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Today, I’m going to show you how to schedule a meeting in Microsoft Teams.

To schedule a meeting, first click on the Teams icon on the left-hand menu of your screen. Select the appropriate team channel you wish to begin a meeting with.

Then click on the down arrow next to the Meet icon on the top right of your screen. This will allow you to either meet now or schedule a meeting for later.

Note that if you click directly on the Meet icon, the program will launch the meetings application instantly. This is the same as the Meet now button within the dropdown menu.

Select Schedule a meeting from the dropdown menu. This will take you to the meeting setup page.

Now, select the appropriate time zone the meeting will be held in.
From here, we can add a title for the meeting, select the desired or required attendees of the meeting, the date and time, and how long the meeting will run to.

Note that by default, the meeting is set to 30 minutes but may be changed to different time frames and days. If you wish to run the meeting all day, click on the toggle button to All day.

Next, you can change the frequency that the meeting repeats, the team channels it is for, the location, and enter the meeting details below in the provided text field.

For a quick setup, leave these settings as they are.

Once you are finished with setting up the meeting, click the Send button in the top right of your screen. To cancel the setup, select Close.

You can find the scheduled meeting in the Calendar tab on the left-hand side menu of your screen. By hovering the mouse over the invite, it will show you the scheduled time.

Click and select Join to connect to the meeting, this will also allow you to Edit the meeting and Chat with participants. To cancel the meeting, right click on the invite and select Cancel.

Note: You can add and schedule a meeting directly from your calendar by clicking on any date or timeslot available.

That is how you schedule a meeting in Microsoft Teams.

Scheduling a Meeting with Teams

In Microsoft Teams, you can schedule online meetings with coworkers or external contacts. You can post your meeting to a channel, where anyone in the team can see or join, or you can schedule a private meeting, where only people you’ve invited can attend. Microsoft Teams also keeps track of meeting conversation through sent chats and files, storing it for later reference and access so you never lose track of files or their context.

  1. Click on the Teams icon on the left-hand menu of your screen. Select the appropriate team channel you wish to begin a meeting with.
  2. Then click on the down arrow next to the Meet icon on the top right of your screen. This will allow you to either meet now or schedule a meeting for later.

Note: By clicking directly on the Meet icon, the program will launch the meetings application instantly. This is the same as the Meet now button within the dropdown menu.

  1. Select Schedule a meeting from the dropdown menu. This will take you to the meeting setup page.
  2. Choose the appropriate time zone the meeting will be held in the first selection available.
  3. In the provided fields, add a title for the meeting, select the desired or required attendees of the meeting, the date and time, and how long the meeting will run to.

Note: By default, the meeting is set to 30 minutes but may be changed to different time frames and days. If you wish to run the meeting all day, click on the toggle button to All day.

Note: Click Scheduling Assistant if you want to search for other times your attendees are free. The scheduling assistant shows you a calendar view of the times coworkers are available for a meeting. You can use the dropdowns on the top to pick a day and time, or use the scroll bar on top and click on the time you’d like to schedule. Once you’re done, choose Back.

  1. In the appropriate windows, change the frequency that the meeting repeats, the team channels it is for, the location, and enter the meeting details below in the provided text field.

Note: For a quick setup, leave these settings as they are.

  1. Once you are finished with setting up the meeting, click the Send button in the top right of your screen. To cancel the setup, select Close.
  2. You can find the scheduled meeting in the Calendar tab on the left-hand side of your screen. By hovering the mouse over the invite, it will show you the scheduled time. Click and select Join to begin the meeting, this will also allow you to edit the meeting and chat with its participants. To cancel the meeting, right click on the invite and select Cancel.

Note: You can add and schedule a meeting directly from your calendar by clicking on any date or timeslot available, this will bring you to the set-up screen beginning at step 3.

Joining a Meeting in Teams

  1. You can join a meeting at any time from the Meetings Tab.
  2. From List View, click Join next to the meeting title.
  3. From Day view, click on the meeting you want to Join and choose Join in the upper righthand corner of the Teams window.
  4. After you leave the meeting, you will be taken to the Chat tab, which saves all of the chats and files in a new conversation for later reference.

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2 Comments

  • Elijah Hunter says:

    I am ranting: I have a Team of 121 members. I want to add ALL of them at once to a meeting. How do I add ALL of my team members at ONCE!?!????????
    Do you expect me to add ALL hundred and twenty-one person by typing each of their names? That is plain stupidly unproductive, time-consuming, and labor-intensive setting! Microsoft Teams is NOT a user-friendly app.

    • Stephanie Hamrick says:

      Hi Elijah! I’m sure we can all appreciate a good rant every once in a while. You can easily address this problem with a couple different solutions. First, if you already have a Team, schedule the meeting inside one of the Team’s channels. Everyone will be notified through Teams that a meeting is taking place. Alternatively, your IT Team can pretty easily build a distribution list for your Team. In fact, your Team should be connected to an Office 365 Group, which has it’s own email address. Build your meeting in Outlook and send it to the distribution list. This last option doesn’t connect the meeting to a Team Channel, so what you can do is first schedule a meeting from Teams in the Channel. Don’t add any required attendees, then open the meeting from your Outlook Calendar and forward it to your distribution list. This way, the meeting lives in your Team AND everyone gets an email invite. None of these solutions are perfect, but I bet they sure beat typing 121 names into the “To:” field. Sometimes we gotta think outside the box about how Office 365 data interacts with other tools, like Outlook, that we have access to in our environments.

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