How to Invite Anyone to Microsoft Teams Meeting

In this step-by-step tutorial, learn how to invite people inside and outside of your organization to a meeting. Even if the user has a Gmail, Outlook, Yahoo, etc. email address, you can have them join your meeting. I show two different ways of inviting external participants, one using the attendee line in the meeting setup and the other by copying the meeting link and then sharing.
Watch all of my videos on Microsoft Teams: • 💜 How to use Microsoft...
As full-disclosure, I work at Microsoft as a full-time employee.

[@KevinStratvert]

⏭ Here's a playlist of all my videos on Teams: kzbin.info/aero/PLlKpQrBME6xJ4Mxv00syl8iOSgL-GVLMG

[@learningtofly263]

Can you invite external client to meeting via text message?

[@adamr8628]

major flaw: Teams invites DO NOT say the timezone on the invite. This is a major error that MS needs to fix. it tries to guess my time zone but gets it wrong, and I have no way to know its wrong. the only work around is if the meeting host will type out the time and timezone of the meeting and put it in the text of the email.

[@TheTravelbugs]

Hi Kevin. I'd like to suggest Microsoft add a "BCC" field in the Teams Invitation sent rather than go the long way of having to share the link with other external people. We want to do a simple way of sending invitations without other people (esp the ones outside of our organization) knowing the emails of the other people invited. A simple BCC field added will be a great and smarter way to work around Teams invitations. :)

[@CriminologistRWorst]

Thank you Kevin...... After viewing your MS Teams Video and taking notes, now learning/note taking on this specific video makes learning TEAMS that much easier.

[@Rocky_Johnson]

I've just experienced this yesterday and it is quite nervous for the first time. But after viewing this Video, I'll much better.

[@salesforcecotton8686]

Great job Kevin, thank you for creating this! God Bless

[@Kamardriakus]

ur the best teacher EVER!.. Congrats!

[@TheKarenjh]

Thank you. This is really important for me to know. I really appreciate your videos.

[@junahs95]

Hi, these are great bitesize videos you keep producing! Are you able to do one on Teams for chatting with external people? E.g. Chatting to someone outside of my organization who is either using S4B, Teams or Skype Consumer (I think the latter is coming out in June)

[@geoffreykurui3015]

I have learnt lot about teams from your youtube channel. I appreciate . Thank you.

[@gabrielaalonso9]

Thank you so much, Kevin!!! I love your tutorials. Please, could you do one about Meetings in Teams? How to schedule, how to invite people when you have already started your meeting, share screen, view participants and chat when you are sharing your screen, include system audio, etc. Thanks again.

[@growqueen]

I need to know how to invite people when the meeting has already started too.

[@roylafollette2607]

so far the best video explaining the process. The second option is a bonus.

[@eduardoledesma4226]

Wow, this was short and sweet. Our company has both Teams and Zoom and they never told us we could do all this via Teams. Waste of money spending for Zoom if we already pay for Microsoft 365. Keep these short videos coming Kevin. Do you have a video on how to record a Teams meeting?

[@KevinStratvert]

Thanks for the note Eduardo! Here's a video I did on the official Microsoft 365 KZbin channel on how to record a Teams meeting: kzbin.info/www/bejne/lZnNl4RqZrF5Ztk Cheers!

[@helenmarshall3799]

I don't see my calendar icon the left of my screen. I see just meetings. I used it tonight to invite people but in order to attend and start the meeting I had to make my own meeting Just before the start of my scheduled meetibg to get onto the calender so I could join as the host. Sorry if that sounds confusing. Should I as the host just send an email to myself to join that way in the future?

[@peterl2866]

Hi Kevin, Thanks for another great video! One question, if the organiser is away from a regular meeting but still want to invite a guest how do I do this and still be able to admit my guest without Organiser permissions?

[@marksmith-nb8el]

Thank you for this explanation. Question: I've been unable to join via the app when I'm outside the organization. Can you provide clarity around this and or when you would want to use the app vs browser?

[@ricklwb]

I find your tutorials some of the best. Very practical and helpful. Thank you.

