Microsoft Teams has become central to collaboration in the modern workplace, allowing teams to chat, share files, and hold virtual meetings seamlessly. Whether you’re working from home, managing a remote team, or coordinating with colleagues across different locations, knowing how to set up a Microsoft Teams meeting is essential.
Step 1: Access Microsoft Teams
Before you can schedule a meeting, ensure you have access to Microsoft Teams. You can access Teams via the desktop app, web browser, or mobile app.
Desktop/Web: Open the Microsoft Teams application on your computer, or go to teams.microsoft.com and sign in with your Microsoft account.
Mobile: Download the Microsoft Teams app from the App Store (iOS) or Google Play Store (Android), then sign in with your Microsoft account.
Step 2: Start scheduling your meeting
Navigate to the calendar: On the left-hand side of the Teams interface, you’ll see a series of icons. Click on the Calendar icon. This will open your calendar view, showing your upcoming meetings and events.
Click “New Meeting”: In the top right corner of the calendar view, click on the New Meeting button. This will open a new meeting setup window.
Fill in meeting details
Title: Enter a descriptive title for your meeting in the “Title” field. This helps participants understand the purpose of the meeting.
Required attendees: In the “Add required attendees” field, start typing the names or email addresses of the people you want to invite. Teams will automatically search through your organization’s directory.
Optional attendees: If you want to invite others who are not required to attend, click on Optional to add them.
Date and time: Set the start and end date/time for your meeting. If it’s a recurring meeting, click on the “Does not repeat” dropdown to set the recurrence pattern.
Location: If the meeting includes in-person attendees, you can specify a physical location. Otherwise, you can leave it blank since Teams will automatically generate an online meeting link.
Details: Use the “Details” box to add any agenda items, meeting notes, or other relevant information.
Set meeting options: Click on Meeting options below the details section to adjust settings such as who can bypass the lobby, who can present during the meeting, and more. This step is optional but useful for controlling the meeting environment.
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Step 3: Send the invitation
Once you’ve filled in all the necessary details, click Send. This will send out a calendar invitation to all attendees, including a link to join the Teams meeting. The meeting will also appear in your Teams calendar as well as your Outlook calendar if you’re using Outlook.
Step 4: Manage your meeting
Joining the meeting: When it’s time for the meeting, you can join by clicking on the meeting in your Teams or Outlook calendar and selecting Join. You can also join directly from the Teams notification or by clicking the link in the meeting invitation email.
During the meeting
Once in the meeting, you have several options to manage the session:
Mute/unmute: Control your microphone with the mute button.
Share screen: Click the Share button to present your screen or specific applications to the participants.
Chat: Use the chat window to share links, files, or messages with participants during the meeting.
Participants: Click on the Participants icon to see who has joined and manage attendees (e.g., mute participants, remove someone, etc.).
Record: If you need to record the meeting for future reference, click on the More actions (three dots) and select Start recording.
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