How To Set Up A Video Meeting In Microsoft Teams

p55741 Introduction 74e8a27a3d 405230793Are you still scratching your head about setting up a video meeting in Microsoft Teams? You’re not alone, as this is a common hurdle faced by many beginners. Let’s ease that stress! This article is going to be your guide, walking you step-by-step through scheduling and organizing a flawless virtual conference.

Ready to make video meetings more efficient? Then let’s get started!

Key Takeaways

  • Scheduling a video meeting in Microsoft Teams can be done through various methods, including using the calendar, team channels, chat messages, or the Teams application itself. Integration with Outlook is also available.
  • Adding a dial – in number to your Teams meeting allows participants to join via phone call, making it more accessible for those without access to a computer or internet connection.
  • Inviting people outside your organization to a video meeting in Microsoft Teams is simple and can be done by entering their email addresses in the attendees box when scheduling the meeting.
  • You can invite people to a video meeting by providing them with a link that they can click on to join directly from their web browser or Microsoft Teams app. Only share the link with those you want to attend.
  • To enhance collaboration and streamline meeting management, users can add co – organizers to their video meetings who have certain responsibilities such as scheduling and managing breakout rooms.
  • Setting up a channel meeting in Microsoft Teams allows all members of that specific channel to easily join and collaborate during the meeting. This is useful for discussions or updates within specific groups or teams.

Scheduling a Video Meeting in Microsoft Teams

p55741 Scheduling a Video Meeting in Microsoft Teams 41452353dd 2553263697To schedule a video meeting in Microsoft Teams, simply select “New Meeting,” add the necessary details, and click “Send” to add it to your calendar.

How to schedule a meeting

Scheduling a meeting in Microsoft Teams can be achieved through various ways. First, you could select “Add new event” at the top of the calendar and click and drag your cursor on the calendar to select a block of time. Alternatively, initiate scheduling by selecting “New Meeting” then clicking “Send,” which automatically adds the scheduled event to your calendar.

Adding a dial-in number

Setting up a dial-in number for a Microsoft Teams meeting allows participants to join the conversation seamlessly from their phones. Here is the step-by-step guide on how to add a dial-in number:

  1. Navigate your way to the Voice > Phone numbers section on Microsoft Teams.
  2. Choose a phone number that you wish to assign for your next meeting.
  3. Proceed with scheduling your meeting and integrate the chosen dial-in number in the meeting invite.
  4. Include a conference ID along with the assigned dial-in number, facilitating participants to call in during the time of the meeting.
  5. For added ease, create conferencing bridge settings which will aid your team members to stay connected effortlessly.
  6. Assign specific dial – in phone numbers for different meetings or teams within your organization if needed.
  7. Consider creating a default phone number as an alternative for callers trying to join a Microsoft Teams meeting.
  8. Use the call button at the bottom of your screen while setting up a Teams meeting; it’s where you can input and share your designated dial-in number.
  9. Audio conferencing must be enabled in order for participants to use dial – in numbers.

Inviting people outside your organization

In Microsoft Teams, inviting external participants to a video meeting is straightforward and user-friendly. Here are the steps:

  1. Navigate to Microsoft Teams and select the ‘Calendar’ tab located on the left sidebar.
  2. Click on the ‘New meeting’ button at the top right corner of your screen.
  3. Fill in necessary details for your meeting such as title, date, and time.
  4. In the attendees box, start entering the email addresses of external guests you’d like to invite to your meeting. Make sure to press enter after each email address entry.
  5. The email address will appear in a bubble format when successfully added.
  6. Continue this process until all desired guests have been added as attendees.
  7. Once satisfied with your guest list, click ‘Send’. This action will generate an invitation email that will be sent to all attendees, providing them with a link they can use to join your Microsoft Teams Meeting.

Inviting people with a link

To invite people to a video meeting in Microsoft Teams, you can easily provide them with a link. Here’s how:

  1. After scheduling the meeting in Teams, click on the “Meeting options” button.
  2. In the meeting options window, click on “Copy join link.”
  3. The link will be copied to your clipboard.
  4. You can now paste the link into an email or message to invite participants.
  5. Participants can simply click on the link to join the meeting directly from their web browser or Microsoft Teams app.

Adding a co-organizer

To enhance collaboration and streamline meeting management, Microsoft Teams allows users to add a co-organizer to their video meetings. Here’s how to do it:

  1. Edit the meeting options: As the meeting organizer, edit the meeting options by selecting “Meeting options” from the dropdown arrow on your scheduled meeting page.
  2. Choose co-organizers: Within the meeting options page, you’ll find a section where you can select co-organizers from your list of invitees. Simply check the box next to their name to assign them as a co-organizer.
  3. Grant additional responsibilities: Co-organizers have several responsibilities, including assisting in scheduling and managing the meeting. They can also create and manage breakout rooms on behalf of the organizer.
  4. Use Outlook or Teams platforms: The process of adding co-organizers can be done through both Outlook and Teams platforms. This allows for flexibility depending on which platform you prefer to use.
  5. Understand permissions and limitations: It’s important to note that while co-organizers have certain permissions, such as creating breakout rooms, they do not have the authority to change the meeting time unless granted by the organizer.
  6. Troubleshoot issues if needed: If you encounter any issues or limitations when trying to add a co-organizer in Teams, consider reaching out to technical support for assistance.

