How to create a Teams meeting


You can create a Teams Meeting from within Outlook or Teams. The instructions differ whether you are using a PC, MAC, or mobile device. 

The instructions below are from Microsoft. For an Acadia view, see the document associated with this article. 

For further instructions on many aspects of Teams Meetings:

See further information on Meeting Options and meeting security features


Microsoft Teams includes the Outlook add-in, which lets you create new Teams meetings directly from Outlook. It also lets people view, accept, or join meetings in either app.

Note: Currently, you can schedule Teams meetings from Outlook, but not choose a channel to have them in.

To schedule a meeting, open Outlook and switch to the calendar view. Click New Teams Meeting at the top of the view.

New Teams Meeting button in Outlook

Add your invitees to the To field - you can even invite entire contact groups (formerly known as distribution lists). Add your meeting subject, location, start time, and end time. Then click Send.

You can also invite people from outside your organization from Outlook. Just be sure to add them as guests before the meeting starts or they will have to join anonymously.

** Microsoft Help Instructions:


Your calendar in Teams is connected to your Exchange calendar. In other words, when you schedule a meeting in Outlook, it'll show up in Teams, and vice versa.

Every meeting scheduled in Teams is automatically made into an online meeting. Scheduling from Outlook? Learn how to add Teams to your Outlook meeting.

Schedule a meeting

There are several ways to schedule a meeting in Teams:

  • Select Schedule a meeting Schedule a meeting button in a chat (below the box where you type a new message) to book a meeting with the people in the chat.

  • Go to Calendar Meetings button on the left side of the app and select New meeting in the top right corner.

  • Select a range of time in the calendar. A scheduling form will pop open.

The scheduling form is where you'll give your meeting a title, invite people, and add meeting details. Use the Scheduling Assistant to find a time that works for everyone.

Scheduling Assistant tab in the Teams new meeting scheduling form.  

Once you're done filling out the details, select Save. This will close the scheduling form and send an invite to everyone's Outlook inbox.

Invite people outside your organization 

Teams lets you invite people outside your organization, including those who don't have a Teams license. You'll need their full email address to invite them.

  1. Go to where it says Add required attendees. If anyone is an optional attendee, select Optional instead.

  2. Type the person's full email address (ex:

  3. Select Invite. They'll receive an email with a link to the meeting.

Make it a channel meeting

  1. Select New meeting.

  2. Type the name of one or more channels where it says Add channel (under the time and date fields).

  Add channel to a Teams meeting.

Channels can't be edited or added once the invite is sent. You'll need to send a new invite with the updated channels.

Note: When you have a meeting in a channel, everyone in the team will be able to see it and join it in that channel.

Once you've added the people you want, select Scheduling Assistant to find the best time.

If it's a recurring meeting, open the dropdown menu next to Does not repeat (just below the date). Choose how often you want it to occur from the default options, or select Custom to create your own cadence.

Change the calendar view

By default, you'll be shown your work week and can be changed from the dropdown menu at the top right of your calendar. Here are your current view options:

  • Day gives you an agenda view focused on one day at a time.

  • Work week shows you Monday through Friday.

  • Week shows you the entire week.

In the top left corner you'll find the month and year. Select the month to change your calendar view to any date— past or future. Select the arrows next to the month to scroll by day or week depending on your calendar view.

Select Today to get back to the current date.

Note: The calendar shows you everything that was scheduled in Teams, Exchange, or Outlook.

Right-click for more options

Right-click an event in your calendar to RSVP, remove it if it's canceled, or open the invitation to view the meeting details. If the event is a Teams meeting, you'll also get options to Join online and Chat with participants.

Context menu of a calendar event in Teams.  

Teams meetings will show a join button on an event in your calendar five minutes before the start of a meeting. Once someone joins the meeting, the event will change colors to let you know they're online.

Select Join to open the meeting settings window to confirm your preferred camera and mic settings before joining the online meeting.

Note: If you have overlapping meetings in your calendar, the join button won't be available. But you can still right-click the event and select Join online.

Microsoft Help:



Article ID: 927
Mon 4/13/20 4:16 PM
Wed 4/6/22 2:26 PM