Best Practices - Microsoft Teams Meetings
What is Microsoft Teams?
Microsoft Teams is a secure, chat-oriented, collaboration center that integrates several Office 365 applications into a single workspace. SharePoint, OneDrive, Outlook, and OneNote are built in, and team members can work on Office documents within the app. Using University‑provided solutions ensures stronger privacy, better support, and protection for sensitive information.
The following best practices will help you maximize the benefits of using Teams Meetings while safeguarding your meetings and data.
Common Risks (and How They Affect You)
| Category | Why It Matters |
|---|---|
Unauthorized Access to Meetings | Weak or absent passcodes can allow unwanted participants to join your meetings, potentially exposing confidential discussions. |
Disruptive Intrusions | Without a lobby, uninvited users may enter and disrupt meetings before you can screen them. |
Public Meeting Links Exposed to Attackers | Sharing meeting links publicly can lead to attendance by strangers or malicious actors who find the links online. |
Outdated Software Vulnerabilities | Using outdated Teams versions increases susceptibility to known security flaws and exploits. |
Inappropriate or Malicious Content Sharing | Allowing anyone to share their screen increases the risk that inappropriate, offensive, or harmful content is broadcast to participants. |
Loss of Meeting Control | Inability to manage disruptive or malicious participants can derail meetings, affect productivity, and compromise participant safety. |
Malware and Data Breaches via File Transfers | Accepting files from unknown participants or allowing open file sharing can introduce viruses, ransomware, or leaks of sensitive information. |
Unlawful or Unintended Disclosure of Conversations | Recording meetings without informing participants or improperly storing recordings can lead to legal issues or breaches of sensitive data. |
Accidental Exposure of Sensitive Information | Failing to review and configure proper security settings can leave meetings vulnerable to various threats, such as unmuted microphones, unlocked meetings, or data leaks. |
Best Practices
| Category | Why It Matters |
|---|---|
Use Strong, Unique Meeting Passcodes | Ensure meeting passcodes are enabled (on by default) and only shared with intended participants. |
Leverage Meeting Lobby | Use meeting options to configure who can bypass the lobby, within university policy limits. |
Never Share Meeting Links Publicly | Send meeting links directly to participants rather than posting them on social media or public websites, as public links are susceptible to uninvited access. |
Update Teams Regularly | Keep your Teams software up to date to ensure you have the latest security enhancements and bug fixes. |
Control Screen Sharing | Restrict screen sharing to the host or co-hosts unless absolutely necessary, minimizing the risk of accidental or malicious content sharing. |
Manage Participants Effectively | Use Teams controls to mute participants, turn off video, or remove disruptive users if necessary. Assign co-hosts to help manage larger meetings. |
Be Mindful of File Sharing | Be cautious when sharing files in meeting chat, and only open files from trusted participants. |
Ensure Secure Connections | Always join meetings from secure networks and avoid using public Wi-Fi. If possible, require that participants be signed into Microsoft Teams or authenticated with their organizational account. |
Record Responsibly | If meetings are recorded, inform all participants and ensure that recordings are stored securely, with access restricted to authorized users. (Review HUIT's AI Assistant Guidelines) Recordings are stored in Microsoft 365 and inherit the access controls of the meeting organizer. |
Review Security Settings Before Each Meeting | Familiarize yourself with Teams security features and settings and review them before starting every meeting to ensure they fit your needs. |
Related Resources
Microsoft Teams (HUIT Tools & Services)
Getting Started with Microsoft Teams (HarvardKey required)
AI Assistant Guidelines (HUIT Tools & Services)
Best practices for securing your Teams meetings from unauthorized access