Three Ways to Schedule Meetings in Microsoft Teams

Introduction

This tutorial will guide you through the process of scheduling meetings in Microsoft Teams. You can create meetings directly from Outlook or within the Teams app, allowing for flexibility and efficiency in inviting participants, whether they are internal team members or external contacts.

Chapter 1: Schedule Teams Meeting from Outlook Desktop

Follow these steps to schedule a Teams meeting using Outlook on your desktop:

1. Drag and Drop Email to Calendar

   • Locate the email that has the meeting details.
   • Drag the email to your calendar section to create a new meeting invite.

2. Adjust Meeting Details

   • Change the meeting time as needed.
   • Provide a meeting title.
   • Remove any irrelevant content from the email.

3. Enable Teams Meeting

   • Click on the "Teams Meeting" option to automatically generate a meeting link.

4. Add Recipients

   • Enter the email addresses of attendees, including any external contacts.
   • Use group email addresses if appropriate.

5. Send the Invite

   • Click on "Send" to distribute the meeting invitations.

6. Share Meeting Link Independently

   • If you need to share the link with additional people, copy the hyperlink from the invite and send it directly.

7. Managing External Participants

   • External participants will wait in the lobby until you approve their entry into the meeting.

8. Alternative Meeting Creation

   • You can create a meeting directly from your calendar by selecting "New Teams Meeting" or double-clicking on a specific time slot and enabling the Teams meeting option.

Chapter 2: Schedule Teams Meeting from Outlook on the Web

Here's how to schedule a Teams meeting using Outlook on the web:

1. Log into Office 365

   • Access your Office 365 account through a web browser.

2. Create a New Meeting

   • Navigate to the desired time on your calendar and double-click to create a meeting.

3. Enable Teams Meeting

   • Click to enable the "Teams Meeting" feature.

4. Fill Out Meeting Details

   • Add a meeting title, invite attendees, and include any relevant information.

5. Send the Invite

   • Click "Send" to distribute invitations.

6. Meeting Link Access

   • Attendees can find the meeting link within the invite once it is sent.

Chapter 3: Schedule Meeting from Microsoft Teams

To schedule a meeting directly within the Teams app, follow these steps:

1. Access Calendar in Teams

   • Open Microsoft Teams and navigate to the calendar section.

2. Select Meeting Time

   • Choose the time slot for your new meeting.

3. Add Meeting Details

   • Enter the meeting title and invite attendees, including external email addresses.

4. Click on Send

   • Review your details and click "Send" to distribute the meeting invite.

5. Check Sync with Outlook

   • Changes made in Teams will sync with Outlook on desktop and web, ensuring consistency across platforms.

6. File Sharing Options

   • If you need to share files during the meeting, go to the files tab, select to upload from your computer or OneDrive.

7. Use Scheduling Assistant

   • Utilize the scheduling assistant feature to check attendee availability before finalizing the meeting.

Conclusion

You now have a clear understanding of how to schedule meetings using Microsoft Teams through both Outlook and the Teams app. Whether you’re using a desktop or web version, these simple steps will help you efficiently set up meetings and manage participants. For additional functionality, such as screen sharing during meetings, consider exploring further tutorials available on the channel.