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Schedule a meeting in advance using the Teams calendar. 

Quick reference

Schedule a Meeting

Schedule a meeting in advance using the Teams calendar. 

When to use

We schedule a meeting whenever we want to host a meeting on a specific date at a specific time in the future. 

Instructions

We've seen how we can initiate and join an on-demand meeting using Meet now.

However, we might want to schedule a meeting for a future date and time. For example, maybe we have a project meeting every Wednesday at 2pm.

We can schedule this in our Teams calendar and make it a recurring meeting. 

Schedule a Meeting

We schedule meeting from our Teams calendar. 

  • Click Calendar in the main navigation menu. 
  • Click on the date to schedule the meeting. 
  • Click the New meeting button. 

This will open a new meeting invite and we can add the meeting details. We need to give the meeting a descriptive name, add the required attendees, set the date and time, and add the meeting details. 

Recurring meetings

A recurring meeting is a meeting that occurs on a regular basis e.g. every Wednesday at 2pm. 

  • Click the drop-down arrow next to Does not repeat. 
  • Click Weekly. 
  • Select Wednesday. 
  • Choose an end date (if applicable). 
  • Click Save. 
Post to channels

Meetings can be posted to one or more channels. 

  • Click on Add channel. 
  • Select the channel or channels to post the meeting in. 

Once our meeting is set up, we can click the Send button. The meeting will be sent to the invitees to accept or decline and will be posted in the channels specified. 

Teams will automatically add a direct link to the meeting in the meeting details. 

Join a Scheduled Meeting

We can join a scheduled meeting in a few ways: from the channel, from the calendar, or from chat. 

Join from a Channel or Calendar
  • Open the meeting from the channel or from the calendar. 
  • Click the Join button in the top corner or click on the meeting link in the body of the meeting details. 

Edit a Meeting

We can edit any of the meeting details. If the meeting is a recurring meeting, we can choose to edit the series (all) or just this occurrence (single). 

  • From the calendar, click on the meeting. 
  • Click Edit. 
  • Click Edit occurrence. 
  • Make the required changes. 
  • Click Send Update. 

Hints & tips

  • Meeting details can be formatted using the formatting ribbon. We can add links, tables, images, and change the font style and color. 
  • Meeting participants will be notified when the meeting starts.
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  • 00:04 So far in this section, we've mainly been focusing on joining or
  • 00:08 starting ad hoc meetings, those meetings where you're maybe in a conversation,
  • 00:13 and you decide to very quickly join a call.
  • 00:17 But what about scheduled meetings?
  • 00:19 It might be that we have a project meeting every Wednesday, or
  • 00:24 maybe a full team meeting every Friday just before we go out for drinks.
  • 00:29 So in this lesson, I'm going to show you how you can create a scheduled meeting,
  • 00:35 and how you can join it.
  • 00:36 Now, to schedule a meeting, we need to jump into a part of Teams that
  • 00:40 we haven't really focused on as yet, and that is the calendar.
  • 00:45 So let's click on Calendar.
  • 00:47 As you might expect, it's showing us the entire working week.
  • 00:51 Now, if you don't particularly like this view, you can change it from Work week,
  • 00:55 to Day, to Week.
  • 00:57 So if I choose Week, that's just going to include Saturday and Sunday as well.
  • 01:02 Or I could simply switch it to Day.
  • 01:05 Now, I'm going to choose Work week for this.
  • 01:08 And I can switch between or
  • 01:09 jump to different months just by using this little drop-down just here.
  • 01:13 Now, notice in the top right-hand corner we still have a Meet now button, so
  • 01:17 we can jump into ad hoc meetings from our calendar as well.
  • 01:21 But we also have a New meeting button, and
  • 01:24 this is where we come if we want to schedule a meeting, or a webinar.
  • 01:30 Now, we're going to schedule a meeting.
  • 01:33 And the meeting that I want to schedule is one where we can brainstorm some ideas
  • 01:38 about a project, so I'm going to add that title.
  • 01:42 I can then choose when I want to schedule this meeting.
  • 01:44 So I'm actually going to do this today, so we can just pick it from the calendar.
  • 01:48 And we'll say, let's go for 4 o'clock until 4:30.
  • 01:54 Now, if this was a meeting which took place every week,
  • 01:57 such as a project meeting every Wednesday at 2 PM,
  • 02:00 I could choose to set this meeting up so it repeats at regular occurrences.
  • 02:05 So I could say here weekly on a Friday, and then I can choose a day
  • 02:10 where I want this to end, so maybe the 29th, and click on Save.
  • 02:16 I can then send this meeting out you particular channels.
  • 02:20 Notice when I click in here, it's bringing up all of my teams, and
  • 02:24 I can then choose which channels I want to send this out to.
  • 02:28 So I'm going to send this out the Northwind Traders General channel.
  • 02:32 I can add a location if I need to, and then type in the details for this meeting.
  • 02:37 And don't forget that when you're typing in a description for your meeting,
  • 02:42 you do have access to this formatting bar just above if you want to apply specific
  • 02:47 formatting to the text.
  • 02:48 Now, I'm happy with how that looks, so I'm going to click on Send,
  • 02:53 which is going to send an invite out to both Ben and Olivia.
  • 02:56 So now I can see that this meeting is in my calendar.
  • 03:00 And if I move to the next week, it's also in there for
  • 03:03 next week because I set up that recurrence.
  • 03:06 I'll also be able to find my meeting in the channel that I posted it to.
  • 03:11 So if we go back to Teams and click on at Northwind Traders > General,
  • 03:16 notice there is a meeting, and we can simply join it from there if we want to.
  • 03:22 So when it comes to joining this meeting, let's pretend it is 4 PM, I can
  • 03:28 choose to join from here by clicking the Join button in the top right-hand corner.
  • 03:33 Or alternatively, if I go back to my Calendar, I can reopen and
  • 03:38 join it from here.
  • 03:39 So if we click to reopen, notice I can join or I can edit.
  • 03:44 I can edit this occurrence or I can edit the entire series.
  • 03:49 So if I choose to edit the occurrence,
  • 03:51 it's going to open up those meeting details, and I can make changes.
  • 03:55 Maybe I want to change the title, or maybe I want to invite more people.
  • 04:00 So if I click up here, maybe I also want to invite James Lewis to this meeting.
  • 04:06 As soon as I make a change,
  • 04:08 the button in the top right-hand corner changes to Send update.
  • 04:12 Also notice in this meeting,
  • 04:14 we have a link that we can click on to directly join the meeting.
  • 04:19 So there's a few different ways that we can join scheduled meetings.
  • 04:23 We can join from within the channel, or
  • 04:25 we can open up the meeting in the calendar and join from there.
  • 04:29 Now, I'm going to choose to send update.
  • 04:33 So let's now pretend that it is 4 PM and we want to join this meeting.
  • 04:37 I'm going to open the meeting and just click on Join.
  • 04:41 I'm happy with my settings, so let's choose Join now.
  • 04:45 And this should all look very familiar because it is the same as ad hoc meetings.
  • 04:49 And I'm now in that meeting.
  • 04:51 Now, the other participants of the meeting will get a notification that I've started
  • 04:56 the meeting.
  • 04:57 And the meeting will change to a darker purple color in their calendar so
  • 05:00 they know the meeting has started.
  • 05:02 So I'm just going to wait for Olivia and James to join.
  • 05:06 And there we go, there's Olivia, always on time.
  • 05:10 So I'm going to sit here and wait for James to join.
  • 05:13 But that is really how simple it is to schedule a meeting in your calendar and
  • 05:19 join a scheduled meeting.

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