Schedule a meeting in Microsoft Teams

Schedule a meeting

There are several ways to schedule a meeting in Teams:

• To schedule a meeting with members of a chat, open the chat and select More options at the top of the chat. Then, select Schedule a meeting  .

• Schedule a meeting from your Teams Calendar. Select Calendar  in Teams and select New meeting  .

The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

In Scheduling Assistant, you can see attendees' time zones, schedules, and availability during different timeslots. The Scheduling Assistant grid will show each attendee's schedule. Shaded areas show when attendees are busy or have tentative meetings. Unshaded areas show when attendees are free. 

Once you're done filling out the details, select Save to close the scheduling form and invite attendees to the meeting.

Add a dial-in number  

Include a dial-in number and conference ID so that participants can call in to the Teams meeting. If you schedule the meeting from Outlook, the dial-in number and conference ID automatically appear in the scheduled meeting invite. For how to add these details when scheduling in Teams, see Add a dial-in number for a meeting in Teams.

Assign categories to a meeting

Color code your calendar with categories. Just like in Outlook, you can assign one or more categories to each meeting in your calendar. There are a couple ways to assign categories:

1. Right-click an event in your calendar.

2. Select Categorize  .

3. Select a color.

You can also categorize a meeting when you schedule it by selecting Category at the top of the scheduling form.

Invite people outside your organization 

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

1. Create a meeting or open an existing one in your Teams Calendar.

2. Enter names in the Add required attendees   field. 

   • If anyone is an optional attendee, select Optional in the Add required attendees   field and add their names.

3. Type the person's full email address (ex: Joe@example.com).

4. Select Send or Send update. They'll receive an email with a link to the meeting.

Invite people with a link 

Teams lets you invite people to a meeting via a meeting link. To share this link:

1. Create a meeting or open an existing one in your Teams Calendar.

2. The meeting link will appear as a URL. Select Copy to copy the URL.

Add a co-organizer

After you've invited people to your meeting, you can add up to 10 co-organizers to help manage your meeting. Before adding co-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:

1. Create a meeting or open an existing one in your Teams Calendar.

2. Make sure the people you want to add as co-organizers are invited to the meeting.

3. Select Options > More options.

4. In Roles  , select their name(s) from the Choose co-organizers dropdown menu.

5. Select Save.

Make it a channel meeting

1. Select New meeting  .

2. Type the name of a channel in the Add channel field.

Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channel.

Once you've added the people you want, select Scheduling Assistant to find the best time.

If it's a recurring meeting, open the dropdown menu next to Does not repeat (just below the date). Choose how often you want it to occur from the default options or select Custom to create your own cadence.

Schedule meetings in a channel calendar 

If you're unfamiliar with how to add a calendar to a channel, the steps are outlined for you at See all your meetings in Teams. Once that's done, you have a few ways to add events to the shared calendar.

1. In Teams  , select the team you want to schedule meetings in.

2. In the top right corner, select the dropdown arrow next to Meet now  . 

3. Select Schedule a meeting  .

4. Add other attendees who are outside the team you scheduled the meeting in.

5. Select Send.

When you select Send, everyone in the team you scheduled the meeting for will receive a personal invite.

If you added guests and partners from outside your org, they won't have access to the channel calendar.

Right-click for more options

Right-click an event in your calendar to:

• Edit   the meeting details.

• Chat with participants  in the meeting chat.

• Join online  .

• Copy link  .

• Cancel  the meeting if you're an organizer.

• Show as to set the status that will reflect on participants calendars during the meeting time if they RSVP to accept the meeting.

• Categorize   the meeting.

Join a meeting  

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.