Overview

Microsoft Teams meetings allow you to meet with colleagues, students, and external participants online using audio, video, screen sharing, chat, and other collaboration tools.

You can schedule a Teams meeting using either:

• Microsoft Teams
• Microsoft Outlook

Meetings scheduled in Outlook and Teams are synchronized automatically. A meeting created in one application will appear in the other.

Before scheduling a meeting, consider reviewing your meeting security settings, including:

• Who can join the meeting
• Who can bypass the lobby
• Who can present
• Whether attendees can use chat or reactions

For more information, see Change Participant Settings for a Microsoft Teams Meeting.

Schedule a Teams Meeting from Microsoft Teams

1. Open Microsoft Teams.
2. Select Calendar from the left navigation menu.
3. Select New event or New meeting.
4. Add the meeting details:
   • Title
   • Required attendees
   • Optional attendees
   • Date and time
   • Location (if applicable)
   • Meeting description or agenda
5. Use Scheduling Assistant to find an available time for attendees.
6. Select Send.

The meeting invitation will be sent to attendees and will appear in their Outlook calendars.

Schedule a Teams Meeting from Outlook

New Outlook

1. Open Outlook.
2. Select Calendar.
3. Select New Event.
4. Turn on the Teams meeting option.
5. Add attendees and meeting details.
6. Select Send.

Classic Outlook

1. Open Outlook.
2. Select Calendar.
3. Select New Teams Meeting.
4. Add attendees and meeting details.
5. Select Send.

The meeting invitation will include a Teams meeting link that attendees can use to join.

Invite People Outside Acadia

You can invite external participants to a Teams meeting, including people who do not have an Acadia account.

To invite an external participant:

1. Add their email address to the attendee list.
2. Complete the meeting details.
3. Send the invitation.

External participants will receive a meeting invitation containing a link to join.

Note: External participant access depends on Acadia's Teams policies and meeting settings.

Create a Channel Meeting

A channel meeting is associated with a specific Microsoft Team and channel.

To create a channel meeting:

1. Create a new Teams meeting.
2. Select Add channel.
3. Choose the Team and channel where the meeting should appear.
4. Complete the meeting details.
5. Select Send.

Important considerations for channel meetings:

• Everyone who is a member of the Team can see the meeting.
• Channel meetings are visible in the channel conversation.
• A channel cannot be added or changed after the meeting invitation has been sent. A new meeting must be created.

Use channel meetings when the entire Team should have visibility of the meeting. For smaller groups, schedule a regular Teams meeting instead.

Join a Teams Meeting

To join a meeting:

1. Open the meeting from your Teams calendar or Outlook calendar.
2. Select Join.
3. Confirm your camera and microphone settings.
4. Select Join now.

You can also join using the meeting link included in the invitation.

Meeting Options and Security

Before or during a meeting, organizers can adjust meeting settings.

Common options include:

• Who can bypass the lobby
• Who can present
• Whether participants can unmute themselves
• Whether meeting chat is enabled
• Whether reactions are allowed

For more information, see:

Change Participant Settings for a Microsoft Teams Meeting

Frequently Asked Questions

Do I need to create a Teams meeting separately in Outlook and Teams?

No.

Teams and Outlook share the same calendar. A meeting created in one application will appear in the other.

Can I invite people who are not from Acadia?

Yes.

External participants can be invited using their email address. Their ability to join may depend on Acadia's Teams configuration.

Can I add a channel after the meeting has been created?

No.

Channels cannot be added or changed after the invitation has been sent. A new meeting must be created.

Can I change meeting settings after sending the invitation?

Yes.

Meeting organizers can update meeting options before or during the meeting.

Best Practices

• Include a clear meeting title and purpose.
• Add an agenda when possible.
• Review participant settings before meetings involving sensitive information.
• Avoid using channel meetings unless the entire Team should have access.
• Test your microphone and camera before important meetings.