Summary

This article provides instructions on how to schedule, manage, and join a meeting in Microsoft Teams. Follow the links to the task you want to achieve:

• Scheduling a Meeting in Teams
• Inviting People Outside of your Organization
• Creating a Channel Meeting in a Teams Channel
• Changing the Calendar View in Teams
• Accessing Context Menu Options for Teams Calendar events

How-To

The Teams calendar is connected to Exchange email's calendar. When a meeting is scheduled through Outlook or Teams, it will appear in both. Every meeting scheduled in Teams is automatically made into an online meeting. Scheduling from Outlook?  Learn how to Schedule a Teams meeting from Outlook - Microsoft Support 

Instructions

There are several ways to schedule a meeting in Teams:

Option 1 - In a one-on-one or group chat chat licking on the more menu ... then select Schedule a meeting  to book a meeting with the people in the chat.

Option 2 - Go to Calendar  on the left side of the app and select New meeting in the top right corner.

Select a range of time in the calendar.

Outcome

A scheduling form is displayed. The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant (shown below) to find a time that works for everyone.

Next Steps

When the meetings details are finalized, select Save. The scheduling form will close and an invite will be sent to every participants' Outlook inbox.

Back to top

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

Instructions

Step 1 - Go to where to when you see Add + people icon   or the placeholder text Invite Required attendees. Type in any email addresses you would like to add. If the guest is an optional attendee, select Optional instead.

Step 2 - Type the guest's full email address (ex: Joe@example.com).

Step 3 - Select Send. The guest will receive an email with a link to the meeting.

Outcome

The guest will receive an email with a link to the meeting.

Back to top

Warning: Channel meetings cannot be edited once the invitation is sent. A new invite will need to be created with the updated information.

Note: When a channel meeting begins, all members in the team are able to join.

Instructions

Step 1 - Go to the Teams Calendar 

Step 2 - Next to New select the carrot and choose Channel Meeting

Step 2 - Type the name of one or more channels where it says Add channel (under the time and date fields). This will add all users from the channel to the meeting. This is recommended for on-going department or group meetings, but of course is just one way to set up a meeting. 

Step 3 - Select Send personal invites if you would like, in this case - Meeting invitations will be added to the personal calendars of all channel members.

Step 4- Select a date and time for the meeting - this option does not sync with the scheduling assistant, so its best to check in with a team in advance. 

Step 5 - If the meeting is reoccurring, open the dropdown menu next to Does not repeat (just below the date). Choose how often you want the meeting to occur from the default options, or select Custom to create your own schedule.

Step 6 - Click Send to send out the Meeting invite

Outcome

When the meetings details are finalized, select Save. The scheduling form will close and an invite will be sent to every participants' inbox.

Back to top

The Calendar in Teams shows you everything that was scheduled in Teams, Exchange, or Outlook.

Instructions

Step 1 - By default, Teams shows your Work week. To change the view, click the drop-down in the upper right, next to the current view. 

Step 2 - Select the view you prefer. Current view options are:

• Day gives you an agenda view focused on one day at a time.
• Work week shows you Monday through Friday.
• Week shows you the entire week.
• Month shows you the entire month.

Step 3 - To change which week or month you see, click on the Weekly dates displayed at the top of the calendar. The Month and Year view options will open.

Step 4 - Use the up and down arrows to cycle through the months (on the left) or years (on the right).  Click on Today to return to the current date.

Outcome

You have set your preferred Calendar View. The view you set will remain in your Teams Calendar until you change it again. You also know how to view other dates using the Teams Calendar.

Back to top

Instructions

Step 1 - Right-click an event in the calendar to RSVP, remove it if it's canceled, or open the invitation to view meeting details. If the event is a Teams meeting, there will be options to Join and Chat. 

Outcome 

Teams meetings display a Join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event changes colors to let you know they're online.

Note: If you have overlapping meetings in your calendar, the Join button won't be available, but you can still right-click the event and select Join.

Next Steps 

Select Join to open the meeting settings window to confirm your preferred camera and microphone settings before joining the online meeting.

Back to top