Microsoft Teams consolidates chat, calls, and file-sharing and allows people to create, schedule, and host secure meetings with whomever they wish. It makes teamwork and productivity a message, call, or video conference away.
So how do you work around Microsoft Teams? How do you invite clients or colleagues to meet with you virtually?
In this article, I will show you how to schedule a meeting in Microsoft Teams using different devices. Moreover, I will also teach you how to add members before and during a meeting.
Let’s get started.
How to Schedule a Meeting in Microsoft Teams Through Your Desktop
Assuming that you’ve already signed in with your Microsoft account, open the Microsoft Teams app on your desktop and proceed with the following:
Step 1: Click on Calendar
Now that the app is open, look to the left side of the screen and click on “Calendar”.
The system will show you all of your organized meetings within the month to avoid a conflict on your schedule.
Note that as your outlook is in sync with Teams, all the changes that you make within this calendar will be reflected on your Outlook, both on the desktop and the web.
Step 2: Select “New Meeting”
Look to the upper right part of the screen and select “New Meeting”.
You will now be given the chance to set the details of your meeting.
Step 3: Enter the Information Required
- Select an appropriate name for your meeting.
- Enter the email address of your participants in the “add required attendees” portion. In order for the shareable link to be created, one email address has to be entered and invited into the meeting. If you want to avoid the hassle of adding your participants one by one, you can just enter any other email address that you have to generate the link and share it with them later on.
- Determine the date and time of the meeting.
- Create a short description for the meeting.
Now that you’re done with the details, click on “send”. This button is located on the upper right part of the screen.
Step 4: Get the Shareable Link
Now that the meeting has been scheduled, click on it on your calendar in Teams. Subsequently, the details of the meeting will appear on the screen.
Proceed to the description field. Right-click on the “Click here to join the meeting”, then select “Copy link”.
Step 5: Send the Invite
Share the link with your colleagues, clients, or any other desired participants via chat or email.
You can also add some documents or any other needed material by scrolling up and clicking on “files”.
Press the “share” button and identify the source of the file — either from OneDrive or from your computer.
Microsoft Teams also has a scheduling assistant that allows you to see whether your attendees (provided that you’ve entered their email address beforehand) are available at the time you have chosen. If not, you can move your meeting to some other time.
How to Schedule a Meeting in Microsoft Teams Through the Mobile App
Before you start, make sure that you have downloaded the Microsoft Teams app on your phone. Key in your log-in credentials and proceed to the following steps:
Step 1: Tap “Calendar”
Go to the lower end of the screen and select “Calendar”.
Click the “+” button to proceed.
Just like setting the meeting on your desktop, Microsoft Teams will show you all of your organized meetings within the month to avoid a conflict on your schedule.
Step 2: Type in the Details of the Meeting
On the next page, provide the details of the meeting:
- Choose a title for your meeting.
- Enter the email addresses of your participants, or select the required attendees based on the drop-down list presented by the system. Once done, click the checkmark above.
- Share the meeting with one of your channels on Teams (if you have any).
- Determine the date and time of the meeting. If you want to have this regularly, just click on the repeat button below and you will be presented with certain time frames. Choose one that best fits your availability.
- Create a short description for the meeting.
- Doublecheck all the information you’ve keyed in.
Step 3: Tap on the Checkmark
Click on the checkmark that’s located on the top right of the screen.
How to Set Up a “Meet Now” in Microsoft Teams
There are two different ways of arranging an instant meeting in Microsoft Teams.
- Through your calendar
- Through a channel
Method 1: Set Up a “Meet Now” via Calendar
Step 1: Select “Meet Now” on Your Calendar
Go to your “calendar” on the left side of the screen.
Doublecheck all the meetings that you have within the month to avoid your meetings from overlapping.
Go to the upper-right corner of the screen and click the “Meet Now” button.
If you want to start the meeting right away, you can press the “start meeting” option.
But if you like to get the link first, select “get a link to share”, copy the link, and send it to your desired participants.
Step 2: Set the Meeting Details
Give your meeting a title. Toggle on your video and audio settings. Turn your microphone off if you have nothing to say so the meeting can steer clear of any unnecessary background noise.
On the other hand, if you want other participants to see you, turn on the camera and add a professional-looking background or retain your current one.
If it looks messy on the screen, you can blur it out to subtly conceal it.
Step 3: Click “Join Now”
When everything is ready, click “Join Now” to start the meeting immediately.
Note that even after the meeting ends, attendees can continually access the meeting chat, recording, or any other file shared during the discussion.
Moreover, if you wish to rejoin the meeting anytime, just look for the meeting chat in your list and press the “join” button.
Method 2: Start an Instant Meeting via Channel
Step 1: Go to the Channel
Go to the left side of the app and click “Teams”.
Select the channel from the list.
Step 2: Go to the “Posts” Tab
Proceed to the “Posts” tab and look for the “Meet” button on the top-right corner of the screen.
When you reply to any post (or start a new conversation in the channel), there will also be a “Meet Now” button that’s shaped like a video recorder.
Step 3: Provide Information and Tap “Join Now”
Complete the details of your meeting, including the title and the audio and video settings.
Click “Join Now” when you’re ready to start the meeting.
How to Schedule a Microsoft Teams Meeting Using Outlook
You can also schedule a Microsoft Teams meeting without ever opening the app.
Here’s how you can use Outlook to do it:
Step 1: Go to Your “Calendar”
On the left-bottom part of the screen, click the calendar icon. Select the most convenient date for you and double-click on it to open a new event.
You will then see a “Teams Meeting” button on the ribbon.
You can also select the “Teams Meeting” with the Microsoft Teams logo on top.
Step 2: Enter the Details of the Meeting
You can then add the details of the meeting:
- Select the title of your meeting.
- Adjust the date and time.
- Choose your participants and add their email addresses.
Step 3: Click Send
Once you have added all the meeting details, click “Send”.
Afterward, the meeting is now scheduled on both your Outlook and Teams calendar.
How to Add Members to a Microsoft Teams Meeting
Here’s how you can add members to a meeting:
Before the Meeting
Step 1: Click “Calendar”
If you’re using the Microsoft Teams app on your phone or desktop, go to the calendar on the left side of the screen and click the “New meeting” button on the top right corner.
Step 2: Key in the Date and Time
Determine the date and time of your meeting.
Step 3: Invite People
Type their email address on the required or optional attendees portion.
Step 4: Hit Send
Click “Send”, and they’ll receive the invite afterward.
During the Meeting
Step 1: Go to Your Meeting Controls
Open your meeting controls and click on “Show participants”.
Step 2: Invite Others
If you invited some people and they aren’t at the meeting yet, you will see a “Request to join” button.
Otherwise, those who were not previously invited can still be added to the meeting.
Just type their name or their phone number in the search box provided on the right side of the screen (located above the names of the attendees).
Meetings are avenues for collaboration and discussion.
For this reason, it is important for every member of the organization to know how to set and schedule a meeting in collaboration platforms, particularly Microsoft Teams.
If you have any questions regarding Microsoft Teams and other related products, feel free to drop a comment down below or send me a private message on my contact page.