Setting Up a Video Meeting in Teams

p55741 Setting Up a Video Meeting in Teams f870bfd90d 3021972776To make a video meeting in Teams a channel meeting, simply select the desired channel when scheduling the meeting and all members of that channel will be invited.

Making it a channel meeting

To set up a video meeting in Microsoft Teams, you have the option to make it a channel meeting. Here’s how:

  • Navigate to the Teams channel for your meeting.
  • Select the Meet dropdown menu in the top-right corner.
  • Enter a name for your meeting in the video preview.
  • Click on “Meet now” to start the channel meeting.

Scheduling meetings in a channel calendar

To schedule meetings in a channel calendar, follow these steps:

  • Click on the calendar icon located on the left-hand menu in Microsoft Teams.
  • Select the desired team channel where you want to schedule the meeting.
  • Click on the “New Meeting” button at the top-right corner of the calendar view.
  • Enter the meeting title, date, start time, and duration.
  • Add any additional details or agenda in the description field.
  • Click on the “Scheduling Assistant” to check the availability of participants or find a suitable time slot.
  • Use the “Invite Attendees” button to add participants from your organization or external guests by entering their email addresses.
  • Enable options like “Allow Repeating Meetings” if needed.
  • Finally, click on “Send” to send out meeting invitations to all selected participants.

Using right-click for more options

  • Users can access additional options for setting up a video meeting in Microsoft Teams by right-clicking.
  • Right – clicking on a meeting in the Teams calendar allows users to access various options and settings.
  • By right – clicking, users can quickly schedule a meeting, modify meeting details, or manage participant settings.
  • This feature provides a convenient and efficient way to access and customize options for Teams meetings.
  • With just a simple right – click, users can easily navigate through different features and settings within Microsoft Teams.

Setting your Show As status in a Teams meeting

  • You can adjust your Show As status in a Teams meeting to let others know your availability or presence.
  • To change your Show As status, click on your profile picture in the top right corner of the Teams app and select “Settings”.
  • In the settings menu, go to the “General” tab and scroll down to find the “Show As” section.
  • Here, you can choose from options like “Available”, “Busy”, “Do Not Disturb”, or even create a custom status.
  • By setting your Show As status, other meeting participants will be able to see if you are available for discussion or if you prefer not to be disturbed.
  • It’s a helpful way to communicate your availability without having to constantly update others through messages or notifications.
  • Remember that setting your Show As status only applies during the scheduled meeting time and does not affect your overall availability in Teams.

Meeting Details and Additional Options

In this section, we will explore assigning categories to a meeting and how to access more options for help and customization. Keep reading to discover the hidden features of Microsoft Teams meetings!

Assigning categories to a meeting

Assigning categories to a meeting in Microsoft Teams is a useful way to organize and easily identify different types of meetings. Here are some steps to follow when assigning categories:

  1. Right – click on the event in the calendar.
  2. Select “Categorize” from the options.
  3. Choose a color that represents the category you want to assign to the meeting.
  4. The selected color will be applied to the event, making it easier to visually distinguish between different types of meetings.

Needing more help

If you find yourself needing more help with Microsoft Teams meeting options, there are resources available to assist you. You can access meeting options by going to the Calendar Meetings button and selecting a meeting.

Additionally, you can find helpful information within a meeting invitation or during a meeting itself. Microsoft Teams offers deployment resources for rolling out meetings and audio conferencing, as well as best practices for large meetings.

If you have specific questions or need assistance with customizing your video experience, connecting remote participants, or scheduling meetings, there is support available to guide you through the process.

Wanting more options

In addition to the basic meeting setup options, Microsoft Teams offers a variety of additional options for users who want more customization and control over their video meetings. These options include meeting customization, recording meetings, group calls, and different video call views.

Users can customize their meeting experience by changing default Teams meeting options in Outlook, allowing for more flexibility and control over settings. They can also record their meetings and group calls in Microsoft Teams to capture audio, video, and screen sharing activity for archiving or reviewing purposes.

Additionally, users have the ability to change the view on Microsoft Teams video calls to optimize their video experience according to their preferences and requirements. With these extra options at hand, users can tailor their video meetings in Microsoft Teams to suit their specific needs.

Meeting details

During a video meeting in Microsoft Teams, users have the ability to access and customize various meeting details. This includes assigning categories to a meeting for easy organization and filtering purposes.

Additionally, if users need more help during a meeting, they can access the “Need Help?” option for assistance. Furthermore, if participants want more options or settings during their video meeting experience, they can easily navigate to the “Meeting Options” button in the Teams calendar or from a meeting invitation.

These options allow users to adjust their video settings, record meetings and group calls, and personalize their overall video experience within Microsoft Teams.


In conclusion, setting up a video meeting in Microsoft Teams is a straightforward process that allows for seamless collaboration and communication. By following the steps outlined above, users can easily schedule, invite participants, and join meetings with just a few clicks.

With its user-friendly interface and comprehensive features, Microsoft Teams provides an efficient platform for hosting virtual meetings and fostering teamwork. So why wait? Start scheduling your next video meeting in Microsoft Teams today!