How To Create A Microsoft Teams Meeting

Are you bewildered trying to figure out how to create a Microsoft Teams meeting? Fact is, with remote work becoming more prevalent, mastering this skill has never been more crucial.

This comprehensive guide will walk you through the steps of scheduling your own Teams meetings effortlessly – from using Outlook Calendar to sharing invite links and so much more. Ready for simpler virtual meet-ups? Let’s dive in.

Key Takeaways

  • Scheduling a Microsoft Teams meeting is easy and can be done through the Calendar tab in Teams or via Outlook Calendar.
  • You can enhance your Microsoft Teams meetings by adding a dial – in number, assigning categories to meetings, inviting people outside your organization, and sharing meeting links.
  • Adding a co – organizer to your Teams meeting helps distribute tasks and ensure smooth management of the meeting.
  • Channel meetings in Microsoft Teams allow for team – wide discussions within a specific channel, while scheduling meetings in a channel calendar provides convenience and organization.

Scheduling a Microsoft Teams Meeting

To schedule a Microsoft Teams Meeting, simply click on the “Calendar” tab in the left-hand menu and select “Schedule a meeting” or access the Scheduling Assistant tab in the new meeting scheduling form.

Schedule a meeting in Microsoft Teams

Scheduling a meeting in Microsoft Teams is an easy process designed to foster efficient team collaboration. To begin, navigate to the ‘Teams’ tab on the left-side panel and select the team in which you plan to schedule the meeting. Within the chosen team, proceed to the “General” channel and follow these steps:

  1. Click on the “Meet” button located in the top – right corner of your screen.
  2. A dropdown will appear; select “Schedule a meeting.”
  3. You will be directed to a new page where you can give your meeting a title, invite participants, and add meeting details.
  4. Use Scheduling Assistant feature – it helps find a time that works best for all participants.
  5. Remember to assign an appropriate category for your meeting; this makes it easily identifiable and more organized.
  6. For larger or external meetings, consider adding dial – in numbers; this provides alternate ways for participants to join in.

Add a dial-in number

Making your Microsoft Teams meetings more accessible and convenient for participants is possible by adding a dial-in number. Here’s how you can do this:

  1. First, open your Teams app and click on the Calendar Meetings button located on the left side of the interface.
  2. Select the meeting to which you intend to add a dial – in number.
  3. Tap on the chosen meeting or notice, then click “See details.” Here, you’ll find the option to add a dial-in number.
  4. Alternatively, if you’re scheduling via Outlook, including a dial – in number becomes an automatic process.
  5. Configure your audio conferencing bridge settings as part of setting up audio conferencing for Microsoft Teams.
  6. To assign phone numbers for leading meetings in Teams – go into the admin center under Meetings > Conference bridges.
  7. If callers need a predetermined phone number to join your Teams meeting, create one using the default settings available in Microsoft Teams.
  8. According to related online searches, enabling the dial-in option in a Microsoft Teams meeting helps widen access, particularly for those without high-speed internet connectivity.
  9. Look out for missing call-in numbers issues reported by some users – ensure to provide clear instructions about joining via phone when creating invites.
  10. Remember that accessing Teams dial – in numbers and audio conferencing may require specific licensing requirements from Microsoft.

Assign categories to a meeting

In Microsoft Teams, categorizing meetings can significantly streamline your planning and organization. Here’s how to assign categories to a meeting:

  1. Launch the Microsoft Teams app on your device and navigate towards the Calendar tab.
  2. Click on ‘New Meeting’ to schedule an upcoming session.
  3. In the scheduling form, you’ll see various fields such as title, attendance list, and meeting details. It also includes a section for assigning categories to your planned meeting.
  4. To assign a specific category, right – click on the desired calendar appointment or event in Teams.
  5. A dropdown menu will appear showing different color – coded categories.
  6. Select one that suits your requirements best and helps distinguish this particular meeting from others within your calendar.
  7. Balancing the color coding of appointments with proper usage of the Scheduling Assistant feature aids in finding the most suitable time slots for all participants.

