How To Setup Microsoft Teams Meeting (2023)

Are you struggling to set up your Microsoft Teams Meeting? You’re not alone – it’s a common issue even for the tech-savvy. This blog provides an in-depth, step-by-step guide on everything from scheduling and managing attendees on both desktop and mobile, to configuring meeting settings and utilizing additional features.

Keep reading as we break down how to make your next Microsoft Teams Meeting seamless and efficient.

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Key Takeaways

Schedule a Microsoft Teams Meeting on your desktop by opening the Teams app, clicking on the “Calendar” icon, and filling in the details.
Invite participants and manage attendees on desktop by going to the calendar, clicking on “New meeting,” adding attendees’ names or email addresses, and using options like muting or removing participants during the meeting.
Configure meeting settings and features on desktop by opening the Teams app, clicking on the “Calendar” tab, setting up a new meeting with details and attendee preferences, customizing audio settings if desired, and sending out invitations.
Host instant meetings in Microsoft Teams by clicking on the “Meet Now” button in the navigation bar on desktop or tapping the calendar icon followed by “New Meeting” on mobile.

Scheduling a Microsoft Teams Meeting

To schedule a Microsoft Teams Meeting, first, open the Teams app on your desktop and click on the “Calendar” icon in the navigation bar.

Creating a scheduled meeting on desktop

Let’s jump into how to set up a planned meeting on Microsoft Teams from your computer.

First, open the Microsoft Teams app on your desktop.
On the left side of Teams, find and click the Calendar Meetings button.
This will open a new window where you can create your meeting.
Click on “+ New meeting” at the top right corner of your screen.
Enter all the details for your meeting like date, time, and title.
If you want only certain people to join, use the option to require registration.
This can be for people within your organization or guests from outside.
Once you’ve filled all the details, click “Send” to schedule it.

Inviting participants and managing attendees on desktop

Planning a Microsoft Teams Meeting on your desktop needs you to invite participants and manage who attends. Here are the steps to get it done:

Open the Microsoft Teams app.
Go to the calendar on the side menu.
Click “New meeting” at top right corner.
Give your meeting a title in the pop – up form.
Use the “Add required attendees” or “Add optional attendees” box to invite people.
Use the Scheduling Assistant feature if you need help finding a time that fits everyone’s schedule.
Click “Send” to send out your invites.

Hover over any person’s picture or icon during a meeting.
Click “More options” (three dots).
Choose what you want to do, like mute them or remove them from the meeting.

Configuring meeting settings and features on desktop

Setting up a meeting on desktop is quick with Microsoft Teams.

Start by opening the Teams app on your computer.
Click on the “Calendar” tab to see your scheduled meetings.
To set up a new meeting, click on “New Meeting”.
Type in the name of the event and choose a time slot.
You can add details about the meeting in the “Details” section.
Add people to your meeting by typing their names in the “Add required attendees” field.
Set who can join your meeting by adjusting preferences under “Meeting options”.
Customize your meeting further by configuring features such as audio settings.
Once done, click on “Send” to send out invitations.

Creating a scheduled meeting on mobile

To create a scheduled meeting on your phone using Microsoft Teams, go to the Calendar Meetings button on the left side of the app.
Select the scheduled meeting you want to set up.
The meeting link will appear as a URL for participants to join.
If you’re using the free version of Microsoft Teams, tap the Meet option at the top of the Chat tab and then choose Calendar.
Enter the necessary details like date, time, and names of attendees.

Inviting participants and managing attendees on mobile

To invite participants and manage attendees on mobile for a Microsoft Teams meeting, follow these steps:

Open the Microsoft Teams app on your mobile device.
Tap on the “Calendar” tab at the bottom of the screen.
Tap on the “+” button to create a new meeting.
Fill in the meeting details, such as the title, date, and time.
To invite participants, tap on the “Add required attendees” box and start typing their names or email addresses.
You can also tap on the “Add optional attendees” box to invite additional people if needed.
After adding attendees, tap on the checkmark or “Done” button to save your changes.
If you need to manage attendees during the meeting, tap on the meeting in your calendar and select “Meeting options.”
From there, you can control who has presenter or attendee access, mute participants, and more.
Additionally, you can share the meeting join info with presenters by locating it at the bottom of the meeting event in your calendar.

