Setting up a Meeting for Microsoft Teams

Scheduling a Teams Meeting Within Teams

Schedule a Meeting Through the Chat Tab

In Teams navigate to the chat tab on the top left side of your application.
Select which chat you would like to start a meeting with this could be an individual chat or a group chat
Select the schedule meeting button below the box where you would type a new message.
Doing it this way will automatically add whoever is in the chat to the new meeting.

Schedule a Meeting Through Teams Tab

In Teams, navigate to the Team’s tab.
In the upper right corner, you should see a button that says meet, click on the drop-down arrow next to that and select schedule a meeting.
This will automatically add the team to the meeting invite.

Schedule a Meeting Through the Calendar Tab

In Teams navigate to the Calendar Tab.
In the upper right-hand corner select the new meeting button.

Meeting Options

Upon using any of the previous methods to create a meeting you will end up here, there are multiple fields to fill out.
The first field is the title for your meeting, this is what the meeting will be listed as on anyone’s calendar as well as invites that are sent out.
The second field is who you are inviting to the meeting. When you start to type you will get suggestions of people to invite from your organization.
1. If you wish to invite people from outside of your organization, click on the “+ optional” button in this field. Doing this will open a secondary box where you can put the email address of whoever you wish to invite.
The third field is where you put the meeting time/date.
1. Clicking on either of the date fields brings up a calendar select instead of having to enter the dates manually.
2. Selecting the end time will show how long the meeting will run for given the currently selected start time.
3. The “All day” button at the end registers a meeting to take place all day.
The fourth option allows you to select if you want the meeting to repeat and on what basis.
The fifth option allows you to invite a team, selecting this will allow you to choose which team and channel in that team will get the invite. Everyone who has access to that channel within the team will be able to respond to the meeting invite.
The sixth option is location, here you can input a meeting location if you are planning on having the meeting physically, otherwise it can be left blank.
The last large box is for details of the meeting. Anyone invited to the meeting will be able to see whatever is written inside of this box.

Scheduling assistant

Scheduling assistant is optional and may be used after you have chosen who to invite to a meeting but still need to figure out a time that works for everyone.
On the top bar select scheduling assistant, this will be next to the details tab.
Near the top of the scheduling assistant, you will see the third field from the detail screen, here you can adjust the meeting time and date exactly like you could on the last screen.
On the left side you will be able to see everyone currently invited to the meeting as well as if they are available at the time that you currently have selected. It is also here that you could invite more people.
The main feature of the scheduling assistant however is the ability to see at what times people are available and what times people are busy. This feature takes up most of the window.
1. The horizontal purple bars are when people are unavailable
2. The meeting time can be moved in this screen by clicking and dragging on the large vertical bar.
3. Clicking and holding on the small white dots on either end of the vertical bar will allow you to edit the meeting length by editing just the start or end time.

Scheduling a Teams Meeting through the Outlook Application

Open the outlook application on your computer.
Navigate to your calendar in the lower leftmost part of the application.
On the bar at the top select “New Teams Meeting.
Another window will open prompting details about your meeting.
1. Title: The title of your meeting.
2. Required: People from within your organization that you wish to invite to the meeting, outlook should auto suggest people once you begin filling in their name.
3. Optional: Use this to invite people from outside of your organization, this box will also autofill with people from within your organization but can also autofill people that you have emailed before outside of your organization. If you are inviting someone who you have not had contact with before then just input their full email address.
4. Start Time: This will be the start time for your meeting.
5. End time: The ending time of your meeting.
6. Location: Leave this the default option of a Microsoft teams meeting.
Optional: the details for the meetings are auto filled in the body of the message but if you would like to add something to the message add it down below in the body of the message.
Hit send to schedule your teams meeting.

Scheduling a Teams Meeting through Outlook in Browser

Navigate to outlook on your browser.
On the left sidebar select the calendar icon.
Select the New Event button to the right of the calendar symbol.
Fill out the meeting details.
1. Add a title: Title of the meeting.
2. Invite Attendees: When you start to type you will get suggestions of people to invite from your organization. If you want to invite people from outside of the organization, click optional and you will get a new line to add their email.
3. Meeting date and Time: Here you will select the meeting date and time.
4. Repeat: if just scheduling one meeting leave this as is but if you’d like this meeting repeat on a specific basis select the options.
5. Search for a room or location: Leave this blank but make sure to select the “Teams meeting” button. This is circled in red in the image above.
6. Remind me: This is how soon before the meeting a reminder will be sent out about the meeting.
7. Description box: this is where the description of the meeting goes, please put any additional information you would like your meeting participants to see in this box.
Once you’ve entered the details select save on the top bar to send out invites to your meeting.