Invite people outside your organization

You can easily invite people outside of your organization to join your Microsoft Teams meeting. Here’s how:

  • Type the email addresses of the external participants in the attendees box when scheduling the meeting.
  • Integrate HubSpot with Microsoft Teams to send meeting links to contacts, including those outside your organization.
  • Share a meeting invite link with external participants, allowing them to join your Microsoft Teams meeting.
  • Guest users are also able to participate in Microsoft Teams meetings, making it even easier to collaborate with individuals from different organizations.
  • With Zoom integration, you can leverage Zoom features like Team Chat, Meetings, and Phone within Microsoft Teams, allowing for seamless communication with external participants.
  • When running a Teams meeting, anyone with an email address, regardless of whether they are part of your organization or not, can join in on the conversation.
  • If you already have a scheduled Microsoft Teams meeting and want to add someone from outside your organization, simply include their email address and invite them to participate.

Invite people with a link

You can easily invite people to a Microsoft Teams meeting by sharing a link. Here’s how:

  1. Create the meeting in Microsoft Teams by selecting the Calendar tab and clicking the New Meeting button.
  2. Fill out the necessary details for the meeting, including the title, date, and time.
  3. Once you’ve filled out the details, click on “Add required attendees” or “Add optional attendees” to invite people to the meeting.
  4. Instead of directly adding attendees’ email addresses, you can choose to invite them with a link.
  5. To do this, click on “Copy invitation” located under the attendees section.
  6. A pop-up window will appear with a pre-generated meeting invitation that includes all relevant information about the meeting.
  7. Copy the meeting link provided in the invitation by selecting it and pressing Ctrl+C (Windows) or Command+C (Mac).
  8. Share the copied link with your desired attendees through email, chat platforms, or any other preferred method of communication.

Add a co-organizer

To make your Microsoft Teams meetings more efficient and organized, you can add a co-organizer to help manage the workload. Here’s how:

  1. Access the meeting options when scheduling a Microsoft Teams meeting.
  2. Look for the “Choose co – organizers” dropdown menu.
  3. Select the person you want to assign as a co – organizer from your team or organization.
  4. The co – organizer will receive an invitation to join the meeting as a collaborator.
  5. Once they accept, they will have access to manage various aspects of the meeting.

Make it a channel meeting

To make it a channel meeting in Microsoft Teams, follow these steps:

  • Schedule a meeting in Microsoft Teams and select the channel you want to hold the meeting in.
  • By choosing a channel, all members of that team will be able to join the meeting.
  • When you create a channel meeting, it automatically appears on the channel’s calendar for easy access.
  • As the organizer, you can send out invitations to notify participants about the upcoming channel meeting.
  • During the meeting, participants can collaborate and chat within the specific channel.
  • Channel meetings are ideal for team – wide discussions or when you want everyone on your team to be included.

Schedule meetings in a channel calendar

Channel calendars in Microsoft Teams provide a convenient way to schedule meetings within a specific channel. Here’s how you can schedule meetings in a channel calendar:

  1. Access the channel calendar: Open Microsoft Teams and navigate to the desired channel. On the left-hand side, click on the “Calendar” tab to access the channel calendar.
  2. Create a new meeting: Click on the “+” icon or select an available time slot in the calendar to create a new meeting.
  3. Set meeting details: Enter the title and description of your meeting in the provided fields. Specify the start and end times for the meeting.
  4. Invite participants: Add participants to your meeting by typing their names or email addresses in the “Add required attendees” field. You can also add optional attendees if necessary.
  5. Choose a location: Select an appropriate location for your meeting from the “Location” dropdown menu.
  6. Specify reminders and other options: Set reminders for your meeting by selecting an option from the “Reminder” dropdown menu. You can also choose whether you want this meeting to repeat, have a specific category, or require RSVPs.
  7. Save and send invitations: Once you have filled in all relevant information, click on “Save” to schedule your meeting in the channel calendar. Invitations will be automatically sent to all attendees within that channel.
  8. View scheduled meetings: To view all scheduled meetings within a channel, simply navigate back to the channel calendar and browse through the upcoming events.