Configuring meeting settings and features on mobile

To configure meeting settings and features on your mobile device in Microsoft Teams, follow these steps:

Open the Teams app on your mobile device.
Tap on the Calendar Meetings button located at the bottom of the screen.
Select the meeting you want to configure, or tap on “Schedule a meeting” to create a new one.
Once you have opened the meeting, tap on “Meeting options” to access the settings.
In the Meeting options menu, you can adjust various preferences and capabilities for your meeting.
Customize your meeting settings by toggling different options such as allowing anonymous users to join, setting up meeting invitations, and enabling or disabling the meeting lobby.
You can also manage devices and view meeting details by going to the Teams Admin Center on Windows devices and selecting “Manage Teams Rooms.
In addition to configuring individual meetings, you can modify default meeting settings, change lobby settings for all meetings, specify users allowed to present in meetings, and customize meeting policies in Microsoft Teams.

Hosting Instant Meetings in Microsoft Teams

To host an instant meeting on desktop, simply click on the “Meet Now” button in the navigation bar and provide a meeting title before starting. On mobile, tap the calendar icon and select “New Meeting” to begin hosting instantly.

Hosting an instant meeting on desktop

To host an instant meeting on your desktop in Microsoft Teams, follow these steps:

Select the “Meet now” option located in the Calendar on the left side of Teams.
Choose whether to turn on or off your camera and microphone for the meeting.
Invite participants by clicking on “People” and selecting the contacts you want to invite from your list.
If needed, adjust the meeting settings by clicking on “Show meeting options.”
To start the meeting, click on “Join now.”
Once in the meeting, you can share your screen, add audio or video, and manage participants using the in-meeting controls.

Hosting an instant meeting on mobile

To host an instant meeting on your mobile device, follow these steps in Microsoft Teams:

Open the Teams app on your mobile device.
Go to the Calendar tab.
Tap on “Meet now” to start an instant meeting.
Choose whether to meet in a specific channel or without a channel.
Select the participants you want to invite by entering their names or email addresses.
Tap on “Start meeting” to begin the instant meeting.

To start an instant meeting on mobile, go to the Calendar tab and select “Meet now”.
In the free version of Microsoft Teams, you can create an instant meeting by tapping on the “Meet” option in the Chat tab or tapping on your profile picture and selecting “Calendar”.

Scheduling Advanced Microsoft Teams Meetings

To schedule more advanced Microsoft Teams meetings, you can create a channel meeting on your desktop or schedule a live event. Additionally, you can use Microsoft Outlook to easily schedule and manage your Teams meetings.

Creating a channel meeting on desktop

To create a channel meeting on your desktop in Microsoft Teams, follow these steps:

Open Microsoft Teams on your desktop.
Navigate to the channel where you want to schedule the meeting.
Click on the “Meetings” tab at the top of the channel.
Select the “Schedule a Meeting” button.
Fill in the details for your meeting, such as the title, date, time, and duration.
Choose whether you want to make it a recurring meeting or not.
Optionally, add a description and any attachments that may be relevant for the meeting.
Select the appropriate meeting options and settings based on your preferences or requirements.
Once everything is filled out, click on the “Save” button to schedule your channel meeting.

Scheduling a live event on desktop

To schedule a live event on desktop using Microsoft Teams:

Go to the Meetings tab and click on “Schedule a Meeting.”
Set the date, time, and duration for your live event.
Choose whether you want to invite specific people or allow anyone with the event link to join.
Customize the settings for your live event, such as enabling or disabling attendee video and audio.
Add a title, description, and location for your live event to provide attendees with information.
Select the channel in which you want to schedule the live event or create a new one.
Click on “Save” to finalize your live event schedule.

