Scheduling a Teams Meeting

Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it will show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting. There are several ways to schedule a meeting in Teams and the most common way for new users is to use the calendar.

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Go to Calendar mceclip1.png on the left side of the app and select New meeting in the top right corner. The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. A title for the meeting is required. You can use the Scheduling Assistant to find a time that works for everyone in your organization as you would normally in Outlook. You will most likely get an Unknown availability for any Guests you include in the meeting when using the Scheduling Assistant since you probably will not have access to their calendar.

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Once you are done filling out the details, select Send. This will close the scheduling form and send an invite to everyone's Outlook inbox. You can select Close to be prompted to either discard the meeting or continue editing. Notice at the top of the Scheduling Form that the Details and Scheduling Assistant are tabs that you can toggle back and forth while you fill in the meeting and scheduling information.

Schedule a Teams Meeting from Outlook

Microsoft Teams includes the Outlook add-in, which lets you
create new Teams meetings directly from Outlook. It also lets people
view, accept, or join meetings in either app. Note: As of the authoring of this publication, you can schedule Teams meetings from Outlook, but not choose a channel to have them in. At this point, this is not a concern since the General (default)
channel is our primary concern for getting our Team up and running quickly.

To schedule a meeting, open Outlook and switch to the calendar view. Click New Teams Meeting at the top of the view.

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Add your invitees to the To field—you can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time, and end time. Then click Send.

You can also invite people from outside your organization from Outlook. Just be sure to add them as guests before the meeting starts.

Note: If users do not see the Teams Meeting add-in, instruct them to close Outlook and Teams, then restart the Teams client first, sign in, and then restart the Outlook client, in that specific order. Not having this option in Outlook does not in any way affect your ability to use Teams capabilities – only the option of
scheduling a Teams meeting through Outlook and sending the meeting invitation to a Group (formerly Distribution List).