Meetings are an integral part of Microsoft Teams and knowing how to schedule a meeting properly will give you a good chance at bringing everyone together at the right time.
There are three ways to schedule a meeting, using the Teams client, using Outlook or using Outlook on the Web. In this how to guide, we will focus on the primary method, using the Teams client.
On the left app rail of the Teams client, you will notice the Calendar app. This is where you will schedule your meetings. The calendar app integrates with your Outlook calendar so you will easily see your existing and upcoming appointments and meetings.
To schedule a meeting, click on the “New Meeting” button in the calendar app.
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From here, Teams will launch the scheduling page. Teams does require you add at least one participant. You cannot schedule an empty meeting space. If you need a placeholder in your diary, create an appointment in Outlook instead and replace with the Teams meeting when you are in a position to schedule it.
First provide a Subject for your meeting and then search for the people who you want in attendance. You can add any e-mail address here, even external people. Don’t worry, they do not need a Teams account themselves to join your meeting.
Choose the date and time of the meeting as well as the end time to create the duration
Add any meeting re-occurring requirements and then add in some information about the meeting e.g an agenda to give the participants an idea about the meeting context.
Once done, click Send.
Check Your Participant’s Availability & Avoid Reschedules
It is most annoying when you schedule a meeting and your participants decline because they are not available at that time. You can takes steps to limit the frequency of this occurring by using the Scheduling Assistant when creating a new meeting.
When you click on the Scheduling Assistant tab, you will see a list of participants and their calendar busy information. The assistant will then let you know visually if you meeting is going to clash with any of them. Simply find an appropriate time that works and move your meeting to that.
This feature only works for coworkers within your organisation. You will not see the availability of any external participants. To account for these people, you can use other solutions such as FindTime, Microsoft Bookings and Calendly.
Prevent Forwarding & Request Responses
Some meetings should be private and only for the intended participants you invite to it. Others may be company wide meeting and you do not want to be bombarded with meeting acceptances or declines.
To prevent forwarding or meeting responses, click on the “Response Options” menu drop down and uncheck the setting you require
Required And Optional Attendees
Your meeting may be important to some participants that require their attendance for the meeting to function. You may also wish to invite other participants that could benefit from the meeting but are not essential.
Let them know how important they are to your meeting by using required and optional attendee features.
When inviting people, click on the “Add Optional” link to add optional attendees