How to see everyone on Microsoft Teams

For organizations with multiple team members, Microsoft Teams offers the creation of several teams for every department in the company and members inside each team. The service offers direct messaging, audio/video calling, screen-sharing, and integration options with highlight features like creating join-in linksmuting all participants and marking messages as important.

Teams can include up to 5000 members in a single team but can only admit up to 250 of them during a meeting. If a lot of people are sharing ideas in groups with large numbers, you might want to see as many participants as possible on your screen.

Both Zoom and Google Meet offer ways to see everyone when you’re making a group video call but if you or your organization is using Microsoft Teams, can you view all participants during a team meeting? That’s what we’re here to talk about.

Can you see everyone in a Microsoft Teams meeting?

Well, if you are looking to see everyone on a single screen, then the straight answer is a No. However, you can jump between screens to see the video feed of everyone in a meeting.

How many people can you see at a time on Microsoft Teams

While Microsoft allows up to 250 people in one Teams meeting, its collaboration service can show only 9 participants of the meeting who are speaking during a team meeting.

The upgrade to simultaneously viewing nine participants came recently after Microsoft announced the update earlier this week, which also opened the door for changing the background of the software and raising hand during a meeting, and formally end a meeting even for all participants.

Prior to the update, Teams only allowed users to view the last 4 active participants during a video meeting. Participants whose video feed aren’t shown on the screen are available as icons at the bottom of the screen. In comparison, Zoom allows users to view up to 49 participants in a single grid during a meeting while a workaround on Google Meet lets you view all participants in a grid formation.

Can you change video screen layouts during a Teams meeting

At the time of writing, NO! Microsoft Teams doesn’t let you change the screen layout during a meeting. Unlike on Google Meet, there’s no option that allows users to change the layout of the participants shown on your screen on Teams. In contrast, users have four options to choose from, to modify the way they want to see content on your screen like Auto, Tiled, Spotlight, and Sidebar.

How to choose what you want to see in a Teams meeting

Although you cannot change screen layouts on Teams, the service tries to anticipate what you’ll want to see in a meeting. Teams displays who’s speaking when they’re actively speaking and also shows content when a participant shares one. However, you can choose what you want to see in a Teams meeting and here are some ways to do just that.

Pinning a video

When you want to focus on a particular member during a video conference, you can do so by pinning their video feed. To do so, choose the video you want to pin, right-click on it and select ‘Pin’. This will pin the video of your choosing regardless of who’s talking and you can pin as many videos as will fit on your screen. To unpin a video, right-click on it and select ‘Unpin’.

Switching between people and content

When a presentation is being shown, you can switch between viewing that content and watching the people in the room. You can do so by clicking on the content our interested to watch. This can help presenters to check who’s taking notes and also analyze their body language in the meeting room.

Reframing a video

By default, Microsoft Teams tends to crops videos to make them fit on your screen better. If you want to change the view of a particular video in a meeting or if a participant has been cropped out of the video, you can right-click on the video and select ‘Fit to frame’ to see the entire video. If you want a video to fill up the video feed, you can opt for ‘Fill frame’ which will give you a closer, cropped view.

Can you see all participants in a Teams meeting?

At the moment, Microsoft Teams doesn’t allow you to see all participants during a meeting.  This isn’t surprising as many video collaboration tools except for Zoom don’t have the ability to view multiple participants.

Zoom has a Gallery View feature that displays multiple participants in a grid formation and while in a meeting, you can view up to 49 participants in a single screen. For meetings of more than 49 participants, the rest of the participants can be viewed by jumping to the next page of the gallery view. Microsoft Teams, currently, doesn’t have this functionality.

When will the ability to see all participants come to Teams?

Microsoft’s recent change in the ability to view participants (from four users to nine) has been possible courtesy of a Teams UserVoice that was submitted to the company’s feedback forum. In the UserVoice, several users requested if they could view all participants in a video meeting or at least those of them who have their cameras turned on.

In a response to the UserVoice, a Microsoft Teams engineer announced that while they’re currently updating Teams to support nine participants on a single screen, the service will be working toward increasing this limit even further soon.

What can you do now

Since it’ll take a while till Teams rolls out support to view more than 9 participants in a meeting screen, all you can do is get your voice heard in the Microsoft Teams UserVoice that first requested the feature. The UserVoice currently has around 41K votes and you can also vote for it by using your email address. Once you do, you will get updates on the status of the idea and when it becomes available on Microsoft Teams.

Are you waiting for Microsoft to roll out support for more video feeds of participants during a Teams meeting or do you think the current ability to view nine participants is more than enough? Let us know in the comments below.