Using Outlook to schedule a Teams meeting

To schedule a Teams meeting using Outlook, follow these steps:

Open Outlook on your computer.
Click on “New Items” in the top menu.
Select “Teams Meeting” under the Home tab.
A new meeting invitation will appear with the Teams meeting details already filled in.
Enter the email addresses of the participants in the “To” field.
Add a subject for your meeting in the subject line.
Choose a date and time for your meeting by clicking on the calendar icon.
Customize any other meeting settings or features you want to include.
Click “Send” to invite participants to your Teams meeting.

You can schedule a Microsoft Teams meeting directly from Outlook.
In Outlook, select “New Items” and then choose “Teams Meeting” under the Home tab to create a new Teams meeting.
To set up an online meeting in Outlook, select “New Meeting” on the Home tab and add online meeting information by choosing “Teams Meeting” or “Skype Meeting”.

Step by Step Guide on How to Start a Microsoft Teams Meeting

To start a Microsoft Teams meeting, follow these steps:

Open the Microsoft Teams app on your computer or mobile device.
Sign in with your Microsoft account or work/school account.
In the left – hand menu, click on “Calendar” to access the Calendar tab.
Click on the “New Meeting” or “Schedule a Meeting” button, depending on your version of Teams.
Fill in the meeting details, such as the date, time, and title of the meeting.
Optionally, you can add a description and set a recurrence for regular meetings.
Choose the participants you want to invite by typing their names or email addresses in the “Add required attendees” field.
If desired, you can also add optional attendees and specify whether they are required to attend or not.
Select any additional options for your meeting, such as enabling video or audio conferencing.
Once you’re done with all the settings, click on the “Send” or “Save” button to schedule the meeting.

Additional features and tips for Microsoft Teams Meetings

Customize your Teams background to add a professional touch or show off your personality, easily add participants to the meeting by using the in-meeting controls, and take advantage of the various options available during a meeting for seamless collaboration.

Customizing your Teams background

You can personalize your Microsoft Teams meetings by customizing your background. This feature, introduced in June 2020, allows you to change the image displayed behind you during video calls.

By uploading your own images or choosing from pre-designed options, you can add variety and creativity to your meetings. Custom backgrounds not only let you express yourself but also create a more engaging atmosphere for team members.

It’s an easy way to lighten the mood and make everyone feel more comfortable. With the flexibility to change backgrounds before or during a meeting, you have the power to set the tone and enhance team collaboration.

Adding members to Microsoft Teams meetings

You can easily add members to your Microsoft Teams meetings. Here’s how:

Go to the team name in the teams list.
Click on More options.
Start typing the name of the person you want to add.
Select their name from the search results to add them as a member.

Managing participants during a meeting

During a Microsoft Teams meeting, you can easily manage the participants and control their activities. Here are some ways to do it:

Mute or unmute participants’ audio as needed.
Turn on or off participants’ video feeds.
Remove participants from the meeting if necessary.
Allow or prevent participants from sharing their screens.
Give certain participants presenter or attendee roles.
Use the chat feature to communicate with individual attendees or the entire group.
Enable live captions for better accessibility.
Record the meeting for future reference.

In-meeting controls and options

During a Microsoft Teams meeting, there are various controls and options that you can use to enhance your virtual meeting experience. Here are some of the key features and tips:

Show or hide all participants in the meeting
Show or hide the meeting conversation to focus on the discussion
Use reactions like applause or thumbs up to express yourself during the meeting
Create breakout rooms for smaller group discussions or activities
Add an app to enhance collaboration and productivity during the meeting

Customizing your Teams background to add a personal touch or maintain privacy
Adding members to the meeting if you need someone to join in the discussion later
Managing participants during the meeting, such as muting/unmuting their audio or video, removing participants, and controlling permissions
Exploring in – meeting controls and options like screen sharing, recording meetings, raising hand feature, etc.

Conclusion

Setting up Microsoft Teams meetings is a breeze with these simple steps. Whether you’re scheduling a meeting on your desktop or mobile, inviting participants, or customizing meeting settings, Microsoft Teams has got you covered.

With its user-friendly interface and helpful features, hosting and managing virtual meetings has never been easier. So why wait? Start setting up your next Teams meeting today and enjoy seamless collaboration with your team!