Scheduling Teams Meetings

Quick reference

• 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.

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