How to Schedule a Meeting in Microsoft Teams

Microsoft Teams makes it easy to schedule meetings and collaborate with colleagues, whether you're working in the office or remotely. This guide walks you through how to schedule a Teams meeting using both the Teams app and Outlook.

Option 1: Schedule a Meeting in the Microsoft Teams App

1. Open the Microsoft Teams app on your computer.

2. In the left-hand menu, click on Calendar.

3. In the top-right corner of the calendar view, click + New meeting.

4. Fill in the meeting details:

   • Title: Enter a clear, descriptive title for the meeting.

   • Required attendees: Type the names or email addresses of the people you want to invite.

   • Date and Time: Set the start and end date and time for the meeting.

   • Location: Leave this as Microsoft Teams Meeting (it adds a Teams link automatically).

   • Description: Add any agenda items, context, or links if needed.

5. (Optional) Click Scheduling Assistant to check when attendees are available.

6. Click Save. This will send the calendar invite to all participants with a link to join the meeting.

Option 2: Schedule a Teams Meeting via Outlook

If you prefer to use Outlook, you can schedule a Teams meeting directly from your calendar.

Using Outlook Desktop App:

1. Open Outlook and go to your Calendar.

2. Click New Teams Meeting (found in the toolbar).

3. Fill in the meeting details:

   • Add recipients, subject, date, and time.

   • Enter any notes or agenda in the body of the invite.

4. Click Send. Attendees will receive a calendar invite with a link to join via Teams.

Using Outlook Web (Outlook on the Web):

1. Go to https://outlook.office.com and sign in.

2. Navigate to Calendar, then click New Event.

3. Enter your meeting details.

4. Toggle Teams meeting to On (this adds the Teams link).

5. Click Send.

Joining the Meeting

Attendees can join the meeting by clicking the "Join Microsoft Teams Meeting" link in the calendar invite from any device.

They can choose to:

• Open the meeting in the Teams app

• Join via web browser

• Dial in (if audio conferencing is enabled for your tenant)

Tips for a Successful Teams Meeting

• Test your microphone and camera before the meeting.

• Encourage attendees to mute when not speaking.

• Use screen sharing or present mode if sharing slides or documents.

• Record the meeting if needed for those who can't attend (requires permission).

Need Help?

If you run into issues scheduling or joining a meeting, please contact our support team:

• Ticket Portal: https://support.fusionit.uk

• Email: support@fusionit.uk

• Phone: 01244 835080

Disclaimer:
This article is intended as a general guide. While we aim to ensure accuracy, Fusion IT cannot be held responsible for any issues, data loss, or damage resulting from the use or misapplication of these instructions. If in doubt, please contact our support team before making changes.