Three Ways to Schedule Meetings in Microsoft Teams
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- Опубликовано: 15 июл 2024
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Discover the most effective ways to schedule your Microsoft Teams meetings. Whether you prefer using Outlook or the Teams app itself, this video guides you through each step. Get tips on inviting members, setting up meetings with external contacts, and ensuring synchronization across platforms.
Key Topics Covered:
▪️ Outlook Desktop: Learn how to convert emails into meeting invites and add Teams links.
▪️ Outlook on the Web: Schedule Teams meetings seamlessly when you're on the go.
▪️ Directly from Teams App: Explore how to create meetings within the Teams environment, including file sharing and checking participant availability.
In this Microsoft Teams tutorial I'll show you how you can schedule a Teams meeting either from Microsoft Outlook Desktop, Outlook web or from Teams directly. The participants can be members of a channel, a group email address, individual people, or external guests. Scheduling a meeting in advance allows you to use the Scheduling assistant so you can check everyone's availability. If you schedule a meeting for a Teams channel it will post the meeting link to Conversations. Once the meeting is over, the content and recordings will be available directly from the channel as well.
When you schedule a meeting you can also invite people outside of your organization. They can have private email addresses like Hotmail, Yahoo, Gmail etc. I'll show you the view from an external team meeting participant when they join a meeting. Note that if your IT admin has restricted guest participation, external guests will not be able to join unless they are added by IT as guests to your tenant. If external guests are allowed, you will see them in Teams lobby and you can let them in. Don't worry, they can't just join the meeting without you knowing.
00:00 How to Properly Schedule Meetings in Microsoft Teams
00:28 Schedule Teams Meeting from Outlook Desktop
02:55 Schedule Teams Meeting from Outlook on the Web
03:34 Schedule Meeting from Microsoft Teams
05:15 Wrap Up
More Microsoft Teams tutorials: • Microsoft Teams
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I now look forward to Tuesday's videos as much as I have (for years) the Thursday videos ... and even recent addition of Saturday videos (Sundays??? ... nah ... not so much ...😂🤣😂)
Mega-congratulations on reaching 700K+ subscribers ... no surprise to me ... you deserve it and it will continue to grow.
Thank you Leila that’s very helpful And time saving.
Hello Leila, Thanks for the MS Teams Meeting setup information, quite helpful 👍
This is an amazing video.
Side note : Congrats on 700K subscribers.
Hay how are you
Super, as usual! Will you talk about scheduling meeting with the add-on "Reply with Meeting Poll" ? That's a god send! Keep up the great work!
Thanks for the information on using teams meeting when using in outlook web, it was helpful
Something new in under 1min. Awesome 👌
Thanks for sharing, Very useful!
Thankyou very much, you've helped me greatly!
Thanks for sharing this Leila. Your contributions to the world of learning are very valuable!
Nice video! Knowing more than one ways is always good, so thanks for covering! BTW, the coffee mug is almost like a jar (extra large) and has a picture for a change, and well it matches the meeting topic! (telephone booth to call people!) 😊👍
Thank you so much for sharing
Thank you Leila! I’m learning with you every morning. Really helpful! 👍
Hi shally
What a good topic... Thanks
This my favourite channel ❤️
Very helpful, thank you
Always top-notch content, Leila!
As always excellent video
Thank you so much! Your video is really helpful as you show how to schedule it on the browser too!
Ne
Great video...clear and concise. Great to share with staff new to Teams.
Much appreciated!
Thank so much information Sister
Thanks. It was very useful
My favorite channel ❤
I love yours and Kevin’s videos
Very nice from you. Thanks so much.
Thank you for the presestation
Nice to know this video it helps
I tempted to share this with my teams.....
Very helpful video.
thanks for the nice tutorial 👍👍
Thanks for the information presented in such a calm fluent manner. How does one send a reminder of a scheduled meeting via Teams>
Nice vídeo Leila! There's one I'd like to do but I guess Teams isn't able to. When creating a meating, include everyone from a channel in a team as required for that meating.
