How to Add People to a Teams Meeting Already in Progress

Adding People to an Ongoing Meeting

Sometimes you need to bring someone else into a meeting that has already started. Here is how to add participants during a Microsoft Teams meeting.

Add Participants from the Meeting

Using the Participants Panel

• During the meeting, click People in the meeting toolbar (person icon)
• The participant panel opens on the right
• Click Invite or the + icon at the top
• Type the person's name or email address
• Click on their name to send the invitation
• They will receive a notification to join

Request to Join

The person you invite will receive:

• A pop-up notification (if they have Teams open)
• An email with a join link
• A mobile notification (if they have the Teams app)

Add External Guests

Invite by Email

• Click People in the meeting toolbar
• Click Invite
• Type their email address
• Press Enter or click their email
• They receive an email with a meeting link

Note: External guests may need to wait in the lobby until admitted.

Admit from Lobby

If the guest is waiting in the lobby:

• You will see a notification that someone is waiting
• Click Admit to let them in
• Or click View lobby to see all waiting participants
• Admit individuals or click Admit all

Share the Meeting Link

Copy and Send the Join Link

• During the meeting, click the ... (More actions) menu
• Click Meeting info or Meeting details
• Copy the meeting join link
• Send it via email, text, or chat to the person you want to add

From Calendar

If you organised the meeting:

• Open your calendar
• Find the meeting
• Open it and copy the join link
• Send to the person you want to add

Add Using Phone Dial-In

If the meeting has dial-in enabled:

• Click ... (More actions) during the meeting
• Click Meeting info
• Find the dial-in number and conference ID
• Share these with the person
• They can join by phone even without Teams

Tips for Adding Participants

Prepare in Advance

• Keep the participant panel open if you expect latecomers
• Have email addresses ready for external guests
• Consider enabling lobby bypass for specific domains

Communicate Clearly

• Let current participants know you are adding someone
• Brief the new participant on what has been discussed
• Pause the meeting briefly if needed for the new person

Manage Permissions

When adding someone new:

• They join with default permissions
• The meeting organiser can change their role
• Consider whether they need presenter or attendee role

Common Scenarios

Adding Your Manager to a Call

• Click People
• Search for their name
• Click to invite
• They receive an instant notification

Adding a Client Mid-Meeting

• Click People
• Enter their email address
• They receive an email invitation
• Admit them from the lobby when they join

Someone Missed the Start

• Copy the meeting link from meeting info
• Send it to them directly
• They can click to join immediately

Troubleshooting

Person Cannot Find the Invitation

• Resend the invitation from the People panel
• Send the meeting link directly via email
• Check if the email went to their spam folder

Guest Stuck in Lobby

• Look for the lobby notification
• Click to admit them
• Check meeting settings if lobby is enabled for all guests

Dial-In Not Working

• Verify the dial-in number is correct
• Ensure conference ID is entered correctly
• Check if dial-in is enabled for the meeting

Need Help?

For assistance adding participants to Teams meetings, contact helpdesk@netlumait.com.au or call 1300 521 162.