Set up an online meeting in Outlook

Set up an online meeting in Outlook

You can use Outlook or Outlook on the web to schedule an online meeting the same way you schedule meetings normally but with one or two extra steps. You can use either Skype for Business or Teams, depending on what's supported in your organization. If your account is configured for dial-in conferencing, the online meeting request will automatically include call-in information (phone number and conference ID).

Skype for Business Online users: If you don’t use Outlook or Outlook on the web, you can set up new meetings by using the Skype for Business Web Scheduler.

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Schedule an online meeting using Outlook

  1. Open Outlook, and go to your calendar.

  2. On the Home tab, select New Meeting .

    Create a new meeting

  3. Add online meeting information by selecting Teams Meeting or Skype Meeting.

    Add Teams meeting Add Skype meeting

    Note: Which is available depends on your organization. If your organization uses Skype for Business, see install Skype for Business. If your organization uses Teams, the add-in will be installed automatically.

  4. Continue setting up the meeting as you normally would. See Schedule a meeting with other people for details.

    Tips: 

    • To look for a time that works for everyone, select Scheduling Assistant, in the Show section on the Meeting tab.

    • Scheduling assistant

  5. In the meeting area, you can add an agenda. Be careful not to change any of the online meeting information.

    Important: 

    • If you're setting up a Skype Meeting, you can use Meeting Options to customize the meeting settings.

    • Skype meeting options

  6. (Optional) If you're using Skype for Business, you can preload your meeting attachments. That way, when participants join the meeting, everything is ready to go. See Preload attachments for a Skype for Business meeting.

  7. Double-check the information and select Send.

Schedule an online meeting using Outlook

  1. On your Mac, open Outlook, and then switch to Calendar view.

  2. On the Home tab, select Meeting.

  3. Choose Skype Meeting or Teams Meeting. For Skype meetings the call in info is added immediately to the meeting invite. For Teams meeting details will be added to the invite once the meeting organiser sends the invite.

Shows Teams Meeting button on Calendar invite

You will see Skype or Teams depending or what your organisation uses for communication.

4.  Set up the rest of meeting as you typically would:

  • In the To box, type the email address of each person you’re inviting, separated by semicolons.

  • In the Subject box, type a name for the meeting.

  • If you’ll have in-person attendees, either select Room Finder, in the Options section on the Meeting tab, and then find a room, or in the Location box, type a meeting location, such as a conference room.

  • Select a start time and end time

For more information see, Create a meeting or appointment in Outlook for Mac

5.   In the meeting area, type an agenda. Be careful not to change any of the Skype for Business meeting information.

6.   Double-check the information, and then select Send.

Choose your version of Outlook on the web for instructions

The instructions are slightly different depending on whether you're using the new Outlook on the web.

Note: If your organization has included its logo in the toolbar, you might see something slightly different than shown above.

Set up an online meeting using the new Outlook on the web

To create an online meeting request in Outlook on the web, start by signing in to Outlook on the web. If signing in doesn't take you directly to your Mail, select Outlook.

The Office 365 home page with the Outlook app highlighted

  1. After you've signed in and are in Mail, select Calendar Calendar.

  2. On the calendar page, select New event.

    New event button
  3. In the window that opens, you might see one of two options: a toggle to make this a Teams or a Skype for Business meeting, or a drop-down list that will let you choose either Teams or Skype. The option you see is determined by your administrator.

    Add Teams meeting

    Choose Teams or Skype for an online meeting

  4. Fill in the meeting information as needed, including meeting attendees.

    New event form
  5. Select Send.

Set up an online meeting using classic Outlook on the web

To create an online meeting request in classic Outlook on the web, start by signing in to Outlook on the web. If signing in doesn't take you directly to your Mail, select Outlook.

The Office 365 home page with the Outlook app highlighted

  1. After you've signed in and are in Mail, select Calendar Calendar.

  2. On the calendar page, select New > Calendar event.

    Create a new online meeting
  3. On the Set up an appointment page, select Add Skype meeting.

    Add Skype meeting to your email
  4. Fill in the meeting title, location (if you'll have in-person attendees), and the start and end times.

    Set up an appointment page
  5. Choose the people to attend, add the agenda or other meeting information, and then select Send.

See Also

Set Skype for Business Meetings options

Change participant settings for Skype for Business meetings

Preload attachments for a Skype for Business meeting

Start a Skype for Business conference call

Start using Skype for Business for IM and online meetings

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