Amazing Tutorial
Thank you , i like your way in explaining , it is easy and straightforward. thank you
Ditto.
very helpful
Perfect 👍
Great Video, learning a lot..Thanks Leila👍
My pleasure!
Another way of scheduling a meeting is via channel meetings in teams. In this case the meeting data e.g. notes and shared files is stored in the channel's sharepoint instead of your personal onedrive which is very important to know imo
It would be great if you could do this with a subset of members. For instance, the Team is a project and the members include sponsors, BAs, PMs, developers, and business SMEs. We have a channel for testing, and we want it to include those involved with the testing process and schedule channel meetings with them. The standalone chats are annoying.
Omg your videos are really helpful...
Specially your PowerPoint presentation tutorials are just awesome 🔥🔥🔥...
I can't Explain how happy I was after watching your tutorial 😀😀
Thank you so so much🙏🙏
My pleasure 😊
I rarely make comments on RUclips. I have had a ticket in my queue since 8/27 trying to figure out how to make his request work and you solved my problem. One thing I will not though is that if the User is MacOS, they have to turn off the "New Outlook" toggle to get the functionality. If I ever come across you in real life I owe you a drink!
Thank you Leila
The disadvantage of using Outlook to schedule a Teams meeting is that you cannot choose the channel in which the meeting will take place. This also removes some features of setting up the meeting. It is silly of Microsoft that they have not managed to add this functionality from Outlook.
ive been looking for how to setup a meeting in a specific existing channel or group. its frustrating this UI/UX.
Microsoft doesn't care about customers or whether u call them silly/nonsense a thousand times. Their products are selling 🙂
Great tutorial👨🏫📓👨🏫📓👨🏫📓👨🏫📓
We have daily follow up meetings at indefinite time interval and how nice it would have been to copy previous meeting invite and create new meeting invite (keeping invitees and content same). Appreciate if you shed some light if there feature like this.
Thanks for the share ...
My pleasure.
Thanks Leila 👍
You’re most welcome 😊
thank you for sharing this. i just have a question.
do you know why I dont have the calendar icon on my desktop teams app?
this is missing .
thankyou so much ,😊✅
Always welcome
Cheers for the video, Leila.
Is there a way to simply get a Teams link (without having to setup a meeting) and send it to internal and external participants?
Hopefully we can do this.
Cheers,
Jaymes
Thanks for the tips. How to copy a meeting to do a follow up without creating a series. I used to find this option in a dropdown in previous versions and looks like it's now lost
Congrets Liala for 700k
super helpful, I could not do it using the first method. may be my outlook is not up to date.
Very Helpful, Once by mistake I invited Whole region for Teams meeting. :-D
Must have been a crowded meeting 😁
@@LeilaGharani could have.. But I cancelled and only invited teammates later after realising.
Thank you Madam you are Awesome 😎😎
Thank you! 😃
Nice
Hi Leila, I watch your channel a lot and keep learning new stuff. Can you help me with the following issue I have with hybrid Teams meetings. Example:I have a team meeting planned with about 10 participants. It will be a hybrid meeting so I need to send a Teams meeting link but also a physical location. However I have no idea how many people will attend live and how many via Teams. Therefor I don't know what size room to book. This has already lead to a situation that the physical meeting room was too small. Is there a way that my team members can accept either the physical or Teamsmeeting? Please not I lead about 14 teams therefor with similar problems. Thx, Rudy.
This is very good. I want to arrange a meeting for two external contacts (outside of my org. that I want to get talking directly to each other) and I don't want to attend the meeting, how is this done? I have tried 'unticking' my required attendee status, but won't let me. Any help is appreciated, I can't see how to do this,
Hi thank you 😊 how can I set up a meeting for internal team but keep 3 apprentices in a lobby and add them only when it is time for their presentations
3:45 I have Activity, Chat, Teams, Calls, and Files on the left-hand side there but not Calendar.......................
