Meetings and calls

Mobile user? See Meetings and calls on mobile devices.

Schedule or join a meeting and make one-on-one or group calls.

This Meet now video shows you how to start a meeting, join a meeting, and share your desktop. A transcript of the video narration and procedural information accompany the video.

In this topic

Have meetings

Make calls

Have meetings

A team meeting is held online in a channel, so it's a great way to go from a chat to a meeting with the click of a button.

Team meetings include audio, video, and desktop sharing, and anyone from the team can join. And because they're online, you'll always have a meeting space and never need a room or projector.

To start a team meeting, click the meet now icon in a new conversation:

Expand, Choose file, Emoji, Giphy, Sticker, and Meet now buttons in the compose box

Or, keep the context of the conversation and bring in the people you're already talking to by clicking the meet now icon in an existing conversation:

Expand, Choose file, Emoji, Giphy, Sticker, and Meet now buttons in the compose box for a message

Team meetings are open meetings, so anyone on the team can join. When you start a meeting in a particular channel, the whole team will be able to see that a meeting is happening and join from that channel.

Join a meeting from a conversation

There are three ways to join meetings in Teams:

  • You can join from a message within a conversation:

    Join a meeting from a message

  • If you're working in another channel and your messages aren't currently in view, you can join a meeting from a notification that appears in the top right corner of your screen.

    Join a meeting from a notification

  • Or, if you're busy in a chat, you'll receive a notification that you've been invited to a meeting, and you can join from there.

    Join a meeting from a pop-up message

You'll know a team meeting is happening in a channel when you see this invitation to join.

A team meeting

It will provide a preview of any content shown and who's in the meeting. If the meeting is scrolled out of view in the conversation, you'll get a notification in the channel that looks like this:

Meeting notifications

With private scheduled meetings, you can meet with others in a pre-planned and selective manner rather than leaving your meeting open to anyone in a channel. You can schedule a private meeting with anyone in your organization—whether they're active on Microsoft Teams or not.

Every private scheduled meeting that's created also starts a new chat thread for everyone that's participating in the meeting. You can use this thread to share your meeting agenda or important files. You can also use it after your meeting to follow up on specific items, summarize your takeaways, or post questions.

To schedule your own private meeting, click on the calendar icon on the left side of the app and then select Schedule a meeting. To make sure your meeting isn't open to an entire channel, select None under the dropdown labeled Select a channel to meet in. Then, all you have to do is start inviting people!

There are a couple different ways to join a private scheduled meeting.

Click on the calendar icon on the left side of the app and you'll see a list of all your meetings for the week. Find the meeting you want, and then click Join.

If a meeting you've been invited to has already begun, it will appear in your recent chat list. You can join in by selecting the meeting in your chat list and then clicking Join from the chat header.

You can also join a meeting from a calendar invite in Exchange. If you click on the link in your email invite, you'll be directed to Microsoft Teams and can join your meeting from there.

To schedule a meeting, select Meetings on the left side of the app.

You'll see a list of all your currently scheduled meetings, and below it, an option to Schedule a meeting. To create a private meeting, just select “None” in the dropdown menu titled Select a channel to meet in. After that, all you have to do is start inviting people from the meeting roster below, or type someone's name into the Invite people field.

Find a time that works for everyone by clicking on the Scheduling assistant. That will show you everyone's availability. You can also schedule a recurring meeting by selecting the Repeat check box. Once you do that, you'll be able to choose how often you want your meeting to occur.

Another option is to schedule a meeting in a channel that you already follow. This means your meeting will be open to anyone else in that channel, and it'll be easy for them see that a meeting is going on and join in.

One final option is to schedule a meeting inside an existing chat just by clicking on the calendar icon below your compose box. That will direct you to the meetings form. Everyone in your chat will already be listed as invitees.

This Schedule meetings video shows you how to schedule a meeting and add people to it. A transcript of the video narration and procedural information accompany the video.

If you’re chatting with someone and want to schedule a meeting right from the conversation, click on the schedule meeting icon at the bottom of the message window. The New meeting dialog will appear with the chat participants pre-filled as attendees. Fill in the date and time, add details or a location, and invite other people. When you’re done, click Schedule a meeting, and you’re good to go.

