How To Schedule A Video Meeting In Microsoft Teams

p55668 Introduction cb9df7ff95 874235896As more of our day-to-day work shifts online, figuring out how to set up effective video meetings can feel like a technical minefield. Did you know, for instance, that with Microsoft Teams, you don’t need to be an IT expert to schedule your own virtual meeting? This handy guide is here to provide clear instructions on how to schedule a video meeting in Microsoft Teams from scratch.

Read on and soon you’ll be organizing smooth-running digital gatherings like a pro!

Key Takeaways

  • Logging in with your MSU NetID and Password, accessing the Calendar feature, and clicking on the “+” icon allows you to schedule a video meeting in Microsoft Teams.
  • You can add a dial – in number to your meetings for participants who cannot join online, but remember to configure Audio Conferencing for Teams before enabling this option.
  • Assigning categories to your meetings helps organize them easily in your calendar view based on their assigned categories such as project meetings or team huddles.
  • You can invite people outside your organization by simply entering their email address when scheduling the meeting or by adding them as a guest user. You can also invite participants by sharing a link with them.
  • Additional features and options include adding a co – organizer, making the meeting a channel meeting, scheduling meetings in a channel calendar, and setting your “Show As” status.
  • In the mobile app, you can schedule meetings using the Calendar icon at the bottom of the screen. External participants can be invited by sharing the meeting link with them. The app also offers features like polls and threads for enhanced collaboration.
  • Scheduling video meetings in Microsoft Teams is quick and easy, providing seamless communication and collaboration experiences for remote or office-based teams.

How to Schedule a Video Meeting in Microsoft Teams

p55668 How to Schedule a Video Meeting in Microsoft Teams 964c58d532 3866225953To schedule a video meeting in Microsoft Teams, start by logging in with your MSU NetID and Password, then click on the Calendar icon to access the scheduling feature.

Schedule a meeting through the app

Scheduling a meeting through the Microsoft Teams app is a straightforward process that offers convenience and flexibility. Here’s how you can do it:

  1. Start by launching the Microsoft Teams application on your device, be it a desktop or mobile.
  2. Once in the app, navigate to the Calendar tab located typically at the bottom of the screen.
  3. Click on the “+” icon to initiate a new meeting form.
  4. Create an informative title for your scheduled meeting, allowing participants to know what to expect from this event.
  5. Proceed to fill in essential details in the Meeting Information section such as participants’ usernames, date, and time of your planned meeting.
  6. Take advantage of the Scheduling Assistant feature that enables you to view everyone’s availability making it easier for you to select an appropriate meeting time.
  7. If there’s a need for a channel – specific discussion, head over to the Channel section and click on the video icon which will set up a new meeting specific only to your chosen channel.
  8. Finally, secure your event by clicking on “Schedule a Meeting” button.
  9. After finalizing your plans, make sure you share a link with necessary participants inviting them to join.

Add a dial-in number

Incorporating a dial-in number in Microsoft Teams meeting set-up allows participants to call into the session if they can’t join online. Initiate this feature when scheduling your meeting, either directly via Microsoft Teams or from Outlook.

It ensures inclusivity for all invitees regardless of their internet access or connectivity.

However, it’s crucial to have Audio Conferencing for Teams preconfigured before enabling the dial-in option. You can set up or modify the default audio conferencing phone number for an organizer through the Microsoft Teams admin center.

Notably, viewing assigned numbers for audio conferencing bridges is also accessible in this venue. Use the Calendar Meetings button in Teams to quickly enter any meeting by calling in, offering easy access and convenience for attendees.

Assign categories to the meeting

Assigning categories to a Microsoft Teams meeting is an efficient way to organize your online events. In the scheduling form, you can add a category by simply clicking on the drop-down menu next to the event type.

This function enables easy navigation and filtering of meetings in your calendar view based on their assigned categories — be it project meetings, team huddles, or client presentations.

By implementing categorization, participants can quickly identify and prepare for their upcoming virtual commitments in a well-structured manner within Microsoft Teams’ collaborative platform.

Invite people outside your organization

To invite someone outside your organization to a Microsoft Teams meeting, simply enter their email address in the attendees box when scheduling the meeting. This can be done by typing their full email address and pressing enter.

Once added, their email address will appear in a “bubble” confirming that they have been successfully included in the meeting. External users can also be invited to specific channels or teams within Microsoft Teams by selecting the option to add them as a guest user.

They can participate in meetings by clicking on the provided link or joining through the Teams app. It’s convenient and easy to collaborate with users outside your organization using Microsoft Teams’ flexible invitation options.

