Creating a Meeting in Microsoft Teams and Outlook

This guide explains how to schedule a meeting using Microsoft Teams and Microsoft Outlook, with step-by-step instructions and best practices. Use this when you need to schedule a one-time or recurring meeting with individuals or teams.

1. Creating a Meeting in Microsoft Teams

Step-by-Step

1. Open Microsoft Teams

• Use the desktop app or access Teams online: https://teams.microsoft.com

Screenshot placeholder: Teams home screen

1. Go to the Calendar tab

• In the left-side navigation menu, select Calendar.

Screenshot placeholder: Teams navigation with Calendar selected

1. Create a new meeting

• Click New event in the upper-right corner.

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• Alternatively, click directly on the calendar grid to create a meeting for a specific time.

Screenshot placeholder: New meeting button

1. Fill in the meeting details

• Title (e.g., Weekly Project Sync)
• Required attendees – type names or email addresses
• Date and time – set start and end
• Time zone – confirm the correct zone
• Repeat – for recurring meetings (e.g., Daily, Weekly)
• Location – optional
• Description – add agenda or notes

1. (Optional) Add a channel

• To post the meeting to a Team channel, select a Team > Channel.
• This automatically invites all channel members.

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Screenshot placeholder: Add channel dropdown

1. Send the meeting

• Click Send. Invitations are sent and appear in participants' calendars.

2. Creating a Meeting in Microsoft Outlook

Using the Outlook Web App or Desktop App

1. Open Outlook

• Use either the desktop application or

  

  Outlook Web

Screenshot placeholder: Outlook home screen

1. Go to the Calendar view

• In the bottom-left menu (desktop) or left panel (web), click Calendar.

Screenshot placeholder: Calendar view in Outlook

1. Create a new event

• Click New Event or New Meeting.

Screenshot placeholder: New Event button

1. Fill out the event details

• Title
• Required attendees
• Date and time
• Location (optional)
• Description

1. Add a Teams Meeting link

• Click Teams Meeting in the toolbar.
• A Teams link will be automatically added to the invite.

1. Send the meeting

• Click Send to distribute the invite.

3. Best Practices

• Check availability using the Scheduling Assistant.
• Add attachments or OneDrive links to share documents in advance.
• Enable meeting recording if needed (requires permission).
• Use recurring meetings to avoid manual re-creation.
• Customize Meeting Options from the invite (who can bypass lobby, present, etc.).
• For large meetings or webinars, use Teams Webinar or Live Event features.