerPoint
- Mute all in a Teams meeting
- Prevent muted attendees from unmuting
- Reset your Teams audio conferencing PIN
- Use Teams with a speaker phone
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Working Around the Teams Meeting Co-Organizer Role Limitations
Table of Contents
Teams Meetings and Outlook Events
Microsoft announced the co-organizer role for Teams meetings in MC292796 last November. After frequent delays, the latest date for deployment is early March with roll-out to complete by mid-March, a general availability date confirmed by Microsoft 365 roadmap item 81391 . Ever since the announcement, users have debated the set of capabilities available to co-organizers and complained that it’s not possible for a co-organizer to change the details of a meeting, such as rearranging the date or time. On February 25, a reply posted to the Microsoft Technical community reported by an unnamed Microsoft product manager said “ Co-organizers will be able to access and modify meeting options before, during, or even after the meeting — just like the Organizer can. ”
I have not been able to confirm the accuracy of the assertion but hope that it’s true. The problem people have with the current implementation is how to handle the situation when the original organizer of a meeting is unavailable (on vacation, ill, or has left the company), and the need exists to change the meeting details. Only the meeting organizer can edit details like the date and time of the meeting, its participants, and so on.
Take the meeting shown in Figure 1. The meeting is organizer is obvious, but the two organizers are not visible through the OWA calendar. Instead, Teams uses meeting metadata inserted into the Outlook calendar event to grant the co-organizer role and its permissions to the nominated users after they join a meeting.
It’s possible that Microsoft chose this implementation to avoid the need to change the Outlook calendar. This makes sense because it means that users can continue to access and interact with calendar events in Outlook clients without worrying about the details required by Teams to run the online portion of the meeting.
What a Meeting Co-Organizer Can Do
Outside an active meeting, the co-organizer role has no power, which is why Microsoft stresses that the capabilities available to a co-organizer are during the Teams meeting. In this state, a co-organizer can:
- Access and change meeting options.
- Bypass the lobby.
- Admit people from the lobby during a meeting.
- Lock the meeting.
- Present content.
- Update another participant’s meeting role.
- End the meeting.
However, because the co-organizer role has no influence when a meeting is not active, a co-organizer cannot:
- View and download attendance reports.
- Edit the meeting invitation.
- Manage the meeting recording.
- Remove or change the Organizer role.
In addition, a co-organizer cannot create and manage breakout rooms for a meeting.
Scheduling Teams Meetings in Group Calendars
It is possible to schedule online Teams meetings from Outlook by creating the meeting in the calendar of a Microsoft 365 group (Figure 2). However, although the meeting has all the attributes of an online Teams meeting, the group is the meeting owner, and there’s no way to access meeting options to assign the co-organizer role to a participant. When the meeting is active, the person who schedules the meeting takes on the organizer role, but they cannot make another attendee a co-organizer.
On the upside, because the meeting is in the group calendar, any group member can update its settings, including rescheduling the meeting for a new date and time.
Using Central Scheduling
The workaround is not new. Like the method to avoid delegates reading protected email , it comes from old on-premises implementations of Exchange when it was common to schedule important organizational gatherings using a shared mailbox. Meeting coordinators with delegate access to the shared mailbox would create and manage meetings using the shared mailbox calendar, and because multiple delegates had access to the shared mailbox, meetings were accessible and manageable even when some of the delegates were unavailable.
The modern version of this scenario is to create a new Microsoft 365 account and assign it Exchange Online Plan 1 and Teams licenses (or any SKU which includes these service plans). People who need to organize organizational meetings like webinars or large employee gatherings then ask the people who run the central scheduling mailbox to:
- Create a new Teams meeting at the desired time with the required attendees.
- Edit meeting options to assign the co-organizer role to the requester and/or other people (Figure 3).
If the need subsequently exists to reschedule the meeting, add new co-organizers, or update the meeting invitation, it can be done through the central scheduling mailbox.
A regular mailbox is necessary because shared mailboxes can’t use Teams and you need Teams to apply the roles and other metadata to create online meetings.
This arrangement isn’t perfect. More steps are necessary to create a meeting; the central scheduling mailbox comes with a small licensing cost; and someone must manage meeting requests and updates. It’s also something which should be constrained to a minimum of meetings – those that need to happen even if the main organizer becomes unavailable for some reason. Other meetings should be created and run as normal. The hope is that this is a short-term bridge before Microsoft updates the co-organizer role to allow its holders to manage meeting details.
If anyone has a better idea, I am all ears… as are the folks who want to avoid issues when meeting organizers aren’t available.
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6 replies to “working around the teams meeting co-organizer role limitations”.
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What I don’t understand is why if you have two owners of the team- why they are not able to edit the other owners meeting invitation and if you can give ‘ Access and change meeting options’ to a co-organizer why can’t another owner have higher access right. I chose the calendar option within a team thinking it would address the issues experienced in the past, should anyone leave. It would not be sitting in one person’s calendar, and you wouldn’t have to move every meeting to someone else’s calendar. If there are no plans to change this as an Executive Assistant, this app has little to no value for me, as I wanted to keep all team post, access to files links etc with the specified team group, and could easily be adapted for new org structure. it looks like I will need to revert to the shared outlook email address and calendar, which is controlled centrally, which I was trying to avoid. thanks for the post it answered alot of question. Happy to hear if this changes in the future.
Coorganisers and Team owners should be able to change edit meeting details. This is just sensible to manage situations where meeting organisers leave a company or go on extended periods of leave.
That’s the kind of feedback to give direct to the Teams developers at https://feedbackportal.microsoft.com/feedback/forum/ad198462-1c1c-ec11-b6e7-0022481f8472
This is a pretty old-school kind of situation where the obvious thing customers want is to be able to organize meetings using some vanity account, but they don’t want to share credentials for said account Yet, the only solution is to make/pay for some fake vanity user and give its password to somebody to manage. Some kind of way to “login” “as” a shared mailbox account using OAuth would be nice, then we could access those damned Meeting Options for meeting whose organizer is the shared mailbox.
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IMAGES
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