Teams Meetings: Creating Persistent Meeting Links

Summary

Creating a Teams Permanent Link allows you to add a link to your communications. The link will act like the “meeting room” on other platforms. With the proper settings, students will enter the lobby and you will admit them to the meeting at the appropriate time.

How-To

Instructions

Setting up a permanent link
1. Go to your Outlook calendar and using the Teams Meeting menu option, select Schedule a Meeting. Pick a date and time that will not affect scheduling abilities on your calendar.  

2.  Make this a recurring meeting, weekly for the day and time you chose.  This will help find the meeting each week, preventing the user from having to scroll back in time to find it.  Tip: You can even pick a time and date in the past or off business hours such as 3am or a weekend day

3. Use a subject that will remind you about the use of the appointment, e.g. “Advising Meeting Room.”

4. To adjust the Meeting Options, scroll to the bottom of the appointment to click on the link to Meeting Options.

Tip: You may need to press Ctrl and click the link with your mouse to open the Meeting Options link.

5. The Meeting Options page will open. You will then need to go in and update a few of the settings.

Note: You can come back to the Meeting Options page at any time to make any necessary changes/updates to your preferences.

Recommended Settings (Best-practices):

a. Who can bypass the lobby? - Make sure this is set to Organizers and Co-Organizers.  This way anyone else will be sent to the lobby to be admitted.
b. Always let callers bypass the lobby - This should be grayed out due to the above choice being Organizers and Co-Organizers

c. Announce when callers join or leave - Enable this feature – that way you can make sure you know when a student has entered and exited a meeting.

d. Who can present?

• Organizers and Co-Organizers will allow only you as the host to present or share your screen.
• Everyone will allow any attendee to be able to share their screen.
• People in my organization will allow only those that have entered the meeting with USNH credentials to share their screen.
• Specific people will allow you to specify any specific people that can share their screen.

e. Allow attendees to unmute - In one-on-one meetings this is not usually a problem, so leaving it enabled shouldn’t be an issue. Group meetings and larger events are different and disabling attendee’s ability to unmute is preferred.
f. Allow meeting chat - Set this to Off.  Because meeting chats will roll over from each meeting to the next, this must be disabled to prevent dissemination of information.  You can always Chat with the Student directly using Teams Chat, this will help ensure privacy standards are met.
g. Allow reactions - This is up to each host’s preference and whether they would like to have this feature enabled during their meetings.

6. Click Save on the Meeting Options page. You can then close that tab in your web browser.

7. Go back to the Appointment window in Outlook and click Save & Close.

Outcome

Users can now set up permanent/persistent links for recurring or multi-use MS Teams meetings.

Need additional help?

Please use this link to the Technology Help Desk to locate your local campus contact information.  Use the “Submit a Question” for your campus to enter an online support request.