How to Assign Presenters in a Teams Meeting

Differentiate Between Presenters and Attendees

One of the biggest complaints about Teams meetings has been the lack of support for roles, specifically not being able to designate presenters for a meeting like you can in Skype for Business Online. In one of the blogs released for the Microsoft Ignite 2019 conference, the Teams development group promised to deliver:

New presenter and attendee controls allow meeting organizers to pre-define presenter and attendee roles for meeting participants. Designated presenters will have full control over the meeting, whereas participants in “attendee” role won’t have ability to share content, take control, mute or remove other participants, admit people waiting in the lobby, or start/stop recordings.”

The feature is now generally available and is being rolled out across Office 365. Even though its implementation is not well integrated into the Teams client, being able to designate presenters is very welcome.

Teams Meeting Roles

When you create a Teams meeting, you are the organizer and everyone else is a presenter and can share content during the meeting, admit people from the lobby, and start or stop recordings (see Microsoft’s documentation for a comparison of the different roles in a meeting). In a nutshell, presenters have the same rights as an organizer, so it’s obviously a good thing to limit the number of privileged users when many participants join a meeting (the need to restrict permissions is much less evident in small meetings).

Assigning Meeting Presenters

After creating a meeting, you can nominate people as presenters (and make everyone else an attendee with limited rights). To do this, select the meeting in the Teams calendar app (Figure 1) and click Meeting options.

Details of a Teams meeting in the Calendar app
Figure 1: Details of a Teams meeting in the Calendar app

Because only people who are invited directly to a meeting can be presenters, the option to assign people as presenters isn’t yet available for meetings created in a channel. In other words, only meetings created in Outlook or Teams support presenter assignment at present.

Instead of opening a tab within the app, Teams opens a web page to display the meeting options. You can now opt for:

  • Everyone who joins the meeting can present.
  • Only people in the tenant can present. External people join as attendees.
  • Only specific people can present.
  • Only me (the organizer) can present.

In Figure 2, I’ve selected two of the attendees as presenters (the organizer can always present). However, the third selected person can’t be found even though they are in the participant list. This is because this participant is a guest user and you can’t nominate a guest user (or anyone outside the organization) to be a presenter.

Assigning who can present in a Teams meeting
Figure 2: Assigning who can present in a Teams meeting

If the meeting is recurring, the assignments persist for all instances of the meeting.

Changing Roles

It would be nice if we always knew the exact set of presenters for a meeting before it took place, but that’s not always the case. During a meeting, if you want to assign someone else as a presenter, you can do by editing the presenter list through Meeting options in the Calendar app.

Alternatively, click the Show participants icon in the meeting controls and find the person you want to be a presenter in the list, and then select Make a presenter from the right-click (…) menu (Figure 3).

Updating a Teams meeting participant to be a presenter
Figure 3: Updating a Teams meeting participant to be a presenter

There’s no way to set up default presenters for meetings scheduled by an account. Each meeting must be configured seperately.

There’s lots to learn about how Teams work. To get a head start or stay ahead of changes, read the chapters in the Office 365 for IT Pros eBook.

22 Replies to “How to Assign Presenters in a Teams Meeting”

  1. we would change the default config of the presenter roles. i think there must be a way to change it by powershell.
    what do you think?

      1. Yes. A guest user can be a presenter, providing they switch to your tenant before joining the event.

  2. I don’t have the option “Meeting options” so this is not possible for me to do. How do I enable this?

    1. I’d ask Microsoft. I checked again this morning and the option works the way described in the post.

    2. When you are first setting up the meeting the option is not there. After you save the meeting you can open the meeting from the calendar and the option is now available.

  3. when i choose meeting options i had this message, the system remembers an old account. how to change login informations to access to the meeting options

    1. Sign out from Teams,, delete the Teams cache, and try again.

      Cache: C:\Users\…\AppData\Roaming\Microsoft\Teams\Cache

  4. How about if I created this meeting from a shared mailbox account? How can I adjust the presenters then? Because I can only see and edit my personal meetings via TEAMS, the shared mailbox meetings are created via Outlook.

    1. I wouldn’t create Teams meetings from a Shared mailbox account. In fact, I have never tried to do this and don’t see how it could work because you’d need to log into the shared mailbox account to be able to access Teams as the shared mailbox…. In any case, I don’t know if Microsoft would support this.

  5. Hi, is there a way to have a presenter video always visible, while having other guests with video also become visible when they speak in addition to the presenter?

    1. Not now. I think this will come in the Dynamic View promised in Wednesday’s announcements.

  6. Hi, I sent a MS team meeting invite & on the meeting date itself, all the invited guests & including myself weren’t allowed to enter the meeting, was there any reason for that occurrence? BTW, my invite was forwarded by many invitees & wondering was this one of the reason?

  7. If a user is promoted to Presenter, can that user in turn promote another attendee to Presenter role or is that restricted to the Organizer?

    1. The organizer of the meeting can make any participant a presenter during the meeting by selecting them from the meeting roster and updating their role.

  8. hi
    i need to assign more than one presenter in the meeting and add a channel, it’s not working unless the meeting starts then i can assign the presenter during the meeting
    what i need is assign the presenter before the meeting start with channel meeting.
    if i don’t add a channels in my meeting i can assign presenter but with channels meeting i can’t.
    what the solution !!

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