Set your Show As status in a Teams meeting

To set your Show As status in a Teams meeting, follow these simple steps:

  • Open Microsoft Teams and navigate to the Calendar tab.
  • Click on the date and time you want to schedule the meeting.
  • In the scheduling form, give your meeting a title and enter any necessary details.
  • Under the “Show As” section, select your desired status from the drop – down menu. Options include “Free,” “Busy,” “Out of Office,” and more.
  • Adjust the duration of your status if needed.
  • Click on the “Invite” button to add participants to your meeting.
  • Once you have finished setting up your meeting, click on the “Send” button to invite attendees.

Creating a Microsoft Teams Meeting from Outlook Calendar

To create a Microsoft Teams Meeting from Outlook Calendar, simply schedule the meeting using the Microsoft Outlook application and then share a link to the meeting with participants.

You can also start an instant meeting by selecting “Meet now” in the Calendar tab. Additionally, you have the option to customize your Teams background, add members to the meeting, view everyone in attendance, and control what you see during the meeting.

Schedule a Teams meeting via Microsoft Outlook

To schedule a Teams meeting via Microsoft Outlook, follow these simple steps:

  1. Open the Outlook desktop app and switch to the calendar view.
  2. In the calendar view, click on the “New Event” button in the Home tab.
  3. Fill in the meeting details, such as the date, time, and participants’ names or email addresses.
  4. Click on the “Add Teams Meeting” button in the toolbar at the top of the event window.
  1. A unique Teams meeting link will be generated automatically and added to your meeting invitation.
  2. Customize any additional meeting settings or options if needed.
  3. Click on the “Send” button to send out your meeting invitation.

Creating and sharing a link to a meeting

To create and share a link to a meeting in Microsoft Teams, follow these simple steps:

  1. Open the Microsoft Teams application and go to the Calendar section.
  2. Click on “Meet Now” to create a new meeting.
  3. Enter a meeting name that accurately reflects the purpose of the meeting.
  4. Once you’ve entered the meeting name, click on “Get a link to share” to generate the link.
  5. Copy the link that appears and share it with the participants you want to invite to the meeting.

Using a scheduled meeting

To create a Microsoft Teams meeting, you can easily use the option of a scheduled meeting. Here’s how to do it:

  1. Open Outlook and switch to the calendar view.
  2. Select “New Items” on the Home tab, and then choose “Teams Meeting.”
  3. Choose the account you want to use for scheduling the meeting.
  4. Fill in the required details in the scheduling form, such as a title for your meeting, the people you want to invite, and any additional meeting information.
  5. Utilize the Scheduling Assistant feature to find a suitable time for everyone attending the meeting.
  6. Once all details are entered, click on “Send” to schedule your Microsoft Teams meeting.

Meet now and get a link to share

To instantly start a Microsoft Teams meeting and obtain a link to share, follow these steps:

  1. Open the Teams application and navigate to the Calendar section.
  2. Click on the “Meet now” button located at the top right corner of the screen.
  3. Enter a name for your meeting in the provided field.
  4. Once you have entered the meeting name, click on “Get a link to share.”
  5. A unique link for your meeting will be generated.
  6. Copy the link and share it with others whom you want to invite to the meeting.

Meet now and start a meeting

To instantly start a meeting in Microsoft Teams, follow these steps:

  • Open Microsoft Teams and go to the Calendar on the left side of the screen.
  • Select “Meet now” at the top of the calendar.
  • Choose whether you want to use your camera and microphone during the meeting.
  • Click on “Join now” to start the meeting immediately.
  • Once the meeting starts, you can share your screen, chat with participants, and collaborate on documents.
  • You can start a meeting in Microsoft Teams without scheduling it in advance.
  • Meeting participants can join by clicking on the link or by dialing in using their phone.
  • You can invite people from outside your organization to join a “Meet now” meeting by sharing the meeting link with them.

Additional Features in Microsoft Teams Meetings

In Microsoft Teams meetings, you can customize your background, add members to the meeting, view everyone in the meeting, choose what you want to see, and have access to various in-meeting controls.

