MC953756 – (Updated) Microsoft Teams: Email OTP verification for external participants to join meetings

Product:

Entra, Microsoft 365 admin center, Teams

Platform:

Android, iOS, Mac, Online, Web, Windows Desktop, World tenant

Status:

Feature Rollout Status Not Supported

Change type:

Admin impact, New feature, Updated message

Links:

418125

Details:

Summary:
Microsoft Teams is introducing Email OTP verification for external participants to join meetings. A new policy will be available in Teams Admin Center, allowing admins to manage anonymous user access. This feature is for all organizations and will be rolled out from mid-January 2024 to early April 2025. Admins should update their meeting policy settings by mid-February to continue blocking unverified users if desired. The feature is linked to Microsoft 365 Roadmap ID 418125.

Details:
Updated January 15, 2025: With the Email OTP verification meeting option rollout to Targeted Release for end users, Admins should note that the new meeting policy called Anonymous users can join a meeting after verifying will be available in Teams Admin Center for all organizations, even those in General Availability. For tenants where the Anonymous users can join meetings option is disabled in meeting policy and admins would like to continue to block all unverified (anonymous) users joining meetings, admins should update the new meeting policy setting Anonymous users can join a meeting after verifying from "By e-mail code" to "No" by mid-February. Without changing the default, this new feature introduces an additional way for unverified (anonymous) users to join meetings by e-mail code without needing an MSA or Entra account. Admins can reference documentation on managing the new meeting policy setting here: Manage anonymous participant access to Teams meetings, webinars, and town halls (IT admins) - Microsoft Teams | Microsoft Learn
The experience for attendees to verify their email with OTP prior to joining meetings is available only for meetings created by organizers that has a Teams premium license. However, the new meeting option to require verification will be available to all meeting organizers without Teams Premium license as well, for these meetings, attendees can join meeting after verifying with their TFL account or Entra account.
After this rollout, Microsoft Teams meeting organizers will have a new meeting option to enable and require unverified (aka anonymous) participants joining meetings to verify their email addresses with a one-time password (OTP) verification code before joining the meeting. Tenant admins will have a new meeting policy to manage and control this setting in the Teams admin center. This message applies to Teams on Windows desktop, Teams on Mac desktop, Teams on the web, and Teams for iOS/Android.
This message is associated with Microsoft 365 Roadmap ID 418125.
[When this will happen:]
Targeted Release: We will begin rolling out mid-January 2024 and expect to complete by late January 2025.
General Availability (Worldwide): We will begin rolling out late March 2025 and expect to complete by early April 2025.

Change Category:
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Scope:
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Release Phase:
Targeted Release

Created:
2024-12-11

updated:
2025-01-19

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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linked item details

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Pictures

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summary for non-techies**

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Direct effects for Operations**

Increased Risk of Unauthorized Access
Without proper preparation, the new email OTP verification feature may inadvertently allow unverified users to join meetings, increasing the risk of unauthorized access to sensitive discussions.
   - roles: IT Admin, Meeting Organizer
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

User Confusion and Frustration
Participants may experience confusion if they are required to verify their email without prior notice, leading to frustration and potential delays in joining meetings.
   - roles: End User, Meeting Organizer
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

Increased Administrative Overhead
Admins may face increased workload in managing and updating meeting policies to accommodate the new verification process, especially if they are unprepared for the change.
   - roles: IT Admin, Compliance Officer
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

Configutation Options**

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Opportunities**

Enhanced Security for Meetings
The introduction of Email OTP verification for external participants significantly enhances the security of meetings by ensuring that only verified users can join. This reduces the risk of unauthorized access and potential security breaches during meetings, especially when sensitive information is discussed.
   - next-steps: Implement training sessions for admins and meeting organizers on how to effectively use the new verification feature and manage meeting policies. Regularly review meeting access logs to monitor for any unauthorized access attempts.
   - roles: IT Admins, Meeting Organizers, Security Officers
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

Improved User Experience for External Participants
The ability for external participants to join meetings using a one-time passcode enhances the user experience by simplifying the joining process for users without a Microsoft account. This encourages participation from external stakeholders who may not have a corporate email or account.
   - next-steps: Communicate the new joining process to external participants ahead of meetings to ensure they understand how to use the OTP feature. Gather feedback from users after meetings to assess the effectiveness of this new feature.
   - roles: Meeting Organizers, External Stakeholders, Customer Relations Managers
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

Streamlined Meeting Policy Management
With the new meeting policy options available in the Teams Admin Center, admins can streamline how they manage anonymous user access to meetings. This allows for more tailored access controls based on the organization’s needs, enhancing overall governance.
   - next-steps: Review and update existing meeting policies to incorporate the new settings. Conduct regular audits of meeting policies to ensure they align with organizational security requirements and user needs.
   - roles: IT Admins, Compliance Officers, Governance Managers
   - references: https://learn.microsoft.com/microsoftteams/anonymous-users-in-meetings, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=418125

Potentional Risks**

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IT Security**

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explanation for non-techies**

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