[@shobhaguha2425]

Very clear explanations... Very useful videos... Thank you

[@danemmerich6775]

That was a great job! So informative. So the most important key is to have the email addresses of all your people outside your Organization, to enter them in, correct? I need to dontbis with 30 people! Any suggestions how to aquire that info? Is it easier to have it already set up from the other organization?

[@markmcauley858]

Thank you that makes sense I now have control of who is allowed to enter the meeting for awards event. Nice one!!!

[@amyfeliciano1104]

Hey, Kevin, these videos are amazingly helpful. Is there a way to block students from being able to take control of the share ppt/doc during a Teams meeting?

[@PoojaPandey-jd4zb]

Nice video as always keep on making such videos on windows 10 and microsoft teams as this time online classes are ging on and it is helping us a lot. Thanks a lot Kevin 🙂🙂

[@mette.aa.petersson]

Thank you so much! Do you know why a guest is not able to participate in the meeting’s chat. We get a message that the guest cannot participate because he/she is not a Team member ... 🤷🏻‍♀️

[@bargeld09]

Very informational Thanks. Does the update go to everyone? If so is there a way to only send it to the added attendees?

[@AV-fd5wn]

Is there a way to invite a whole channel? So that they not only see the meeting in the channel chat but also receive email invites

[@rebeccaaustin]

Great information! I'd love to start using Teams meetings rather than Zoom. When I test this with a different email address and open in a separate computer, I continually get prompted to sign in rather than join as guest. I don't want this to happen to my clients. Has something changed with Teams since this video or am I doing something wrong? Thanks!

[@MatthewCrawford]

Thanks Kevin :) Nice to see the invite email and the full process shown to all user sides. Any idea on when the multitenancy will be supported on the desktop version?

[@xnavyro]

Kevin, thanks again, U R a lifesaver!

[@pareetjshah]

Great video - we were just thinking about this for our university and used the link method - glad to know that it's a legitimate way to do this! It would be nice if the link could be sent so that it looks like 'Join Teams meeting' rather than the super long address

[@KevinStratvert]

Thanks for the note Pareet. In the Teams Meeting, in the participant view, you can invite someone or copy a link from there. That link will look nicely formatted. Alternatively, you can also just highlight the 'Join Teams meeting' in the calendar invitation and then send that to someone since the hyperlink is embedded in that and it's much more nicely formatted. I forgot to call this out in the video. Hope that helps!

[@OxxselphiexxO]

Thanks, Kevin! Very clear instructions. These are so easy to follow.

[@EugeneKee]

Thanks! I love all your videos regarding Teams. Pls continue to make videos of such to explore the full potential of Teams. 👍

[@KevinStratvert]

Thanks for the note Eugene! Will keep going :)

[@kelseykoestler5586]

Hi Kevin, thanks for making these informative videos! Can you please explain how to invite a large amount of people to an invite. For example, I have 200 email addresses in a spreadsheet. Is there an easy way to add them to a meeting invite?

[@pauljosephf]

Hi Kevin, Great videos. We have really started using many of the features and we use these videos as short tutorials. One doubt that came up was. Can files be shared from a guest to the organizer?

[@conniebentzlermartin4979]

Very helpful. Thank you.

[@nooreinymaarof6848]

great! Easy to understand.

[@LL-lb4jh]

Thanks Kevin - very helpful step by step.

[@waifong23]

Thank you Kevin. I have to invite a large group of people, is there a bcc field like emails, to avoid "reply all" and cluttering up the calendar invitation? Prefer not to copy and paste meeting link into an email, so that the meeting shows in calendars. Thank you PS Think we used to be able to do this in Lync

[@betienel9106]

Your videos is very helpful !! Is it possible to invite just one or two members to a meeting and deny other member to join?

[@DianeDarlingSpeaker]

Hi Kevin - great videos! Still trying to figure out how to invite outside people and NOT give them access as a presenter/producer. Any ideas? Thanks!

[@newfangledsoftware6185]

Great video Kevin. Been watching your channel grow and you are doing well. Stealing a few tips from you. 😉 Where do you get the demo accounts?

