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EPD - Technology - Scheduling a meeting in Microsoft Teams

This document provides instructions on scheduling a Microsoft Teams meeting with Teams or Outlook (if available)

Microsoft Teams provides a convenient way to meet with coworkers in a voice or video conference.

Create a Teams meeting using Outlook (desktop app only)
Join a Teams meeting using Outlook

Create a Teams meeting using the Teams app (for Teams or OWA users)
Join a Teams meeting using the Teams app


To create a Teams meeting using Outlook

  1. In Outlook, switch to the Calendar View

    99011SelectCalendarView.png

  2. Click on the Meeting button

    99011ClickonMeeting.png

  3. In the new Meeting window, choose Teams Meeting. The Teams meeting details will be added to the invite once the meeting organizer sends the invite.
    99011SelectTeamsMeeting.png
  4. Add invitees to the To field. You can invite individuals with their email addresses, as well as entire distribution lists. 
  5. Add your meeting subject, location, start time, and end time.
  6. Click Send 
  7. The meeting request will be sent to anyone in the Attendees list, and the join information will be included. If the attendee is using Outlook or Teams, they should be able to join using a join button in the meeting on their calendar.


To Join a Teams meeting using Outlook

  1. In Outlook, switch to the Calendar View

    99011SelectCalendarView.png

  2. Click on the Calendar event
    99011ClickontheMeetingintheCalendar.png
  3. Click on the Join button to join your meeting

    99011ClickJoinIntheMeetingInvite.png

  4. The Teams app will open and will direct you to join the call
    99011TeamswillPrompttoJoin.png
  5. Use the sliders to toggle the microphone and camera on if necessary
  6. Click on Join to join the meeting
    99011ClickJoinNowtoJoinwithinTeams.jpg

Create a Teams Meeting Using the Teams app

  1. Open the Teams desktop app
  2. Click on the Calendar icon from the left navigation

    99011ClickonCalendarinTeams.png

  3. Click on New Meeting to schedule a meeting
    • You can click on Meet Now to launch a quick adhoc meeting
      99011CreateNewMeetinginTeams.png
  4. Add invitees to the To field. You can invite individuals with their email addresses, as well as entire distribution lists. 
  5. Add your meeting subject, location, start time, and end time.
  6. If you’d like to schedule a meeting within a specific Microsoft Team space, you can choose the team from the Add Channel dropdown list. This limits the meeting to just people within that Team.
    • Note, this feature is only available within the Teams app
      99011SetaTeamorChannel.png
  7. Click Send
  8. The meeting request will be sent to anyone in the Attendees list, and the join information will be included. If the attendee is using Outlook or Teams, they should be able to join using a join button in the meeting on their calendar.

To Join a Teams meeting in the Teams App

  1. Click on the Calendar icon in Teams

    99011ClickonCalendarinTeams.png
  2. Find your meeting in the calendar and click on it to open the event
  3. Click on the Join button
  4. Use the sliders to toggle the camera and microphone on
  5. Click on Join to join the meeting
    99011ClickJoinNowtoJoinwithinTeams.jpg

Troubleshooting
If you do not have the option to schedule with Teams in outlook
Missing Teams Meeting Button in Outlook for macOS from the University of Vermont

For more information
Schedule a Teams meeting in Outlook for Mac




Keywords:ms teams, microsoft teams, scheduling a meeting, outlook teams integration, epd, video conferencing   Doc ID:99011
Owner:Rebecca K.Group:Engineering Professional Development - Department Resources
Created:2020-03-17 14:26 CDTUpdated:2020-03-25 15:11 CDT
Sites:Engineering Professional Development - Department Resources
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