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Create a Meeting in Microsoft Teams

by | Jan 25, 2021 | Tutorial

Setting up a meeting is quick and easy.

Microsoft Teams is a messaging app for organizations allowing for real-time collaboration and communication, meetings, file and app sharing.

You can create meetings directly in the Teams app or through Outlook. The meeting looks the same either way. There are four distinct ways you can launch a meeting:

  • Ad-hoc meetings: Create by clicking the “Meet Now” button in the top right-hand corner of the Teams app. This will provide a link to give to others and meet right away.
  • Private meetings: 1-on-1 conversations with a specific person using the Teams audio or video chat functions.
  • Channel meetings: Group conversations with a team or a group of people.
  • Consultation meetings: Allows interactions with people outside of your organization, similar to how telemedicine works to meet with your doctor.

How Meet Now Works in Microsoft Teams

To get started quickly and create a meeting that anyone can join, all you need to do is click the camera icon in the top-right corner of an existing or new conversation.

Choose the names of people you want to invite to your meeting or type the phone numbers if you want to add people from outside your organization.

Others looking to join your new meeting can quickly find it by clicking the Meet Now button in the conversation and click on Jump In.

How to Schedule a Microsoft Teams Meeting

You can schedule a Teams meeting directly in the Teams app or in our Outlook, Outlook online, or Exchange calendar. Your calendar in Teams is automatically synced to your Outlook calendar.

Every meeting scheduled in Teams automatically becomes an online meeting. Meetings scheduled in Outlook will need to have a Teams meeting created in it.

There are a couple ways to schedule meetings within the Teams app. If you are in the chat section, there will be a small calendar button in the list of controls beneath the message entry box. Use this to schedule a meeting with the person or group you are chatting with.

From the Calendar use the New Meeting drop down box to select Schedule a Meeting.

Once you’ve got all the details entered, click Save. This closes the scheduling form and sends an invite to all your guests’ inboxes.

The same process can be used for Channels, but you can’t change or edit the meeting once the invite has been sent. You will need to create a new meeting to add or remove channels later. When you create a channel meeting, everyone in the team can see and join.

How to Schedule a Meeting in Outlook

In all the latest versions of Microsoft Office, Outlook allows you to schedule Teams meetings directly from your calendar. When you install Teams on your computer, it includes a plugin that adds all the functionality you’ll need automatically.

To schedule a meeting, open Outlook and go to the Calendar view. Click on New Teams Meeting in the toolbar.

Add the people that you want to include in the meeting to the To field. If you want multiple people to join the meeting at once, you can invite an entire contact group.

Create a subject for your meeting, a location, start and end time and then click Send to inform your contacts.

You can also invite people outside your organization to a Teams meeting from Outlook. All you need to do is add them as guests before the meeting starts so they don’t need to join anonymously.

Add a Teams Meeting to an Existing Appointment

You can also quickly create a scheduled Teams meeting within a previously existing Outlook appointment. In any of your Outlook events, simply open it up and click the Teams Meeting button in the toolbar.

This will force you to configure Required attendees and put all of the meeting links and information into the body of the event. When you go to save the event, it will prompt you to inform the existing attendees of the new changes. Your meeting guests can use the links stored inside the body of the event to join the meeting when they’re ready.