[@KevinStratvert]

Thanks for the note! You've got some great content on your channel as well, nice job! Appreciate all the focus on Microsoft products :) We have a bunch of demo accounts at work that we use for presentations, events, and troubleshooting. You can sign up for a free Microsoft 365 trial on the following page: www.microsoft.com/en-us/microsoft-365/compare-all-microsoft-365-products?&rtc=1&activetab=tab:primaryr2 It'll give you 1 month free and works well for demos.

[@newfangledsoftware6185]

@@KevinStratvert Thanks Kevin. Will definitely make use of that. Have a great weekend.

[@TinyKideo]

I'm so impressed by the way you appreciate each other wish you good guys!💪🏽

[@RashidNextLevel]

Great video. Very helpful

[@apriiii._]

Everyone here is a literal teacher

[@richardrenkin7704]

in this tutorial, you typed in the entire email address for the outsider; can my outlook contact list be used to short cut having to type out email addresses for people outside my organization?

[@Godishus]

Assuming you have both Teams and Outlook installed, there should be a button in Outlook to schedule teams meetings: Open the calendar window and under the "Start" tab, click "New Teams-meeting". This uses your Outlook contact list.

[@richardrenkin6469]

Thank you. Your videos are very helpful.

[@gtxchufxvj]

Thank you again Kevin- how can we call or chat through TEAMS with people outside our organization eg regular suppliers or customers that also use TEAMS.

[@adamr8628]

Teams invites DO NOT say the timezone on the invite. This is a major error that MS needs to fix. it tries to guess my time zone but gets it wrong, and I have no way to know its wrong. the only work around is if the meeting host will type out the time and timezone of the meeting and put it in the text of the email.

[@rkodikal]

Hi. Thanks for the video. Any tips to avoid download of app for a external member who wants to join the meeting through phone? It seems only through a pc browsers one has a option to login through the web.

[@ilayasyusufppcvews6963]

Thank you so much teacher the sesseion is good

[@HASSANE390]

Hi Kevin Stratvert, Thank you so much for such worthy information. Sir, please help us out in using "Microsoft Whiteboard" while in Microsoft Teams. We will be grateful.

[@KevinStratvert]

Thanks for the suggestion Hassan! I’ll add this to my list of videos to create. Cheers!

[@PoojaPandey-jd4zb]

Ah, that is so easy....when u click on share screen that time you'll get the option to share whiteboard u can click on that and then you'll be able to share microsoft whiteboard.

[@inderdeepkaur5102]

Hi Kevin...Your videos are really helpful.....Can you please share a tutorial on Teams Web app

[@seshumoodley550]

Hi Kevin, As an organizer how does the Teams meeting present itself in your own INBOX, does it appear there as well or in your Windows Outlook Calendar?

[@davidfisher9071]

Thanks! Can you get Microsoft to update the sign-in process for Teams Live Events? Please? This process makes much more sense.

[@garykulovics7705]

I love this video Thanks for sharing Is this a new feature as some in my organization said it was not possible to do or it was very hard to do Great vids to keep up the great work

[@SanthoshKumar-dd2uv]

Thank you Kevin. kindly let us know how we can setup a dial-in meeting like dial-in option in zoom meeting app, those who are using the mobile phone without internet on MS Teams

[@TecICTian]

Good explanation

[@revathikrishnan3596]

Your videos are super helpful.

[@SUZIMAC7]

Thank you, great tutor

[@DavidGalbraithDAG]

Kevin, thanks very much for that demonstration. I noticed today in a meeting with three members of the organization and a single guest (invited as a patient through Bookings) that the guest could not view all of the participants at one time. Only the members of the organization could view everyone. Instead the guest was only seeing the speaker within the meeting. One member would turn off and on depending on who was speaking. How do I allow the guest to see all participants at once? Any help in that regard would be appreciated. I have checked Org Wide permissions and everything is open. I am not sure whether the link to the meeting provided via Bookings is more restrictive than a formal guest who has a Microsoft account.

[@dannyhometown]

I love this one. Thanks for sharing.

