How to Add Someone to a Teams Meeting (Even Mid-Call)

You're five minutes into a call and realise the one person who can answer the question isn't there. Teams lets you pull them in without hanging up, call them first if you want a quick word, or even dial a phone number into the meeting. Before a meeting, organisers can simply edit the invite. Here's every route, depending on when you need them and whether it's your meeting.

Pull someone in during the meeting

1. Select People in your meeting controls.
2. Search for the person you want.
3. Hover over their name in the results and select More options.
4. Choose Request to join to notify them straight away.

They can join directly from the notification. Microsoft adds a useful detail: they also get access to the meeting chat, whether they join or not, so they can catch up on links and notes shared earlier.

Have a quick word first: Consult and merge

Not sure they're free, or want to brief them before they walk into the conversation? In the same menu, choose Consult and merge instead. Teams calls them separately first, and when you're ready, you merge them into the meeting. It's the polite option for senior colleagues or clients you're pulling in unexpectedly.

Dial a phone number into the meeting

1. Select People in your meeting controls.
2. Type a phone number in the Invite someone or dial a number field.
3. Hover over the number, select More options, then Add phone to dial them in, or Consult and merge to call first.
4. If you called first, select Merge calls when you're ready.

Microsoft notes you'll only see this if your Teams account has a phone number assigned and can dial outside your organisation. If it's missing, that's a licensing or admin setting, so ask IT.

Add someone before the meeting (organisers)

1. Select Calendar in Teams.
2. Open the meeting and select More options, then Edit.
3. Type their name in Invite required attendees, or choose Response options, Add optional attendees.
4. Select Send.

They'll automatically receive an invite and see the meeting in their Teams calendar. Choose optional rather than required for people who only need to hear part of it, so it's clear they can decide whether to come.

Your options at a glance

Situation	Best route
Meeting is running, person is in your organisation	People, then Request to join
You want to brief them first	People, then Consult and merge
They're only reachable by phone	Dial their number from People
You're the organiser, meeting hasn't started	Edit the meeting and add them as an attendee
It's someone else's meeting	Forward the invite from your Calendar

Not your meeting? Forward it

If you didn't organise the meeting, forward the invitation from your Teams Calendar instead. Microsoft says the person gets a request that appears to come from the organiser, and the organiser is told you forwarded it. If the organiser has switched off forwarding, ask them to add the person.

Inviting people outside your organisation

Microsoft points out that how someone is invited and their relationship to your organisation can affect what they can access in the meeting, such as the chat. If you're bringing in a client or supplier mid-meeting, give them a moment to settle in, and post anything important in the chat again once they've joined.

Instant meetings: share the link

If you started an instant meeting with Meet now from your calendar, the quickest way to add people is the shareable link Teams offers when you set it up. In a group chat meeting, you can ring people who haven't joined, individually or all at once.

How many people can a Teams meeting hold?

Plenty. Microsoft says up to 1,000 people can join and take part, and up to 10,000 more can join as view-only attendees once a meeting has 1,000 participants. For everyday business meetings, you won't get close.

Keep it smooth

• Tell the room before you add someone, so the conversation can pause for them.
• Summarise the discussion so far in one or two sentences when they arrive.
• Use Consult and merge for anyone senior or external.
• Drop the key link in the chat so the newcomer has it.
• Thank them for joining at short notice, and let them leave once their part is done.

If you're running meetings with a colleague, my co-host agreement template helps you decide who handles admitting and adding people, and my office productivity hacks cover more ways to keep meetings efficient.

My verdict

During a meeting, use People, then Request to join, or Consult and merge if you want a word first. Before a meeting, organisers edit the invite and add attendees. For someone else's meeting, forward the invitation. And if you need to dial a phone number in, your account needs a phone number assigned.

Frequently asked questions

How do I add someone to a Teams meeting in progress?

Select People in the meeting controls, search for the person, hover over their name, select More options and choose Request to join.

How do I add someone to a Teams meeting before it starts?

As organiser, open the meeting in Calendar, select More options, Edit, add them in Invite required attendees and select Send.

What is Consult and merge in Teams?

It calls the person separately first, then lets you merge them into the meeting when you're ready.

Why can't I dial a phone number into a Teams meeting?

Microsoft says you need a phone number assigned to your Teams account and the ability to dial externally. Ask your IT admin.

Can someone I add see the Teams meeting chat?

Yes. Microsoft says people you request to join have access to the meeting chat whether they join or not.