How to Set Up and Schedule a Meeting in Microsoft Teams

How to Set Up and Schedule a Meeting in Microsoft Teams

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”.

You can find the calendar button on the left-side pane of the Teams app on your desktop.

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 can find the new meeting button on the upper-right corner of the app once you're in the calendar section.

You will now be given the chance to set the details of your meeting.

Step 3: Enter the Information Required

To proceed:

  • 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.
Fill out the information required to start a new meeting in Teams.

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”.

You can find the link in the meeting description field.

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.

Open the files tab and you will immediately see the share button.

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.

You will find the calendar buttons at the bottom of the application.

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.
Provide important details regarding the meeting you're scheduling using Microsoft Teams mobile application.

Step 3: Tap on the Checkmark

Click on the checkmark that’s located on the top right of the screen.

You can find the checkmark at the upper-right corner of the mobile app.

How to Set Up a “Meet Now” in Microsoft Teams

There are two different ways of arranging an instant meeting in Microsoft Teams.

  1. Through your calendar
  2. 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.

The calendar button is found on the left-hand side pane while the meet now button is found at the top of the screen.

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.

You can change the title of the meeting and tweak your video and audio settings.

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.

Teams and channels selection are both found in the left-hand side pane of Microsoft Teams.

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.

There are meet buttons found at the top toolbar inside the channel and when replying to a post or starting a new conversation.

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.

There are options you can change to allow you to set up your meet now correctly.

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.

There will be a teams meeting button on the ribbon when you open Outlook calendar or when you open a new event.

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.
You will have to supply necessary details including the meeting title, date and time of the meeting, and the participants.

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.

You can find the new meeting button on the upper-right corner of the app once you're in the calendar section.

Step 2: Key in the Date and Time

Determine the date and time of your meeting.

Fill out the information required to start a new meeting in Teams.

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”.

The show participants button is found below your profile picture at the center of the screen.

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).

Invite other people to the meeting by entering their names or phone numbers.

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.

About Ryan

As the Principal Solutions Architect at Mr. SharePoint, I help companies of all sizes better leverage the Modern Workplace and Digital Process Automation investments.

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