Retired course
This course has been retired and is no longer supported.
About this lesson
Scheduling a Teams meeting is easy using the Teams Calendar app. This lesson reviews how to create a Teams meeting and includes some best practices for using the meeting form.
Exercise files
Download this lesson’s related exercise files.
Scheduling Teams Meetings - Single Tenant.docx.docx49.1 KB Scheduling Teams Meetings - Single Tenant - Solution.docx.docx
153 KB
Quick reference
Scheduling Teams Meetings
You can schedule Teams meetings directly in the Teams app which synchronize automatically with your Outlook calendar.
When to use
Use the Teams scheduling app to create Teams meetings if you don't use Outlook or when it's convenient.
Instructions
The Teams Calendar application is accessed when you click on the Calendar icon on the left sidebar menu. This calendar will synchronize automatically with your Outlook calendar and can be convenient for quickly creating meetings when working in Teams. You can change the calendar view from weekly to monthly or daily when appropriate.
Creating a meeting from the application is straightforward in that you fill out the new meeting form, including Title, date and time, recipients, and subject, and then press send. The meeting time will automatically be adjusted for the time zone of the recipients. When selecting a time, the Scheduling Assistant view will show the free/busy schedule of attendees helping you to select an available time without time-consuming back and forth emails to find out when people are available. You can invite people outside of your organization to a team meeting if the setting of the team permits. In addition, you can customize the email invitation for your company requirement allowing you to add legal disclaimers, logos, troubleshooting links, and other useful details.
Hints & tips
- As a best practice, include a meeting agenda and outcomes or decisions to make in the body of the inviation.
- In the Calendar app, you can see who has accepted a Team meeting invitation, listed under Tracking on the upper right of the screen when you click on Scheduling Assistant.
- Customizations for email invitations made the Administration application are company wide rather than per person.
- 00:04 When you're working in Teams,
- 00:06 one of the things that you'll do regularly is schedule Team meetings.
- 00:10 To do this, you can click the calendar app in the Team's application.
- 00:14 This brings up the calendar view, in this case of Meghan,
- 00:18 who were logged on as and by default, we're looking at the weekly view.
- 00:23 If she prefers, she can look at either the day, the week view, which we see now or
- 00:28 the full week, which would be, of course, the seven day week.
- 00:31 The Team's meeting calendar is always synchronized with your Outlook calendar.
- 00:35 So everywhere you go, you can stay in sync.
- 00:37 To schedule a meeting, she simply clicks New meeting.
- 00:41 And now we're looking at the new meeting form.
- 00:44 This is the time zone of the person creating the meeting.
- 00:46 The people receiving this meeting requests will have the meeting times
- 00:50 automatically adjusted for their time zone.
- 00:53 That's a really nice feature.
- 00:55 After time is title.
- 00:57 Now you can enter effectively the subject of the email that is going to be sent to
- 01:01 invite people to the meeting.
- 01:03 So we'll just call this Policy review.
- 01:07 Now you add the required attendees,
- 01:09 typically you would add people one at a time.
- 01:12 You can also add groups.
- 01:14 And this way you don't have to add individual email addresses, and
- 01:18 we'll add in Rico here at the end.
- 01:20 Unless specifically it is allowed,
- 01:22 you can invite people who are not part of your organization to a Team meeting.
- 01:27 When they receive the invitation, they'll be able to click on the URL, and
- 01:31 they'll be able to join the Team meeting using the web app or
- 01:34 they can use the Team point if they already have it.
- 01:37 And this way, you can feel free to invite important business customers, partners or
- 01:41 associates to Team meetings.
- 01:43 For the time you simply enter the time that you want to have your meeting.
- 01:47 Let's do Monday at 4:00.
- 01:53 Now interestingly we can see that Isaiah has changed color
- 01:58 meaning that he has a conflict at this time and
- 02:01 now we have suggested times when everyone on the to list is available.
- 02:06 And by the way, what we just saw is another nice feature in that if you
- 02:10 hover over the individual contact list you can see if someone has a message.
