Microsoft Teams - Schedule a meeting on Microsoft Teams

 

This section is for outlining the steps of how to use create a meeting on Teams

Schedule a meeting on Microsoft Teams

There are several ways to schedule a meeting in Teams.

Schedule a calendar meeting

1. Select Calendar   in Teams.
2. Select New meeting.
3. Add meeting details and attendees.
4. Select Send.

Schedule a meeting for a chat

1. Select Chat   in Teams.
2. Select More chat options at the top of the chat.
3. Select Schedule a meeting.
4. Add meeting details.
5. Select Send.

Schedule a channel meeting

1. In Teams, select the team you want to schedule a meeting in.
2. Add a shared calendar to your team channel. 
3. Next to Meet now, select the dropdown arrow. 
4. Select Schedule a meeting.
5. Add other attendees who are outside the team.
6. Select Send.

Everyone in the team you scheduled the meeting for will receive a personal invite.

invite a channel to a regular meeting by typing the channel name in the Add channel field. Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel.

Notes: 

• When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel. This feature isn't available in private channels.
• Invitees outside your org won't have access to the channel calendar.

Invite the attendees:

You can invite attendees to your Teams meeting while you're creating it or after. 

To invite attendees:

1. Create a meeting or open one in your Teams calendar.
2. Enter names in the Add required attendees   field. 
   • If anyone is an optional attendee, select Optional in the Add required attendees   field and add their names.
   • To invite someone outside your org, type their full email address (ex: [e-mail]).
3. Select Send or Send update. Invitees will receive an email with a link to the meeting.

Scheduling Assistant

At the top of your scheduling form, select Scheduling Assistant to find a meeting time that works for everyone.

In Scheduling Assistant, you can view other attendees' time zones, schedules, and availability during different timeslots. The Scheduling Assistant grid will show each attendee's schedule.

• Shaded areas show when attendees are busy or have tentative meetings.
• Unshaded areas show when attendees are free. 

After you fill out the details, select Send to close the scheduling form and invite attendees to the meeting.

Share a meeting link

Teams will let you invite people to a meeting via a meeting link. To “share this link”:

1. Create a meeting or open one in your Teams calendar.
2. The meeting link will appear as a URL. Select Copy to copy the URL.

Add a dial-in number

Include a dial-in number and conference ID so that participants can call in to the Teams meeting. If you schedule the meeting from Outlook, the dial-in number and conference ID automatically appear in the scheduled meeting invite.

Categorize meetings: Color-code your calendar with categories. Assign one or more categories to each meeting in your calendar.

To assign categories:

1. Right-click an event in your calendar.
2. Select Categorize .
3. Select a color.

categorize a meeting when you schedule it by selecting Category at the top of the scheduling form.

Note: Channel meetings can't be categorized.

Reschedule Meetings: Reschedule meetings and events from your Teams calendar. To quickly update a meeting time, select in in your Teams calendar, drag it into a new timeslot, and drop it.

You'll be notified of invitees' availability before you update the meeting time.

You can also change the meeting time by opening the meeting details, choosing a new time, and selecting Send update. Attendees will automatically receive a notification with the updated time. 

Change Show as status: As an organizer, you can set the Show As status of the meeting in the action bar. When participants RSVP, their status will automatically reflect the status the organizer set. 

To set a meeting's Show as status:

1. Select Show as in your meeting details.
2. Select the status you want attendees to have while they're in your meeting.

Participants can choose a different Show as status by right clicking the meeting in their Teams calendar, hovering over Show as, and selecting a status.

 The default Show As value for all meetings is Busy.