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How to Schedule a Microsoft Teams Meeting

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Page Summary

This page will cover a main methods for creating a Microsoft Teams meeting. This is analogous to a "Zoom" meeting. We will cover creating a Microsoft Teams meeting through the following methods: from the web in outlook, the web in teams, the teams app on your computer, and the teams app on your phone.

Scheduling Methods

Since Microsoft Teams is a part of the overall Microsoft 365 "ecosystem", you have a multitude of ways you can leverage to create a new meeting. Use the sections below (click to expand the heading) to learn how to schedule a meeting using that method.

Meeting Configuration/Options:
This page covers the basics of scheduling a meeting. You can learn about in-depth meeting options and configurations here.

Via Outlook on the Web

If you like using your web browser to view your email & calendar (as opposed to the desktop application), you can schedule a Teams Meeting right from your mailbox. Follow the steps below to schedule a meeting.

  1. From https://outlook.office.com click on the Calendar icon
    clipboard_ef0a92128487283bd036b7d95c47e3188.png
  2. Double click on the day you want to schedule a meeting or gathering
    clipboard_eb8ccffb1ac1980826e3de89387bb4ec4.png

On the new item creation screen:

  1. Fill out a title for your meeting/gathering
  2. Add attendees - This will send them an email and add the event to their IWU calendar
    • Anyone you supply the link to will still be able to access the meeting.
    • Adding attendees just adds the event/meeting to their IWU calendar in Outlook/Teams
  3. Set your start date and time
  4. Set your end date and time
  5. Toggle the Teams Meeting slider to the right to add a teams meeting to the invite
    • By default, Outlook will have this option toggled off
    • Slide to the right to enable a Teams meeting with a link to join
  6. Add an agenda items or notes here
    1. These are included in the email to attendees
    2. It is also included in the calendar item that gets created when someone "accepts" the invite
  7. Click Save/ Send
    • The button will say "Save" if you have no attendees selected
    • It will say "Send" if you have attendees added, indicating it will send those individuals an email invite for the meeting
      clipboard_ece48f3aee3b016f0620798f9d2a11412.pngclipboard_efce72a7962084f29b3f1038fceda3e6c.png
 clipboard_ed8fdd095eb847b0ae15215497b66698c.png

Additional Tips

  • Once saved, you can double click on your event in your calendar to grab the teams meeting link if you need to send it to someone 
  • You may also add new attendees when editing the event,  which will send the invite to those new attendees
  • The invite sent to attendees includes the link to the teams meeting

Via Teams on the Web & Via the Desktop Application

The teams interface looks the same whether you run it from the web, or as a desktop application (installed on your computer). To launch the application on your computer (if installed) search for "Teams" in the start menu, or apps folder of a Mac. If you prefer to use the web version via web browser (Chrome, Firefox, Edge), you'll just need to sign in at https://teams.microsoft.com and follow the steps below.

  1. From https://teams.microsoft.com click on Calendar on the left side of the screen (click to expand image)
    clipboard_e589ab20b50ba384f1485881d3dc38bb4.png
  2. In the upper right corner, click New meeting
    clipboard_e063a57f7613497c6a13d185d74d7316b.png

On the new item creation screen:

  1. Fill out a title for your meeting/gathering
  2. Add attendees - This will send them an email and add the event to their IWU calendar
    • Anyone you manually send the link to will still be able to access the meeting
    • Adding attendees adds the event/meeting to their IWU calendar in Outlook/Teams
  3. Set your start date and time
  4. Set your end date and time
  5. Toggle the Teams Meeting slider to the right to add a teams meeting to the invite
    • By default, Teams will have this option toggled on
    • Slide to the right to enable a teams meeting
  6. Add an agenda items or notes here
    1. These are included in the email to attendees
    2. It is also included in the calendar item that gets created when someone "accepts" the invite
  7. Click Save/ Send
    • The button will say "Save" if you have no attendees selected
    • It will say "Send" if you have attendees added, indicating it will send those individuals an email invite for the meeting
      clipboard_ea6099b9ee0226255579ad0288a023837.pngclipboard_eeda60f0514edba6384e8997159014f88.png
 clipboard_e69ddef2190067f0d4fb4daf03e2a1d3b.png

Additional Tips

  • Once saved, you can double click on your event in your calendar to grab the teams meeting link if you need to send it to someone 
  • You may also add new attendees when editing the event,  which will send the invite to those new attendees
  • The invite sent to attendees includes the link to the teams meeting

Via Outlook Desktop Application

  1. From within the Outlook desktop application (The program installed on your computer)
  2. Click on New Items and select Meeting
    clipboard_e1502caf68c3a11c22117ade16eab7085.png
  3. Click  on the Teams Meeting button and then select Schedule Meeting

On the item creation screen:

  1. Fill out a title for your meeting/gathering
  2. Add attendees - This will send them an email and add the event to their IWU calendar
    • Anyone you manually send the link to will still be able to access the meeting
    • Adding attendees adds the event/meeting to their IWU calendar in Outlook/Teams
  3. Set your start date and time
  4. Set your end date and time
  5. Add an agenda items or notes here
    1. These are included in the email to attendees
    2. It is also included in the calendar item that gets created when someone "accepts" the invite
  6. Click Send

    7.  
clipboard_e92763cee4e86fe38e2b02e38cccd4513.png

Additional Tips

  • Once saved, you can double click on your event in your calendar to grab the teams meeting link if you need to send it to someone 
  • You may also add new attendees when editing the event,  which will send the invite to those new attendees
  • The invite sent to attendees includes the link to the teams meeting

Via Microsoft Teams Mobile App

  1. Open Microsoft Teams on your mobile device
  2. Click on the calendar icon at the bottom of the screen
  3. Click the plus icon to create a new meeting

 On the item creation screen:

  1. Fill out a title for your meeting/gathering
  2. Add attendees - This will send them an email and add the event to their IWU calendar
    • Anyone you manually send the link to will still be able to access the meeting
    • Adding attendees adds the event/meeting to their IWU calendar in Outlook/Teams
  3. Set your start date and time
  4. Set your end date and time
  5. Add an agenda items or notes here
    1. These are included in the email to attendees
    2. It is also included in the calendar item that gets created when someone "accepts" the invite
  6. Tap the check mark to send.
 clipboard_ea42d2898ee1ce0dd9c4b5c994a2a24c8.png

 

 

 

 

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