- 02:14 In this case he's saying, hey,
- 02:16 I'm out in vacation, so we may as well want to send this meeting anyway.
- 02:19 In situations where you have more complex scheduling,
- 02:22 there's the scheduling assistant.
- 02:24 And this shows availability for everybody on the to list.
- 02:27 Let's set this meeting for Tuesday at 12:00 and go back to Details.
- 02:34 Next, you can set repeating meetings very easily for
- 02:37 meetings that occur regularly on a periodic basis.
- 02:41 You can set them daily, weekly,
- 02:42 monthly, yearly as well as a custom reoccurrence option.
- 02:47 The next field is called Add Channel.
- 02:49 This lets you specify a channel that could be of interest to this particular meeting.
- 02:53 Generally this field is left blank because there are some complications with who and
- 02:57 who does not get notifications whenever you add a channel.
- 03:01 So as a best practice, don't use Add Channel unless you're certain
- 03:04 about how your email policies are set up.
- 03:06 It's possible that everyone in the entire Team may get an email.
- 03:10 But really, you weren't intending that to happen.
- 03:13 Add location seems like it might be set up for rooms or conference rooms,
- 03:17 whereas this is actually for facilities that have Team enabled devices.
- 03:22 Some conference rooms have a TV or a phone that are set up to interact with Teams.
- 03:27 If so, they'll show up here.
- 03:30 You can type in any location that you wish including an office meeting room or
- 03:34 conference room.
- 03:35 However, that facility will not automatically be reserved for you.
- 03:39 When using Outlook to make Team meeting requests,
- 03:42 those facilities would be automatically reserved.
- 03:45 We'll be looking at that in a later lesson.
- 03:48 And finally the details, which is of course, the body of the email invitation.
- 03:52 Once you've got everything set up, you can simply click Send and
- 03:56 then everyone will be notified of the new meeting.
- 03:59 And we can see that on Tuesday at noon is our Policy Review meeting.
- 04:06 There's a link here to join the Team's meeting.
- 04:08 In some scenarios, you may have a phone number that people can dial in as well.
- 04:12 That's an add on feature to Teams that not everyone may have.
- 04:15 But if you do, you'll see that here.
- 04:18 In addition,
- 04:19 this message can be customized by the Office 365 administrator.
- 04:24 Shown here are some of the settings that you can modify.
- 04:27 An administrator can add a logo, a legal and
- 04:30 a help URL as well as text to be added to a footer for all of your meeting requests.
- 04:36 Keep in mind that meeting requests can go out to people who are not
- 04:39 part of your Team or your organization.
- 04:41 Therefore, these things can be very useful in those scenarios.
- 04:45 In the event that you want to cancel or
- 04:47 change the details of a meeting, just double click on the meeting, and
- 04:50 select cancel or edit the details, everybody will automatically be updated.
- 04:55 If you click Cancel a meeting,
- 04:56 people will receive a notification about the cancellation.
- 05:00 In this lesson, we've talked about scheduling Team meetings and
- 05:03 the Team's application or the web app.
- 05:05 To do that, you use the Team's calendar app to schedule meetings.
- 05:09 The app is automatically synchronized with Outlook so that you can
- 05:13 ensure your Outlook calendar and your Team's calendar are always in sync.
- 05:18 Send an invite to individuals and groups within your organization, and
- 05:22 importantly, you can send invitations to people outside of your company as well.
- 05:27 This particular setting is generally permitted in Teams
- 05:30 that may be disallowed by your organization.
- 05:33 You can use the scheduling system to find free times for everybody on the to list.
- 05:38 The meeting emails for
- 05:39 theTeam section can be customized by the Microsoft 365 administrator.
- 05:44 And after you've scheduled a meeting, you can edit the meeting or
- 05:47 delete the meeting and everybody will be notified.
- 05:50 In the next lesson we'll talk about Teams features that are of interest to people
- 05:54 who manage Team meetings.
Lesson notes are only available for subscribers.