How to Schedule a Meeting in Microsoft Teams

Scheduling a meeting in Microsoft Teams takes less than a minute once you know where to look. You can schedule directly from Teams or from Outlook — both create the same type of meeting with a join link that goes to all attendees. Here is how to do it both ways.

Schedule a Meeting from Microsoft Teams

1. Open Teams and click the Calendar icon in the left sidebar
2. Click New meeting in the top right
3. Fill in:
   • Title — what the meeting is about
   • Attendees — type names or email addresses
   • Date and time — start and end
   • Channel (optional) — if this is a team channel meeting rather than a private call
   • Details (optional) — agenda or notes for attendees
4. Click Send

All attendees receive a calendar invitation with a Teams join link. The meeting also appears in your Teams calendar and in Outlook.

Schedule a Teams Meeting from Outlook

1. Open Outlook and create a new calendar event (New Event or double-click a time slot in Calendar)
2. Click Teams Meeting in the ribbon (or Online Meeting → Add a Teams meeting)
3. Add attendees, set the time, and add a subject
4. Click Send

Outlook inserts the Teams join link automatically in the meeting body. This method is useful if you already work primarily in Outlook and want meetings to appear in your Outlook calendar alongside other appointments.

Scheduling a Recurring Meeting

For weekly team meetings or regular catch-ups, set up a recurring meeting rather than creating a new one each time:

• In Teams calendar: click New meeting and look for the Repeat option — set daily, weekly, monthly, or custom
• In Outlook: click Recurrence in the event ribbon and set the pattern

All attendees receive a single invitation that covers the entire series. You can edit individual occurrences or the whole series later.

Inviting People Outside Your Organisation

Type an external email address in the attendees field — Teams will flag them as an external guest. They’ll receive an email invitation with a join link and can join the meeting via a browser without needing a Teams account.

Checking Attendee Availability

Before picking a time, click the Scheduling assistant tab (in the new meeting form) to see a visual timeline of when attendees are free or busy, based on their calendar. This only works for people within your own Microsoft 365 organisation — external guests’ availability won’t show.

Sending a Join Link Without Scheduling

For a meeting you want to start immediately or share a link in advance without a formal calendar invite:

• Click Meet now in the Calendar view to start an instant meeting and copy the link to share
• Or in a chat, click the Video camera icon → Schedule a meeting to create a meeting in the context of that conversation

Related Guides

• How to Share Your Screen in Microsoft Teams
• How to Record a Teams Meeting
• Microsoft Teams vs Zoom vs Google Meet