Three Ways to Schedule Meetings in Microsoft Teams

Discover the most effective ways to schedule your Microsoft Teams meetings. Whether you prefer using Outlook or the Teams app itself, this video guides you through each step. Get tips on inviting members, setting up meetings with external contacts, and ensuring synchronization across platforms.

Key Topics Covered:
▪️ Outlook Desktop: Learn how to convert emails into meeting invites and add Teams links.
▪️ Outlook on the Web: Schedule Teams meetings seamlessly when you're on the go.
▪️ Directly from Teams App: Explore how to create meetings within the Teams environment, including file sharing and checking participant availability.

In this Microsoft Teams tutorial I'll show you how you can schedule a Teams meeting either from Microsoft Outlook Desktop, Outlook web or from Teams directly. The participants can be members of a channel, a group email address, individual people, or external guests. Scheduling a meeting in advance allows you to use the Scheduling assistant so you can check everyone's availability. If you schedule a meeting for a Teams channel it will post the meeting link to Conversations. Once the meeting is over, the content and recordings will be available directly from the channel as well.

When you schedule a meeting you can also invite people outside of your organization. They can have private email addresses like Hotmail, Yahoo, Gmail etc. I'll show you the view from an external team meeting participant when they join a meeting. Note that if your IT admin has restricted guest participation, external guests will not be able to join unless they are added by IT as guests to your tenant. If external guests are allowed, you will see them in Teams lobby and you can let them in. Don't worry, they can't just join the meeting without you knowing.

00:00 How to Properly Schedule Meetings in Microsoft Teams
00:28 Schedule Teams Meeting from Outlook Desktop
02:55 Schedule Teams Meeting from Outlook on the Web
03:34 Schedule Meeting from Microsoft Teams
05:15 Wrap Up

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#MicrosoftTeams #TeamsMeetings

[Dr.GwendolyndeAshborough]

SENTARA Health uses Teams regularly, I greatly appreciate this video.

[SavageGothamChess]

This is an amazing video.
Side note : Congrats on 700K subscribers.

[مدرسةروح]

Thank you, i like your way in explaining, it is easy and straightforward. thank you

[shellyzheng]

Thank you Leila! I’m learning with you every morning. Really helpful! 👍

[dineshajgaonkar]

Hello Leila, Thanks for the MS Teams Meeting setup information, quite helpful 👍

[chh]

I now look forward to Tuesday's videos as much as I have (for years) the Thursday videos ... and even recent addition of Saturday videos (Sundays??? ... nah ... not so much ...😂🤣😂)

Mega-congratulations on reaching 700K+ subscribers ... no surprise to me ... you deserve it and it will continue to grow.

[thilokm]

Another way of scheduling a meeting is via channel meetings in teams. In this case the meeting data e.g. notes and shared files is stored in the channel's sharepoint instead of your personal onedrive which is very important to know imo

[quiettech]

I rarely make comments on YouTube. I have had a ticket in my queue since 8/27 trying to figure out how to make his request work and you solved my problem. One thing I will not though is that if the User is MacOS, they have to turn off the "New Outlook" toggle to get the functionality. If I ever come across you in real life I owe you a drink!

[teekay]

Thanks for the information presented in such a calm fluent manner. How does one send a reminder of a scheduled meeting via Teams>

[purushothamansrinath]

Thanks for the information on using teams meeting when using in outlook web, it was helpful

[ninettegiunta]

Thankyou very much, you've helped me greatly!

[clarintaafiefah]

Thank you so much! Your video is really helpful as you show how to schedule it on the browser too!

[dhanashreekhobragade]

Great Video, learning a lot..Thanks Leila👍

[noush]

Thank you Leila that’s very helpful And time saving.

[reyhanehzahedi]

Thanks for the informative data, Can we have time stamp for Teams activity per user?

[EDUComputing]

The disadvantage of using Outlook to schedule a Teams meeting is that you cannot choose the channel in which the meeting will take place. This also removes some features of setting up the meeting. It is silly of Microsoft that they have not managed to add this functionality from Outlook.

[JAYPAYofficial]

Cheers for the video, Leila.

Is there a way to simply get a Teams link (without having to setup a meeting) and send it to internal and external participants?

Hopefully we can do this.

Cheers,
Jaymes

[MsMPil]

Thanks for the tips. How to copy a meeting to do a follow up without creating a series. I used to find this option in a dropdown in previous versions and looks like it's now lost

[peacelove]

Thanks for sharing this Leila. Your contributions to the world of learning are very valuable!

[combojerman]

thank you for sharing this. i just have a question.
do you know why I dont have the calendar icon on my desktop teams app?
this is missing .