Invite people with a link

To invite people to a scheduled video meeting in Microsoft Teams, you can simply share a link with them. After entering the meeting name, you can obtain a shareable link by clicking on “Get a link to share.” This link can then be copied and shared with the individuals you want to invite.

When they click on the shared link, they will be able to join the scheduled video meeting in Microsoft Teams. It’s as easy as that!

Additional Features and Options for Scheduling Meetings

p55668 Additional Features and Options for Scheduling Meetings 3c192adeca 3726689608In addition to the basic scheduling features, Microsoft Teams offers several additional options for organizing and customizing your meetings. These include adding a co-organizer, making the meeting a channel meeting, scheduling meetings in a channel calendar, and setting your Show As status.

Adding a co-organizer

To enhance meeting management and coordination, Microsoft Teams allows users to add a co-organizer to their meetings. This feature provides additional options and capabilities for scheduling meetings.

Co-organizers in Teams have the ability to start a meeting and change the meeting time if needed. They also have certain permissions within the platform, allowing for smoother collaboration and control over meetings.

Adding a co-organizer involves setting up a Teams meeting in Outlook or in Teams, sending out the invite, and then selecting co-organizers in Meeting Options. However, it’s important to note that some users may encounter difficulties when adding a co-organizer in Teams, as this process can vary.

Making it a channel meeting

Users have the option to make a meeting in Microsoft Teams a channel meeting, which allows team members to join, view the agenda and conversation, and share files. This feature is especially useful for scheduling appointments in channels where all members have access.

To schedule a channel meeting, users can go to the Calendar tab, click on “New meeting,” and select the desired channel from the list. This ensures that everyone in the channel is included and can actively participate in the meeting.

Additionally, users can also add events directly to channel calendars by selecting “Add new event” at the top of the calendar and choosing a time slot.

Scheduling meetings in a channel calendar

You can easily schedule meetings in a channel calendar using Microsoft Teams. Here’s how:

  • Click on the Calendar tab in Microsoft Teams.
  • Select the channel you want to schedule the meeting for.
  • Click on + New meeting in the top – right corner of the calendar.
  • Fill in the details for your meeting, such as the title, date, and time.
  • Choose whether you want the meeting to be a recurring event or not.
  • Add any additional information or agenda for the meeting.
  • Select the participants you want to invite from your organization or external guests.
  • Specify whether you want to allow channel members to bypass lobby or not.
  • Adjust any other settings, such as audio and video preferences or recording options.

Setting your Show As status

To help manage your availability, Microsoft Teams allows you to set your “Show As” status for scheduled meetings. This feature lets others in your organization know if you are busy or available during a specific time slot.

By setting your Show As status, you can communicate whether you are in a meeting, away from your desk, or free for collaboration. It’s an excellent tool for promoting efficient communication and ensuring that everyone is on the same page regarding availability.

Scheduling a Meeting in Microsoft Teams Mobile App

To schedule a meeting in the Microsoft Teams mobile app, simply open the app and click on the Calendar icon at the bottom of the screen. From there, you can choose to create a new meeting by tapping on the “+” button or select an existing event to add a video call to it.

Read on to learn more about scheduling meetings and explore other features available in Microsoft Teams.

Steps to schedule a meeting using the mobile app

To schedule a meeting using the Microsoft Teams mobile app, follow these steps:

  1. Open the Microsoft Teams app on your mobile device.
  2. Tap on the Calendar icon located at the bottom of the screen.
  3. Click on the plus sign (+) in the top right corner to create a new meeting.
  4. Fill in the title of your meeting and select a date and time for it.
  5. Choose whether you want to make it a one – time meeting or a recurring one by selecting the appropriate option.
  6. Add participants to your meeting by typing in their names or email addresses in the “Participants” field.
  7. If you want to invite external participants who are not part of your organization, tap on “Add guests” and enter their email addresses.
  8. Optionally, you can enable features like polls and threads by toggling them on under “Meeting options.”
  9. Finally, tap on “Save” to schedule your meeting.

Inviting external participants

To invite external participants to a video meeting in Microsoft Teams, you can easily share the meeting link with them. Simply schedule the meeting in Teams and the meeting link will appear as a URL.

You can then copy and send this link to anyone outside your organization whom you want to invite. This allows them to join the meeting without needing an invitation email or a Teams account.

With Teams’ external access feature, you have the flexibility to chat and meet with people from other organizations effortlessly.

Exploring features like polls and threads


In conclusion, scheduling a video meeting in Microsoft Teams is quick and easy. With just a few simple steps, you can invite participants, set up audio and video settings, and start collaborating with your team.

Whether you’re working remotely or in the office, Microsoft Teams provides a seamless platform for efficient communication and collaboration. Start scheduling your next video meeting today and experience the convenience of Teams for yourself!