Teams meetings with external participants

In Teams, you can invite people outside the company to a video meeting: customers, partners or suppliers. They need neither Teams nor a Microsoft account.

Schedule in the Teams calendar

1. Open Teams and click Calendar in the menu on the left.
2. Click New meeting in the top right corner.
3. Fill in the title, date and time.
4. Enter the external participant's email address under Add required attendees.
5. Add an agenda if you like, and click Send.

Everyone gets an email with the meeting link.

Schedule in the Outlook calendar

1. Open the calendar in Outlook and double-click the time slot.
2. Click Teams Meeting in the toolbar. The meeting link is added automatically.
3. Add the participants in the To field, both internal and external.
4. Click Send.

Meet right now

1. Click Chat in Teams and then the video camera icon, Meet now.
2. Click Copy meeting link and send the link by email, SMS or chat.
3. The person you invite clicks the link and joins without signing in.

How the external participant joins

The participant clicks the link in the email, chooses to join in the browser, enters their name and clicks Join now. They then wait in the lobby until you let them in. It's a good idea to tell them in advance that they don't need to install anything.

Useful during the meeting

• Turn your microphone and camera on and off with the icons in the meeting controls.
• Share shows your screen to everyone.
• The speech bubble opens the meeting chat, and the hand icon raises your hand.
• As the organizer, you can mute participants.

Common problems

• The external participant can't get in. You get a notification in Teams when someone is waiting in the lobby. Click Admit.
• They can't hear or see you. Check that your microphone and camera are on, and ask them to check the audio settings in their browser.
• The link doesn't work. Check that it was copied in full, without spaces or line breaks, and send it again.