• GFI Digital

How to Schedule a Meeting in Microsoft Teams



91% of Fortune 100 companies use Microsoft Teams to stay in touch with their business and client base. If you want to run your business with less travel time and more active work flowing your way, Microsoft Teams could help.


Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa.

Every meeting scheduled in Teams is automatically made into an online meeting.


Up to 1,000 invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1,000 participants (up to 10,000) as view-only attendees.

 

Schedule a Meeting (Desktop)

There are several ways to schedule a meeting in Teams:

  1. Select Schedule a meeting in a chat (below the box where you type a new message) to book a meeting with the people in the chat.

  2. Go to Calendar on the left side of the app and select New meeting in the top right corner.

  3. Select a range of time in the calendar. A scheduling form will pop open.


The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.



Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox.




Invite People Outside Your Organization

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

  1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.

  2. Type the person's full email address (ex: Joe@example.com).

  3. Select Invite. They'll receive an email with a link to the meeting.



Add a co-organizer

Adding a co-organizer is available as part of the public preview program and might undergo further changes before being released publicly. To get access to this and other upcoming features, switch to Teams public preview. 


After you've invited people to your meeting, you can add up to 10 co-organizers to help manage your meeting. Before adding co-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:

  1. Select your meeting and then select Edit.

  2. Select More options > Meeting options.

  3. On the meeting options page, next to Choose co-organizers, select the down arrow and choose the name of the co-organizer.

  4. Select Save at the bottom of your screen.



Right-click for more options

Right-click an event in your calendar to RSVP, remove it if it's canceled, or open the invitation to view the meeting details. If the event is a Teams meeting, you'll also get options to Join online and Chat with participants.



Teams meetings will show a join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event will change colors to let you know they're online.


Select Join to open the meeting settings window to confirm your preferred camera and mic settings before joining the online meeting.


Note: If you have overlapping meetings in your calendar, the join button won't be available. But you can still right-click the event and select Join online.




Set your Show As status in a Teams meeting

As an organizer, you can set the Show As status of the meeting in the action bar. When participants RSVP, their status will automatically reflect the status the organizer set.


As a participant, you can choose to set your individual status for the meeting through Show As independent of the status set by the organizer. The updated status will reflect on your calendar. The default Show As value for all the meetings an organizer schedules is Busy.


You can set your Show As status in several ways:



On the Scheduling Form Details page



On your Peek of the meeting (Microsoft Surface)




On the Details view of the meeting (as a participant)


 


Schedule a Meeting (Mobile)


To schedule a meeting, go to Calendar on the bottom of the app, then select Schedule a meeting in the top right.


Go to Add participants and select the people you'd like to invite.


Then, set start and end times and write a description for the event.

Finally, select Done to schedule your meeting.




To learn more about how Microsoft Teams can benefit your employees, contact us today!

 

Sources: Microsoft, LinkedIn