The Schedule meeting button beneath the compose box

Private meetings are only visible to invitees—anyone on the Team can see and join meetings in a channel. If you want to schedule a meeting in a channel, go to the Select a channel to meet in dropdown and choose the channel you want.

If you're inside a channel and you want to have a quick video call, just click the Video call button beneath your compose box. That will start an immediate video call with everyone in the chat (even if it's just the two of you). You'll have the option of disabling the video feed once your call starts if you like.

To start a meeting from within a channel, click the meet now icon Meet now button just below your compose box. The people you're talking to won't be automatically invited, but they will show up in your meeting roster.

A video meeting invitation from a message

Click on someone in the meeting roster to let them know a meeting has started. You can also use the search bar above to invite other team members.

The meeting will appear in your channel, and people who've favorited the channel will be able to see that a meeting is happening. They can jump in anytime and they'll see a preview of any materials being shared.

You can view all your upcoming meetings and appointments for the next week just by clicking on the calendar icon on the left side of the app. This will show you everything that was scheduled in both Microsoft Teams and Exchange or Outlook. You'll also get all the details for specific meetings, who's attending, who's invited, and who organized them.

Desktop sharing lets you see what someone is presenting and is an easy way to work together on a shared document.

Shared screen in a video meeting

To share your screen in a meeting or view someone else's screen, select screen share icon.

Share screen button

Multitasking during a meeting is easy—just click out of the meeting, and you can check on what's going on in other channels or catch up on your messages.

Whenever you click away from a meeting, a call monitor will appear so you can return to your meeting window in an instant if you need to!

Meeting options

You can't join a meeting from the mobile app just yet. To do that, go to the desktop app.

You might be on mute or you might not have configured your mic correctly.

To change your speaker, microphone or camera settings when you’re on a call, click the settings icon at top right.

Audio settings for a video call

The settings panel will appear. Use the dropdowns to select the speaker, microphone and camera options you want.

Make calls

In Microsoft Teams, you can make one-on-one or group calls without having to host a team meeting. These calls are private and won't appear in any team conversation. Entries for the calls will appear in your chat, though.

Go to your chat list, and click the new chat icon New chat button to start a new conversation.

Type the name or names into the To field at the top of your new chat.

Then choose the video icon Video call button or the audio icon Call button to start a call.

Video call, Audio call, and Add people buttons

You can also start a one-on-one call from someone's contact card. Open it by tapping their avatar in a channel or from a search.

Right now, Microsoft Teams doesn’t support Skype for Business certified desk phones. Many USB-connected desk phones will work as simple alternate speakers / headsets / microphones for Teams calls, but advanced phone features may not all work as expected.

To place a call or meeting on hold, click the more icon in your call window. Everyone in the call will be notified that they've been put on hold, and you can resume your call by clicking Resume or Rejoin. While you're on hold, you won't be able to see or hear anyone else in the call, and they won't be able to see or hear you, either. If you're in the process of sharing your screen, that will be temporarily suspended while you're on hold, too. Everything will return to normal once you resume your call.

If you want to transfer a call, click the more icon inside your call window. Type in the name of the person you want to transfer the call to, then select them from the people picker. Click Transfer, and you're done! Just keep in mind that you can only transfer calls when you're in a one-on-one conversation.

You can have up to 50 people in the same video call.

One of the nice things about meetings and calls in Microsoft Teams is that you can make multiple calls at once. If you're already on a call, you can accept or start a new one anytime. We'll place your current call on hold and take you straight to your new conversation. While a call’s on hold, all participants will be notified, and they won't be able to see or hear you.

You'll see your on-hold calls displayed on the left side of your call window, so you can get back to them anytime.

Video calls are turned on automatically when you join an unscheduled meeting, or if someone calls you from an unscheduled meeting. You can’t change this setting, but you can turn video off for a call if you don’t need it.

The defaults for video calls vary for different types of calls:

Call type

Video setting

Unscheduled meeting

Video on

Group or 1:1 call

Asks to join video

Scheduled meeting

Video off

Video calls are turned on automatically when you join (or are called from) an unscheduled meeting in a channel.

You can't change these video settings, but you can turn off your video once you're in the call if you don't need it.

Call type

Video setting

Unscheduled meeting

Video on

Group or 1:1 call

Asks to join video

Scheduled meeting

Video off

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