How to Schedule a Microsoft Teams Meeting

Microsoft Teams makes it easy to schedule meetings in both the Teams application and in Outlook. If you’ve never created a Teams meeting before though, you may have a hard time figuring out where to start. Luckily the teams over at Microsoft – get it? – have made it incredibly easy to do and we’re here to show you how to schedule a meeting in Microsoft Teams.

My Meetings Icon is Missing in Teams!

Just a quick note before we dive in…

If you’re here because you’ve been told to click a Meetings icon but can’t find one, that’s because it’s changed to the Calendar icon. Continue reading to the updated section on scheduling a meeting in Teams.

If the Meetings and Calendar icon are missing in Teams then your organization may have something configured incorrectly. Skip to the section on scheduling a Teams meeting in Outlook below.

Schedule a Microsoft Teams Meeting Directly From Teams

Step 1: From Microsoft Teams, click the Calendar icon on the left hand side and then click the New meeting button at the upper right corner

Schedule a New Meeting in Microsoft Teams

Step 2: In the New meeting window that appears, fill out the appropriate fields

Steps to Create a New Meeting in Microsoft Teams

For meetings without an existing team:

In the Add title field, create a name for your meeting
Add the required attendees to the Add required attendees field and use the Optional link for optional attendees
- Note: You can add members outside of your organization by adding their full email address
Select the meeting date and time
Select how often the meeting should occur (leave default for non-repeating meetings)
Book a room in the Add location field if one is needed
Provide a description for the meeting in the Type details for this new meeting field
Use the Scheduling Assistant to check for conflicts
Click the Save button (upper right) when ready to send the meeting invitation

For meetings with members of a team:

In the Add title field, create a name for your meeting
Add any required attendees outside of the team to the Add required attendees field and use the Optional link for optional attendees
- Note: You can add members outside of your organization by adding their full email address
Select the meeting date and time
Select how often the meeting should occur (leave default for non-repeating meetings)
In the Add channel field, type the name of one or more team channels
- Note: any member of the team with access to the selected channel will be able to join the meeting
Book a room in the Add location field if one is needed
Provide a description for the meeting in the Type details for this new meeting field
Use the Scheduling Assistant to check for conflicts
Click the Save button (upper right) when ready to send the meeting invitation

All attendees will receive a meeting invitation in their Outlook mailbox and an entry created in their calendars.

Schedule a Teams Meeting from Outlook

Step 1: From Outlook, click the Calendar tab at the bottom left and then the New Teams Meeting button at the upper left under Home

Step 2: Fill out the meeting invitation like you would for a normal meeting

Create Microsoft Teams Meeting in Outlook

Create a subject for the meeting in the Subject field
Use the To... field to select the required and optional attendees
Select a meeting date and time
Add details in the body of the invitation (don’t delete the teams link!)
Click the Send button when ready

Final Thoughts

Creating Teams meetings is a piece of cake once you know how to. Now that you’re meeting is setup and ready to go, why not prepare a little more and check out our tutorial on how to share your screen in Microsoft Teams?