How to Schedule a meeting in Microsoft Teams

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Exchange calendars are connected to Teams calendars. Meetings scheduled in Outlook will automatically appear in Teams and vice versa.

Teams automatically converts all meetings into online meetings. How do I schedule from Outlook? Your Outlook meeting can be enhanced with Teams.

Note: A team meeting can include up to 1,000 participants interacting via chat, audio, and video. Meetings with 1,000 participants (up to 10,000) can also be viewed by guests who are invited.

Schedule a meeting

Meetings can be scheduled in Teams in several ways:

If you want to book a meeting with the people in the chat, select Schedule a meeting (below the box where you type a new message).
Select New meeting from the top right corner of the calendar on the left side of the app.
In the calendar, select a time range. There will be a scheduling form displayed.

Your meeting details can be added to the scheduling form, along with a title, invites, and meeting details. You can find a convenient time using the Scheduling Assistant.

Fill out the details and click Save once you’re finished. An invitation will be sent to everyone’s Outlook inbox after closing the scheduling form.

Assign categories to a meeting

Make your calendar colorful by categorizing it. Your calendar allows you to categorize meetings in the same way as Outlook. To assign categories, you can do one of two things:

Select Categorize from the right-click menu, then choose a color for the event.
On the scheduling form, select Category when scheduling a meeting.

Notes:

It is only possible to edit category names and colors from Outlook at this time.
A category can only be applied to a series of meetings, not to an individual meeting.
Channel meetings cannot be categorized at the moment.

Invite people outside your organization

Team licenses can be invited to those who do not have them. For the invitation to be sent, the recipient’s full email address must be provided.

Adding required attendees is as simple as clicking the button. Any optional attendees should be selected as Optional.
When typing an email address, be sure to type the complete address (f.ex. Joe@example.com).
Select the Invite button. Once the meeting is scheduled, they will receive the link via email.

Add a co-organizer

Note: The public preview program offers the ability to add co-organizers, which might undergo further changes before it is rolled out to the public. Switch to Teams public preview to get access to upcoming features.

Adding up to 10 co-organizers to your meeting is possible after you invite people. Before adding co-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:

Click on Edit after selecting your meeting.
Then select Meeting options from the More options menu.
You can pick a co-organizer by clicking the down arrow next to Choose co-organizers.

You can save your work by clicking the Save button at the bottom.

Note: Read more about adding co-organizers to meetings.

Make it a channel meeting

Choose New meeting.
You can enter the name of a channel under the time and date fields.

It is not possible to edit or add channels once the invite has been sent. New invites with updated channels will need to be sent.

Note: All team members can see and join meetings hosted in a channel. Private channels do not support this feature.

To find the best time, select Scheduling Assistant after adding the people you want.

Select Does not repeat (just below the date) from the dropdown menu if it is a recurring meeting. Custom cadence allows you to choose the frequency from the default options.

A channel calendar can be used to schedule meetings

Here’s how you can add a calendar to a channel if you’re unfamiliar with the process. The shared calendar can then be updated in a few ways.

Choose Add new event from the calendar’s top menu.
Choose a block of time by clicking and dragging the calendar.
Alternatively, you can select Schedule meeting from the menu at the top of the app by selecting the arrow next to Meet now.

In each of these actions, the channel name will be entered into the scheduling form. If you would like to manually enter the names of Outlook groups or individuals, please feel free to do so. Channel calendars will not be accessible to guests and partners outside your organization, and meeting invites will also need to be added.

Right-click for more options

To RSVP to an event, remove it if it has been canceled, or view meeting details, right-click the event in your calendar. Participants in a Teams meeting have the option of joining online and chatting.

Five minutes before the start of a meeting, a join button will appear on your calendar. To let you know someone is online, the color of the event will change once they join the meeting.

Before joining the online meeting, click Join to open the meeting settings window.

Note: Joining overlapping meetings won’t be possible if your calendar has overlapping meetings. The event can still be joined online if you right-click it.

Set your Show As status in a Teams meeting

In the action bar, you can select the Show As status for the meeting. It will automatically reflect the organizer’s status when participants RSVP.

By using Show As, participants can set their own status independent of the meeting’s organizer’s setting. It will appear on your calendar once the status has been updated. All meetings scheduled by an organizer are set to Busy by default.

Several methods are available for setting your Show As status:

You can find this information on the details page of the Scheduling Form

Here is a peek at your meeting (on Microsoft Surface)

As a participant of the meeting, you will be able to see the details of the meeting

Mobile

Choosing Schedule a meeting in the top right will allow you to schedule a meeting. Go to Calendar at the bottom of the app.

Select the participants you’d like to invite under Add participants.

You can then share the video to a channel by clicking this link:

Choose the appropriate channel if you want your meeting to be held in one.
Skip it if you don’t want to.

Note: You can invite people to join a channel meeting when you have one.

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Frequently Asked Questions

Schedule and join a meeting

You can find the calendar under Teams > Calendar.
Choose + New meeting.
Choose a title for your meeting. Make a decision about the date and time. …
Add attendees by typing their names or selecting Add channel to choose a class channel. …
Ensure that the details of the meeting are correct by taking a moment to review them.

Schedule a team meeting without Outlook

The appointment should also take place after the meeting in Teams.
Select More Actions by clicking on the three dots.
Click “Meeting Details” in the menu that appears.

Schedule a team meeting.

You can view the calendar by tapping the calendar icon in the bottom right of the Outlook app.
Toggle the Teams Meeting toggle switch on by scrolling down.
You can even invite entire distribution lists (formerly known as contact groups) by adding them to the Required or Optional fields.

Select Schedule a meeting from the Teams’ Meetings menu on the left. Select a title and select a time frame on the following screen. Select Schedule once you’ve completed the details.

The add-in may still not appear if Outlook has disabled it, so check the File tab, Options in Outlook. To add an add-in, select Add-ins in Outlook Options. The Active Application Add-ins list for Microsoft Office needs to show Microsoft Teams Meeting Add-in for Microsoft Office in order for the add-in to be active.

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How to Schedule a meeting in Microsoft Teams