[@varunmiglani110]

thanks for the video, if i send the joining link, will they default join as a presenter?. is there any way to let them join as attendee by default

[@kamiltom5266]

Thank you for your nice videos. I would like to ask you - Is there any way, how to invite any team to my meeting???

[@mnmpan2886]

Hi Kevin, could you please tell me if there is an option to somehow hide the participants at the meeting, or to be viewable only by the organizer of the meeting? For example, we have an auditors meeting, and we have colleagues that want to participate in the meeting but we don't want the auditor to find out that there are more people watching this. Thanks Nadica

[@fortniteman1420]

This is the best guy ever see

[@davidmills5579]

Hey Kevin, thank you for your work. I am an independent individual Realtor. I created a group of independent collaborating Realtors from all over the country that share information and documents resources in a weekly Zoom meeting. I would love to drop my subscriptions to Zoom and conduct our meetings in Teams. How can I add these other agents into my Microsoft Teams from my stand-alone Teams subscription?

[@jasonhaas]

Great video. Unfortunately for us, I'm having to put external users in the "required attendees" line if I want them to join without having to have a MS Account. I'd love to use the link, but everytime I do, it will ask a guest user to sign into MS and obviously we do not want to do this. Yes, we do have anonymous access as well as guest/external access on. We cannot figure it out, and would much rather invite people with a link (like a live meeting will do), but we are having to list external users in the required attendee line when creating the meeting. Any ideas what could be wrong?

[@wafkt]

Unfortunately, my organization’s Office 365 Administrator recently changed a security setting that now prevents us from inviting people from outside our organization to meetings or random people from joining with the meeting link. This was apparently done to prevent random people from crashing/disrupting meetings or classes they are not welcome to, but I don’t think that was really a common problem. Apparently we can still have meetings with people outside our organization, but it requires us making that individual a member of a Team within our organization - which I suppose is an acceptable solution if it’s an individual who we intend to collaborate/meet with on a regular basis, but in these days of COVID, I find myself needing to have a lot of one-off/ad-hoc meetings with people outside our organization. I wish the meeting organizer could control this based on their preference, rather than having our paranoid Office 365 admin from forcing it upon us. People from outside our organization may still join Live Events at least.

[@erinfeicht568]

This was excellent! Thank you!

[@corinnedupont1277]

Good content and length. Appreciated.

[@trentdunn]

Hoping to learn how to send out an email blast to a bundle of customers, inviting them to visit a linking calendar and schedule a MS Teams video meeting to review their account. Any tutorials on that process??

[@jean-marie161]

Hi, in my school, we do not use outlook for mails and calendar! Therefore the meeting is not shown in the Teams calendar, if I invite other colleagues into a meeting! Is there a trick, how it could work?

[@tatapanawasebi]

Hi Kevin, so the box with Invite People is only for internal employees, right?

[@benwheadon3079]

Hey Kev, Great Content. Could you do a tutorial for a perpetual room to route audio (only) to a defined soundcard? Setup as always answer? Thanks

[@daveandcoriegraham4358]

Useful, but my frustration is trying to sync my outlook contacts so i dont have to copy and paste email addresses when adding - which is diffficult and tedious in outlook. How can i import contacts into Teams?

[@eqisoftcom]

".. and my meeting has now included this outside person." You are pointing to your name, the outside person's name is not displayed in the calendar with your meeting.

[@fredjaravata]

Hi Kevin, Thank you! However I am tasked to create a short tutorial for my faculty to create channels for our back to school night (BTSN) with parents. We want parents to be able to simply click on a Join Meeting link and head to one of their child’s teachers at a designated time. Then rotate to other teachers. Obviously the parents have a variety of email addresses. Any other insights that you have that can make this a simple, but as inclusive as possible for our 500+ families? Thank you sir!

[@TheP4U111]

Thabk you! Subscribed 👊

[@promeetnag]

Brilliant stuff, thanks!

