Schedule a meeting in Teams

You now have a calendar in Teams, and with it comes several additions that let you manage your schedule directly in Teams.

Schedule a meeting 

There are several ways to schedule a meeting: 

  • Select Schedule a meeting Schedule a meeting button in a chat (this is below the compose box) to book a meeting with the people in the chat.

  • Or go to Calendar Meetings button on the left side of the app and either select New meeting at the top right of the app, or select a range of time in your calendar and it will pop open a scheduling form.

Similar to Outlook, in the scheduling form is where you'll give a title to your meeting, invite people, and add meetings details.

On the right side of the scheduling form you will have the option to add a channel, individual people, or leave both blank to book yourself an appointment.

Make it a channel meeting 

Select New meeting and in the top right hand corner of the scheduling form, you'll find Select a channel to meet in. From the menu, you can add multiple channels.

FYI, channels can't be edited or added once the invite is sent. You'll need to send a different new invite with the updated channels.

Note: When you have a meeting in a channel, everyone in the team will be able to see and join it in that channel.

Once you have the necessary attendees added, select Scheduling Assistant to find a time that works for everyone.

If the meeting is a recurring one, check the Repeat box. Once you do that, you'll be able to choose how often you want it to occur.

Scheduling a meeting in Outlook? Learn how to add Teams to your Outlook meeting.

Change the calendar view

What used to be a daily list of your meetings is now the new calendar for Teams. Switch between Day, Work week, or Week views.

In the top left corner you'll find the month and year, select that to change your calendar view to any date— past or future. Select Today to get back to the current day/week.

The calendar shows you everything that was scheduled in Teams, Exchange, or Outlook.

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.

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

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

Next, go to Share to a channel:

  • If you want have your meeting in a channel, select the appropriate channel.

  • If you’d rather not, skip it.

Note: When you have a meeting in a channel, people will be able to see and join it in that channel.

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

Finally, select Done to schedule your meeting.

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