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How to Set Up a Teams Meeting

How to Set Up a Teams Meeting

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Microsoft Teams meetings can be created in three main ways:

  1. Schedule in Teams (best for channel/project meetings).
  2. Schedule in Outlook (best for calendar invites to internal/external people).
  3. Meet now (instant call, no calendar entry needed).

1) Schedule a meeting in Teams (desktop or web)

A) From Calendar

  1. Open Teams → left sidebar Calendar.
  2. Click New meeting (top-right).
  3. Fill in:
    • Title (clear and searchable, e.g., “Q3 Marketing Review”).
    • Required attendees (type names or emails).
    • Date and time (toggle All day if needed).
    • Repeat (None / Daily / Weekly / Custom).
    • Location (leave blank—Teams adds the online link automatically).
    • Description/Agenda (bullets + documents links).
  4. (Optional) Click Scheduling Assistant to find a time that works.
  5. Click Save/Send. Attendees get an invite with the Join link.

B) Channel meeting (posts to a Team channel)

  1. Same New meeting form → Add channel (e.g., Marketing ▸ General).
  2. Do not add individuals unless some are external; channel members will see it automatically.
  3. Send. A post appears in the channel with the Join button and chat history stays with the channel.

2) Schedule a Teams meeting in Outlook

Use Outlook if you live in your calendar or need a classic email invite.

Outlook for Windows or Mac (desktop)

  1. Open Outlook Calendar → New Meeting (or New Event).
  2. Click Teams Meeting (adds the online link).
  3. Add Title, Required/Optional attendees, Date/Time, Body/Agenda.
  4. Send.

Outlook on the web

  1. Go to Outlook → Calendar → New event.
  2. Toggle Teams meeting to On.
  3. Add details → Send.

3) Start an instant Meet now in Teams

For quick huddles without scheduling:

  1. In Calendar, click Meet now (top-right).
  2. Name the meeting → Start meeting.
  3. Invite people via Share invite or People → Invite.

4) Set Meeting options (lobby, presenters, recording)

After you create the meeting, open it in your calendar and click Meeting options (or the link in the invite). Key settings:

  • Who can bypass the lobby?
    • People in my org (default), Everyone, or Only me and co-organisers.
    • Tip: Use Only me/co-organisers for external webinars.
  • Who can present?
    • Only me, Specific people, People in my org, or Everyone.
    • Tip: For structured meetings, set Only me and promote speakers to Presenter during the call.
  • Allow meeting chat? On / In-meeting only / Off.
  • Allow mic/camera for attendees? Useful for webinars or classrooms.
  • Record automatically? Optional (check policy).
  • Q&A (webinar-style managed questions).
  • Co-organisers: Add trusted colleagues who can manage lobby/recording.

Click Save.

5) Before the meeting: best-practice prep (2–5 minutes)

  • Test audio/video: In Teams, your profile > Settings > Devices > Make a test call.
  • Background: Choose a clean background or Blur.
  • Files ready: Upload to the meeting chat or the channel beforehand.
  • Presenter mode: If screen-sharing, decide Window vs Screen; for slides, use PowerPoint Live (better controls, notes view, accessibility).
  • Roles: Confirm who’s Presenter vs Attendee in Meeting options.

6) During the meeting: controls you’ll use

  • Mute/Camera: bottom toolbar.
  • Share: choose Screen/Window/PowerPoint Live; include Computer sound if sharing video.
  • Participants: admit from lobby, change roles, mute all.
  • More (…):
    • Record / Transcribe (if policy allows).
    • Meeting options (quick adjustments).
    • Turn on captions.
  • Chat: share links, files, and action items.
  • Reactions: quick feedback without interrupting.

7) Breakout rooms (optional)

Great for workshops and training.

  1. In the meeting, click Breakout rooms icon.
  2. Choose the number of rooms and Automatically or Manually assign people.
  3. Open rooms; move attendees between rooms as needed.
  4. Close rooms to bring everyone back.

8) After the meeting: follow-up

  • Recording & transcript: available in the meeting chat (stored in OneDrive/SharePoint).
  • Attendance report: open the meeting in the calendar → Attendance.
  • Notes & files: remain in the chat or channel thread for later reference.
  • Actions: post a summary message with decisions, owners, and deadlines.

9) Mobile (iOS/Android): schedule or join on the go

Schedule

  1. Open Teams app → Calendar → +.
  2. Add Title, Attendees, Time, (optional) Channel, Description.
  3. Done/Send.

Join

  • Tap the event in Calendar → Join.
  • Use Bluetooth headset; enable Driving mode if you’re moving.

10) Webinar vs standard meeting (when to use what)

  • Standard meeting: collaborative calls, internal reviews, project stand-ups.
  • Webinar: registrations, branding, lobby control, attendee limits, Q&A, structured roles.
    Create via Calendar > New meeting > Webinar (if enabled by admin).

11) Common issues & quick fixes

  • No “Teams Meeting” button in Outlook
    • Install/update the Teams add-in; ensure Teams and Office are signed into the same account; restart Outlook.
  • People stuck in lobby
    • Update Meeting options → “Who can bypass lobby”.
  • Echo/feedback
    • One device per room unmuted; others mute mic/speakers or use headsets.
  • Can’t share screen
    • Presenter role required; promote the attendee to Presenter.
  • Recording not available
    • Tenant policy may restrict it; ask IT. Ensure there’s enough OneDrive/SharePoint storage.
  • External guest can’t join
    • Send the invite to a valid email; they can join via browser. If blocked, external access may be disabled by your admin.

12) Quick templates (copy/paste)

Agenda (inside the invite)

  • Goal:
  • Topics (owner/time):
    1)
    2)
  • Decisions needed:
  • Docs/links:

Follow-up message (Teams chat)

  • Decisions:
  • Actions: Owner — Due date
  • Links/Recording:

13) Short checklist (printable)

  • Title, attendees, time set
  • Agenda in invite
  • Meeting options: lobby & presenters set
  • Files uploaded; slides ready (PowerPoint Live)
  • Audio/video test passed
  • Recording/transcript (if needed) enabled
  • Follow-up notes shared after

FAQ

Do attendees need the Teams app?
No. They can join in a modern browser using the Join link.

Can I invite people outside my organisation?
Yes. Add their email; they’ll join as guests (lobby rules apply).

Where do recordings go?
OneDrive (for non-channel meetings) or SharePoint (for channel meetings). The link is posted in the meeting chat.

How do I make someone a co-organiser?
Open the meeting → Meeting options → Add co-organisers.

Want Teams, Outlook and the rest of Microsoft 365 set up properly for your business? Talk to our IT support team.

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