Schedule a meeting in Microsoft Teams (2024)

When you schedule a meeting in Outlook, it'll show up in Teams, and vice versa. Every meeting scheduled in Teams is automatically made into an online meeting.

Scheduling from Outlook? Learn how to add Teams to your Outlook meeting.

Note:Up to 1,000 invitees can join a Teams meeting and interact by using chat, audio, and video. Invitees can also join a meeting that already has 1,000 participants (up to 10,000) as view-only attendees.

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 arefree.

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

Add a dial-in number

Include a dial-in number and conference IDso 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, seeAdd a dial-in number for a meeting in Teams.

Assign categories to ameeting

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

Right-click an event in your calendar.
Select Categorize .
Select a color.

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

Note:Channel meetings can't be categorized.

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.

Create a meeting or open an existing one in your Teams Calendar.
Enter names in the Add required attendees field.
- If anyone is an optional attendee, selectOptional in the Add required attendees field and add their names.
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Type the person's full email address (ex: Joe@example.com).
Select Sendor 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:

Create a meeting or open an existing one in your Teams Calendar.
The meeting link will appear as a URL. Select Copyto 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 addingco-organizers, make sure the people you want to add are already added as required attendees and then follow the steps below:

Create a meeting or open an existing one in your Teams Calendar.
Make sure the people you want to add as co-organizers are invited to the meeting.
Select Options > More options.
In Roles , select their name(s) from the Choose co-organizers dropdown menu.
Select Save.

Note:To learn more, see Add co-organizers to a meeting.

Make it a channel meeting

Select New meeting .
Type the name of a channel in theAdd 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.

Note:When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel. This feature isn't available in private channels.

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 youat See all your meetings in Teams. Once that's done, you havea fewways to add events to thesharedcalendar.

InTeams , select the team you want to schedule meetings in.
In the top right corner, select the dropdown arrow next to Meet now .
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How to Set Up, Host, or Join a Zoom Meeting
Select Schedule a meeting .
Add other attendees who are outside the team you scheduled the meeting in.
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.

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.

Reschedule a meeting

In your Teams calendar, you can reschedule meetings and events you organized. To quickly update a meeting time, select in in your Teams calendar, drag it into a new timeslot, and drop it.

You'll be notified of invitees' availability before you update the meeting time.

You can also change the meeting time by opening the meeting details, choosing a new time, and selecting Send update. Attendees will automatically receive a notification with the updated time.

Set your Show As status in a Teams meeting

As an organizer, you can set the Show As status of the meeting in theaction bar. When participants RSVP, theirstatus will automatically reflect the status the organizer set.

As a participant, you can choose to set your individual status for the meeting through Show As independent of the status set by the organizer. The updated status will reflect on your calendar. The default Show As value for all the meetings an organizer schedulesis Busy.

You can set yourShow As status in several ways: