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The default settings for any new Teams meeting are optimal for small group discussions, but if your meeting will have hundreds of participants you'll want to make some changes. If you've already been in touch with Support Center via our request form, we can help with optimizing the settings for your specific meeting needs. To grant Support Center access, you'll need to invite at least one of our team members and assign them a Co-Organizer role.
Adding Support Center as Co-Organizers
Once a Support Center team member (usually Andrew Kenny) has been invited to your meeting, open the calendar invite in your Outlook Calendar or Teams Calendar and scroll to the bottom. Click on "Meeting options" to open the settings in your web browser.
On the resulting web page in the Choose co-organizers box, type the name of the Support Center team member you've invited (usually Andrew Kenny). Click their account when it appears.
Then click Save at the bottom of the page.
Once you've saved the changes, the Support Center team member will have the same access to this Meeting Options page as you do and be able to adjust all settings for the best experience.
If the search doesn't produce the intended team member's name, you may not have invited them to the meeting. Also, please ensure you're in direct communication with Support Center throughout this process. Solely inviting us to a meeting and making us co-organizers doesn't confirm our availability, inform us how you want the event to run, or give us the nuances of how you define success.
Sending the Invitations
If you haven't sent the calendar invite to all your attendees yet, here's a valuable tip.
On the Outlook invite, click the down carat near Attendees. Make sure Request Responses and Allow New Time Proposals are unchecked and Allow forwarding is checked.
Request Responses asks each invitee to reply with Accepted, Tentative, or Declined, which will enter your inbox as a separate message from each person. If you're inviting hundreds of people a few weeks before the event, you'll likely receive many of these response emails every day leading up to the event. Unchecking this option will keep your inbox clear!
Allow New Time Proposals is great for small meetings where you need to confirm your team is available, but it's not relevant for large audiences with a firmly set meeting time. Alternate time proposals would only add to the clutter in your inbox, so we recommend unchecking this option too.
Allow Forwarding ensures that people who you invited can share the meeting with their colleagues who you did not include. If appropriate for the content, this can be very helpful in ensuring your message can reach a whole team, even if you only invited the leader. It's also expedient for the invited leader who will be unavailable during the event and wants to send one of their direct reports to the meeting in their stead - they can forward the invite without asking the organizer to alter the invite.
Want to partner with Support Center on your next big internal event? Fill out this form!
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