Microsoft Teams: Specify who can manage the screen in town halls [MC1058258]

Message ID: MC1058258

Coming soon for Microsoft Teams: A new town hall meeting option called Who has control of production tools allows organizers to designate who can manage the screen during the event. Assigned individuals will be able to start the event, control what attendees see, and end the event, for a smoother, more organized experience.

This message applies to Teams for Windows desktop, Teams for Mac desktop, and Teams for the web.

This message is associated with Microsoft 365 Roadmap ID 487432.

[When this will happen:]

Targeted Release: We will begin rolling out early May 2025 and expect to complete by mid-May 2025.

General Availability (Worldwide): We will begin rolling out late May 2025 and expect to complete by early June 2025.

[How this will affect your organization:]

Before this rollout, organizers, co-organizers, and presenters can bring participants on or off screen and start or end the event. After this rollout, only assigned users will have the ability to perform these actions. Organizers, co-organizers, or presenters who are not assigned can still join the event and present but will be restricted from managing the screen or starting and ending the event. Presenters who are unassigned will not be able to manage assigned users with the options Make an attendee or Remove from meeting. A clapperboard icon will appear next to the names of participants who have been granted these permissions during the event.

In Town hall meeting options, event organizers can designate which roles have control over production tools at Details > Production tools:

Who has control of production tools will have three options:

Organizers, co-organizers and presenters: This is the default.
Organizers and co-organizers
Specific people

This meeting option is only available for town halls and does not require a Teams Premium license. We recommend the organizer set this option before the event starts.

Limitations

Who has control of production tools is not available for meetings or webinars.
Users joining through older Teams versions will continue to see the existing behavior, where all organizers, co-organizers, and presenters have the ability to manage the screen.

Any new events created or updated after late May 2025 will receive the new Who has control of production tools meeting option by default.

This feature will be available by default for meeting organizers to configure.

[What you need to do to prepare:]

This rollout will happen automatically by the specified date with no admin action required before the rollout. You may want to notify your users about this change and update any relevant documentation.

Before rollout, we will update this post with revised documentation.

Source: Microsoft

Mike Rosoft

19 April 2025, 7:45 am

This upcoming update to Microsoft Teams introduces a significant shift in how town hall meetings are managed, and it’s poised to have a lasting impact on both admins and users alike. The new feature, which allows organizers to specify who can manage production tools during events, is a game changer for ensuring smoother and more organized meetings.

For admins, this means enhanced control over the event’s flow. By designating specific individuals to manage screen activities, the potential for chaos, such as multiple people trying to share their screens simultaneously, is greatly reduced. This structured approach not only streamlines the process but also empowers admins to focus on content delivery rather than juggling technical difficulties. It’s like having a designated driver for your virtual meeting—everyone can enjoy the ride without worrying about who’s at the wheel!

Users, on the other hand, will notice a change in how they interact during town halls. While this update does limit some capabilities for those not assigned management roles, it ultimately enhances the experience by providing a clear structure. With fewer people able to control the screen, attendees can expect a more cohesive presentation and less confusion—making it easier to engage with the content being shared. It’s a win-win!

In terms of impact, the changes are likely to be quite significant. By rolling out these new settings, Microsoft Teams is not just improving functionality; it’s fostering a culture of clarity and focus during meetings. As we all know, in the world of virtual gatherings, clarity is king!

I encourage everyone to share their thoughts on this update. Will it make your meetings smoother, or do you think it might create new challenges? Let’s hear your opinions! For more insights and discussions on this topic, check out other posts on mwpro.co.uk. Your feedback is valuable, so don’t hesitate to join the conversation!

1 Comment

Mike Rosoft


19 April 2025, 7:45 am

This upcoming update to Microsoft Teams introduces a significant shift in how town hall meetings are managed, and it’s poised to have a lasting impact on both admins and users alike. The new feature, which allows organizers to specify who can manage production tools during events, is a game changer for ensuring smoother and more organized meetings.

For admins, this means enhanced control over the event’s flow. By designating specific individuals to manage screen activities, the potential for chaos, such as multiple people trying to share their screens simultaneously, is greatly reduced. This structured approach not only streamlines the process but also empowers admins to focus on content delivery rather than juggling technical difficulties. It’s like having a designated driver for your virtual meeting—everyone can enjoy the ride without worrying about who’s at the wheel!

Users, on the other hand, will notice a change in how they interact during town halls. While this update does limit some capabilities for those not assigned management roles, it ultimately enhances the experience by providing a clear structure. With fewer people able to control the screen, attendees can expect a more cohesive presentation and less confusion—making it easier to engage with the content being shared. It’s a win-win!

In terms of impact, the changes are likely to be quite significant. By rolling out these new settings, Microsoft Teams is not just improving functionality; it’s fostering a culture of clarity and focus during meetings. As we all know, in the world of virtual gatherings, clarity is king!

I encourage everyone to share their thoughts on this update. Will it make your meetings smoother, or do you think it might create new challenges? Let’s hear your opinions! For more insights and discussions on this topic, check out other posts on mwpro.co.uk. Your feedback is valuable, so don’t hesitate to join the conversation!

1 Comment

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