Teams Meetings: Scheduling/Managing Meetings

This article provides instructions on how to schedule, manage, and join a meeting in Microsoft Teams.

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:

• Select Schedule a meeting  in a chat (below the chat box) to book a meeting with the people in the chat.
• 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 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.

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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 it says Add required attendees. 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 Invite. 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.

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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 - Select New meeting.

Step 2 - Type the name of one or more channels where it says Add channel (under the time and date fields).

 

 

 

 

 

 

Step 3 - When all desired members have been added, select Scheduling Assistant to find the best time.

Step 4 - 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.

 

Outcome

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

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By default, you'll be shown your work week and can be changed from the dropdown menu at the top right of your calendar. Here are your current view options:

• 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.

 

Instructions

• In the top left corner you'll find the month and year. Select the month to change your calendar view to any date— past or future. Select the arrows next to the month to scroll by day or week depending on your calendar view.
• Select Today to get back to the current date.

Note: The calendar shows you everything that was scheduled in Teams, Exchange, or Outlook.

 

Outcome

Your Calendar View has been changed as you desired.

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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 online and Chat with participants.

 

 

 

 

 

 

 

 

 

 

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 online.

 

Next Steps 

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

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Further readings

Schedule a Teams meeting from Outlook - Microsoft Support 

LinkedIn Learning - Microsoft Teams 

  

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.