[@jovenlimliquido88]

Thanks !!! Youre alot of help

[@jniplig]

Hi Kevin - thanks for all of the great info! I've got a quick one for you but I'm worried that I might already know the answer. I'm a teacher and we are using MS Teams for 'live lessons' - we currently are scheduling meetings not using Live Events. My question is this: is there a way to prevent attendees from joining/starting a meeting before it is scheduled and also joining a meeting that has already taken place. Our students are using these meeting slots to hang out and chat with friends. I don't think that using the lobby is an option as we have more than 100+ students invited to these meetings (live PE lessons). I've done a fairly thorough search of the interwebs and have yet to find anything. Thanks again! jg

[@heatherfeather2621]

Microsoft Roadmap says that feature starts this month. www.microsoft.com/en-us/microsoft-365/roadmap?filters=

[@jameseccleson9483]

Hi Kevin, Is it possible to allow an external company to send invites to our Teams room systems. so we can join there invite from own Teams room systems?

[@INT_MAX]

I followed your instructions but everyone I invite receives the error: "Only people with access to this org can join its meetings"

[@rakshithawilliam4313]

Thank you so much for the information 😍😍

[@reedlinares]

Great video!!

[@robertcollcott6579]

Very insightful and very well explained too thanks for sharing 😀👍👍 top work 😀👍👍

[@nxu5107]

Could you share with us what meeting policies and settings you need within teams to be able to do this? Thanks

[@mogain30]

Hi Kevin, quick question, in my work MS teams channels chat rooms it started to get into advanced compose box vs the usual plain typing box. Could you please suggest a fix?

[@yehyamneimne]

"My HR department requires me to say that" said with hatred XD

[@kdlilly]

Can you send choices for multiple meeting times and allow people to select the one that best suits there schedule?

[@adam.suliman.drammen.kommune]

cool man thanks :)

[@pksnain]

Please make a video for use of whiteboard in MS teams for online teaching. Thanks

[@midnightwatchman1]

It almost never works way, usually end up with the external person do not have permission to join the meeting etc etc . you play with the team admin panel to get the permission right.

[@jostem4804]

Kevin, can anyone see your calendar or just members of that specific team?

[@MelissaAtwell]

Incredibly useful! Thank you for sharing this!

[@nishantmishra2588]

We all know this feature long back. Please create a video on teams new update on 27th May on the process where external user can bypass the lobby

[@iyasuduguma561]

Thanks sooooo much

[@minviluzrubrico202]

Thanks for this Kevin. 👍

[@andrewross-skinner1111]

Hi there, As organizer of meetings, I sometimes need to invite guests from outside the organisation, to join a meeting after say 30 or 45 minutes. Of course I cd email the guest requesting they do not join the meeting till the later time - but it wd be much better if I cd send the guest(s) an invitation with a deferred start time - is this possible please? Many thanks.

[@vickyanand7881]

My side bar in team app do not show calender. Please help me in setting this!!

[@davidjohn1130]

Very complicated I searched how to invite people. You did not tell how to send meeting

[@sevenlakesapiary691]

Can you also provide a call in number for people who don't have access to a computer mic?

[@LairdMs2010]

Hey Kevin! I'm having issues with invites. I created the invites through the TEAMS channels and added the meeting to calendar . However, I'm getting 2 different meetings every time. Please help me out.

[@kodurusivakrishna2023]

Hi Sir, Could you please explain how to add or create macro files in Microsoft Teams.

[@laurapadilla2585]

Hi, I have a question for you, I am a teacher and all my students are outside of my organization, is it possible to create break rooms with them? I´ve been trying to do it following you videos but this has not been possible. BTW, thanks for you videos!

[@KevinStratvert]

Hey Laura - by break rooms, are you looking for breakout rooms where students can meet individually? If so, you can add students as guests to your Team, which gives them access to the breakout rooms that I showed in this video kzbin.info/www/bejne/mpDMdWiGgcylZpo On the Teams UserVoice microsoftteams.uservoice.com/ formal breakout rooms is a highly requested feature, so I wouldn't be surprised if it lands soon. Cheers!

[@laurapadilla2585]

@@KevinStratvert Hi Kevin, I will do that! Thank you so much for your answer!