Add external co-organizer to Teams meeting

Question

Hi everyone,

I'm producing a Microsoft Teams livestream for a multinational organization with multiple security restrictions. They created the Teams meeting and added me as a co-organizer (my email is external, not part of their organization).

However, when I join the meeting using the link they provided, I don't appear as a co-organizer.

Is there any way to fix this?

I need to use my own computer because I'm running the livestream through vMix (handling presentations, cameras, graphics, etc.), so it's essential that I join as a co-organizer. How can I do this? Is this possible to achieve in Teams?

Any help would be greatly appreciated!

Answer 1

Hi everyone,

I'm producing a Microsoft Teams livestream for a multinational organization with multiple security restrictions. They created the Teams meeting and added me as a co-organizer (my email is external, not part of their organization).

However, when I join the meeting using the link they provided, I don't appear as a co-organizer.

Is there any way to fix this?

I need to use my own computer because I'm running the livestream through vMix (handling presentations, cameras, graphics, etc.), so it's essential that I join as a co-organizer. How can I do this? Is this possible to achieve in Teams?

Any help would be greatly appreciated!

Hi Victoria Martínez, 

Thank you very much for reaching out to us. I'm glad to help you! 

Based on what I understand, you’ve been added as a Co-organizer to a Microsoft Teams meeting created by an external organization. However, when joining the meeting from your external email and operating a livestream using vMix), you are not recognized in the meeting as a Co-organizer, despite having been assigned that role. 

If that understanding is correct, the likely cause is that your email is considered an external account (outside of the organization’s Microsoft 365 tenant). Microsoft Teams currently imposes certain limitations on assigning the Co-organizer role to external users, unless those users are officially added to the tenant as a Guest. 

If my understanding is right, I’d like to suggest the following steps that may help the issue. Each step is outlined in detail below: 

**Step 1: Request the organizing team to add your email as a "Guest" in their Azure Active Directory (AAD).**You have to ask the IT admin of the organization hosting the meeting take action for this. 

Go to Entra admin center > Users > All Users > New User > Invite External User > Click Review + Invite 

Reference: Quickstart: Add a guest user and send an invitation - Microsoft Entra External ID | Microsoft Learn 

**Now you move to step 2: Have the meeting organizer reassign your role in the Meeting Options to explicitly define your role in the meeting and ensure Teams applies the correct permissions.**You can ask the original meeting organizer (or producer on the organization’s side) can take action for this. 

Open Microsoft Teams calendar > Choose the meeting > Left click > Edit > More options. 

Type your external email in Invite required attendees > Then you will see the Meeting options button appear above. 

Click on it > Roles > Type your external email in Choose co-organizers > Click Apply. 

If the Co-organizer option is restricted, at least assign you as a Presenter via “Who can present” → “Specific people”. Even if Co-organizer isn’t possible due to organizational policy, the Presenter role will still allow you to share screens, switch content, and manage the stream effectively. 

Reference: Add co-organizers to a meeting in Microsoft Teams - Microsoft Support 

After that, ensure sign in to Microsoft Teams using the exact account that was granted permissions. 

As a fallback, if their IT policy prevents granting rights to external/guest users, using an internal account bypasses those restrictions. Only the organization's IT department can take action for this. 

• They can create a temporary Microsoft Teams user account under their tenant
• Provide you with login credentials
• You log into Microsoft Teams with that account from your personal machine for the event

Note:

• Ensure this temporary account is added to the meeting and assigned the Co-organizer role
• This method is often used for production/live events with elevated permissions required

If my understanding of the issue isn’t entirely accurate or if there are other constraints I may have missed, I would sincerely appreciate the opportunity to learn more so I can provide better support. 

Please understand that our initial response may not always resolve the issue right away. But with your help and a bit more detail, I'll try my best to help you. 

Looking forward to your reply! 

Sincerely, 
Jeanie-H - MSFT | Microsoft Community Support Specialist.

Answer 2

Hi Victoria Martínez, 

Thank you very much for reaching out to us. I'm glad to help you! 

I hope you’re doing well. I’ve just sent you a private message with a few suggest and I hope that this may help you. When you have a moment, please feel free to check and reply at your convenience. 

Thank you so much for your time and cooperation, I really appreciate it! Looking forward to your response! 

Sincerely, 
Jeanie-H - MSFT | Microsoft Community Support Specialist.