How to Schedule a Teams Meeting (Outlook & Teams)

Scheduling a meeting so participants receive invites, join links, and calendar entries.

 Instructions

1. Prerequisites

   • Microsoft 365 account with Exchange/Outlook access.

   • Teams desktop or Outlook desktop/web.

2. Schedule via Outlook (Desktop)

   1. Open Outlook → click New Teams Meeting on the Home ribbon.

   2. Fill in the To field (email addresses), Subject, Location (optional; Teams meetings default to “Microsoft Teams Meeting”).

   3. Choose Start time and End time.

   4. (Optional) Click Recurrence to make it a recurring meeting.

   5. Add any details or agenda in the email body.

   6. Click Send—participants will get an invite with a “Join Teams Meeting” link.

3. Schedule via Teams (Desktop)

   1. In Teams, click Calendar on the left pane → click New meeting (top right).

   2. In the scheduling form, fill in Title, Required attendees (type names or emails), and Date/Time.

   3. (Optional) Add Channel if you want the meeting to appear in a specific Team/Channel.

   4. Write meeting details or agenda, then click Save (or Send).

   5. Attendees receive an invite via email/Teams.

4. Scheduling on Mobile (iOS/Android)

   1. Open Teams → tap Calendar (bottom bar) → tap the + icon or New event.

   2. Enter Title, tap Add participants, set Date/Time, and (optional) Location or Channel.

   3. Tap Done (iOS) or Tick (Android) to send.

5. Managing Recurring Meetings

   • To change recurrence: open the meeting invite (Outlook or Teams), click Edit, adjust Recurrence pattern, then Save.

   • If you need to cancel a single occurrence, open that date’s invite, click Cancel, and choose Just this one.