#  Best Practices - Microsoft Teams Meetings 

 



   ![laptop screen displaying ms teams meeting](/sites/g/files/omnuum12036/files/styles/hwp_1_1__360x360_scale/public/2025-12/teams.jpeg?itok=Jc--c30W) 

 

## 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) 

SortCategoryWhy It MattersUnauthorized 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Outdated Software Vulnerabilities

Using outdated Teams versions increases susceptibility to known security flaws and exploits.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 

SortCategoryWhy It MattersUse 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](https://www.huit.harvard.edu/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](https://www.huit.harvard.edu/teams) (HUIT Tools & Services)

[Getting Started with Microsoft Teams (HarvardKey required)](https://harvard.service-now.com/ithelp?id=kb_article&sys_id=dffc57addb4b5410babda8dad3961971)

[AI Assistant Guidelines](https://www.huit.harvard.edu/ai-assistant-guidelines) (HUIT Tools & Services)

[Best practices for securing your Teams meetings from unauthorized access](https://techcommunity.microsoft.com/blog/microsoftteamsblog/best-practices-for-securing-your-teams-meetings-from-unauthorized-access/4413379)