Set a Teams lobby for a sensitive meeting

A link forwarded outside the intended group may let an extra person attempt to join a meeting. Teams meeting options and the lobby can limit entry, but the right settings depend on your organization's policy and whether guests or phone callers must attend.

Before you start​

List expected participants and the organizer or co-organizer who will confirm guests. Decide separately whether a recording, transcript or screen share is appropriate for the subject.

Do it step by step​

1. Open the meeting's Options or Meeting access from Teams. Find the lobby setting for who can bypass it and choose the smallest practical group.
2. Set who can admit people from the lobby. Avoid giving this power to everyone when a confidential call needs a named host to check arrivals.
3. Review the participant and presenter options as well. A lobby controls admission; it does not by itself stop an admitted participant from presenting or seeing shared material.
4. At the start, check each waiting name against the invitation or verify unfamiliar guests through a separate known channel. Admit people individually when identity matters.
5. If an unexpected person appears, leave them waiting and confirm with the organizer. After the meeting, review access and recording location before sharing notes.

Check the result​

A test guest account should wait in the lobby under your chosen policy, while intended internal participants follow the expected route. Check the actual meeting rather than assuming defaults are identical across organizations.

If something goes wrong​

IT policies can override organizer choices, and some dial-in or external users may be handled differently. If the setting is unavailable, ask your Teams administrator instead of promising the lobby will block everyone.

Know the limit​

A displayed name is not independent identity proof. The lobby adds a decision point; confidentiality also depends on participant verification and safe sharing. Microsoft's Teams lobby guide Microsoft's meeting options