Customizing your Teams background

Customizing your Teams background is a great way to personalize your Microsoft Teams meetings and make them more engaging. Here are some features and options to consider when customizing your Teams background:

  1. Personalized meeting backgrounds: Upload custom images or select from pre-designed options to display as your background during a Teams meeting.
  2. Virtual background options: Choose from a variety of virtual backgrounds, including scenic landscapes, professional office settings, or fun and creative designs.
  3. Enhanced video backgrounds: Use the background blur feature to minimize distractions and keep the focus on you during the meeting.
  4. Adjustable meeting environment: Change your Teams background image before or during a meeting to suit your preferences or create visual themes for different occasions.
  5. Customized video conferencing backgrounds: Admins can upload company logos or other branded visuals as custom backgrounds for all participants in a Teams meeting.
  6. Fun and engaging virtual backgrounds: Spice up your meetings with themed backgrounds that match the occasion, such as holidays, birthdays, or team celebrations.
  7. Customizable meeting settings: Explore additional options in the Teams settings menu to fine-tune your background customization experience.

Adding members to Teams meetings

To include team members in a Microsoft Teams meeting, follow these steps:

  1. Go to the team name in the teams list and click on the “More options” button.
  2. Click on “Add members” from the drop – down menu.
  3. In the search bar, type the name or email address of the person you want to add.
  4. Select the person from the search results and click on “Add” to include them in the meeting.
  5. Repeat these steps for each team member you want to invite.

Viewing everyone in a Teams meeting

To ensure everyone is visible and engaged during a Microsoft Teams meeting, you can take advantage of the following features:

  • Pinning meeting participants: By pinning specific participants, you can keep their video feeds visible at all times, even if they are not currently speaking. This feature is useful when you want to give certain individuals more prominence or if you need to closely follow someone’s reactions.
  • Docking feature in meetings: With the docking feature, you can move the meeting controls and participants’ video feeds to different areas of your screen. This allows for a customized view that suits your preferences and helps you focus on the content or participants that matter most to you.
  • Spotlight feature in meetings: The spotlight feature enables organizers to spotlight a particular participant’s video feed for all attendees. This is especially useful when one person is presenting or leading a discussion, as it ensures their video takes center stage for everyone.
  • Accessing scheduled meetings in Teams: Within Microsoft Teams, you can easily access a list of all your scheduled meetings by clicking on the “Meetings” tab. This provides an overview of upcoming meetings, including details like participants and dial-in numbers.
  • Inclusive meeting experiences: Microsoft Teams offers various features aimed at making meetings more inclusive. For example, users can enable live captions and translations during meetings, ensuring accessibility for people with hearing impairments or those who speak different languages.

Choosing what you want to see in a Teams meeting

To customize your view in a Microsoft Teams meeting, you have the ability to choose what you want to see. Here are the options available:

  1. Pinning: Pinning allows you to highlight specific participants in your meeting. You can pin up to 7 participants, making it easier to focus on their video feeds.
  2. Docking: With docking, you can keep the meeting window open while working on other tasks. This way, you can stay engaged in the meeting without losing sight of your work.
  3. Spotlight: The Spotlight feature enables you to spotlight a particular participant’s video feed for everyone in the meeting. This is useful when someone is presenting or speaking and you want them to be the main focus.
  4. Show participants: By selecting the Show participants icon, you can see all attendees in your meeting controls. This makes it simple to keep track of who’s present and actively participating.
  5. Choose what you want to see: You have control over what appears on your screen during a Teams meeting. You can switch between different layouts such as Gallery view (displaying multiple video feeds) or Together mode (simulating an in-person setting).

In-meeting controls and what you can do in Microsoft Teams

During a Microsoft Teams meeting, you have access to a range of in-meeting controls that enhance your collaboration experience. These controls allow you to manage the meeting efficiently and interact with participants seamlessly.

You can mute or unmute yourself and others, turn on video for visual engagement, raise your hand to ask questions or provide input, and even chat with other participants for real-time collaboration.

Additionally, you can share your screen to present documents or applications, use virtual whiteboards for brainstorming sessions, and record the meeting for future reference. With these powerful features at your fingertips, Microsoft Teams ensures that every participant has the tools they need to make meetings productive and engaging.


In conclusion, creating a Microsoft Teams meeting is quick and easy. Whether you schedule it in Teams or through Outlook Calendar, you have full control over the details and can invite people both within and outside your organization.

With additional features like customizing backgrounds and in-meeting controls, Microsoft Teams meetings provide a seamless virtual collaboration experience for teams everywhere. Start hosting efficient and productive online meetings with Microsoft Teams today!

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.