Microsoft 365 Help Invite an external client to a call
Send a Teams meeting invitation that a customer can use.
Before you start
- The client’s correct email address and agreed meeting time.
- Know whether the client will join on a computer or a phone.
Follow these steps
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Create a calendar meeting
Open Calendar in Teams and choose New or New meeting. Use a clear title the client will recognise.
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Enter the client’s full address
In the attendee field, type the complete external email address. Select or confirm that address even if no company directory result appears.
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Set the time and joining link
Choose the agreed date and time, checking the client’s time zone. Turn Teams meeting on if the switch is shown.
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Add simple joining instructions
In the description, say that a computer user can open the meeting link in the Teams app or a supported browser. On a mobile device, open the meeting link in the Teams app.
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Review and send the invitation
Check the address and time, then select Send or Save. This emails the invitation with its joining link.
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Review meeting options
Reopen the event and choose Options or Meeting options. Open Who can bypass the lobby? and choose who can enter directly. Review who can present as well.
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Join a few minutes early
Open the calendar event and select Join. Confirm your microphone and camera, then enter the meeting.
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Admit the expected client
When the client arrives, check the name in the lobby notification or People panel and select Admit. Ask them to confirm they can hear you.
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Use voice, video or screen sharing
The camera can remain off for a voice meeting. To show a document, share the relevant window. Meeting attendance does not automatically give the client access to your company files.
You have finished when…
- The client has received the invitation.
- You can admit them and communicate during the meeting.
Helpful tips
- A client can often join without an account, but your company’s meeting policy may require sign-in.
- Calling an external Teams user directly depends on external-access settings; an emailed meeting invitation is usually simpler for clients.
- A normal Teams meeting does not automatically include a telephone dial-in number.
Something looks different?
The client cannot join without signing in
Company policy may block anonymous access. Ask IT for the approved joining method before the appointment.
The client cannot open a file in the meeting
Share the file with their exact email using an approved specific-person link, or present it on screen when they only need to see it.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.