I ❤ your voice…..😊
Hi Leila, I really like your video! It's quite clear😍 But I,m curious whether I could schedule a meeting when my colleagues are not on shifts? Thanks!!
@leilagharani Is there a way to populate meeting rooms in the add location option while scheduling meetings through the teams app?
Is there any way for meetings to be added to your calendar when you've started the meeting in a channel? (a non-scheduled meeting)
I am a Manager of 15 Team members working on several projects. It has been working well to schedule Tasks out of Teams and to have Tasks scheduled for me. I can see, in my own ACTIVITY icon, the Tasks that I have received. But I have not found a method to see the Tasks that I have assigned grouped by person across many Team Channels into one convenient area. This would be ideal for management of following up. Thank you in advance for any suggestions you may have.
Hi Leila, could you share some tips for adding video in Microsoft ppt and compiling videos in presentations?
I've put out the same red one
Leila,
what if I dont have calendar in Teams? What do I have to set up in order to have it (like you) ?
I love all your videos... thank you!!!
Quick note: I think from outlook you have an easy way by using the convert to meeting button which allows you to convert the email received into a meeting invite, similar to what you showed on the outlook option but it’s already populating the attendees taking them from the email received :)
Hi, Leila, I am a personal assistant and I need to schedule meetings on behalf of my boss so that he is the organiser of the meeting (as I am NOT going to participate in the meeting.) I have permission in his Outlook calendar as an EDITOR, which is quite high a category, but still every time I want to schedule a meeting in Teams there's a sign coming up saying I don't have permission. What does my boss have to do to authorise me to organise meetings on his behalf? Thank you in advance!
@1:18 - you should tell the users about the different participant's field (Required and Optional).
Can I add a file while creating the meeting in Teams? Outlook allows you to do that. Also, the categories don't copy from Outlook or not available when creating a meeting in Teams.
👍
Great tutorial. What if I receive a Teams invite link via WhatsApp and want to add this to my teams/outlook schedule? Thanks.
Meeting room yes
Stupid question. Is there a different setup for Placeholder meeting? or is it simly adding the word Placeholder on the subject?
Perhaps I’m missing a simpler step but outlook and teams don’t sync for me. This setup seems fantastic. Is there something I’m missing to get the two programs to sync?
me too. not like this viedeo
Hello I have an issue where I can’t view my scheduled teams meeting on the app, but I can see it on Microsoft outlook on the email calendar. Is there anything I need to do in order to see it on the teams app? The meeting scheduled..
Now Your New Subscribar
Hi Leila, how can we manage Teams channels?
Hey Leila, can we use your links in our internal org as a way of keeping our users up to date with O365 tips and tricks? I personally subscribe to your channel 😊
Feel free to link to the videos. I hope your colleagues will enjoy the content.
@@LeilaGharani thanks very much, much appreciated 👍
Patricia Dorman
6 days ago
If I schedule a meeting for a colleague but I don't need to be on the meeting I'm just the organizer. They often cannot connect without being allowed by me the organizer. How do I fix this so that i don't always have to join to allow them access to the meeting.
When creating a Teams meeting from Teams, there is very useful option "Add channel".
PS
I have Office 365, all updated, still no button "Teams Meeting" withing Outlook :( Have no Idea why, can't google the solution.
Leila, hello! I am a professor who created a Team for a course and who wants to create and ADD ALL THE STUDENTS to the meeting (not one by one but) in bulk. Does Teams allow such a natural option? I do NOT want these students to be in my address book in Outlook. I created a Team with these students SPECIFICALLY for the course. I want to invite them all to a meeting all at once! What's wrong with Microsoft (MS) that it creates problems on the way of logical thinking!? I don't like MS! It is absolutely NOT user-friendly and uses a logic of its own. But I like your videos :-)
How would you fwd a meeting from teams?
done
I need help for the same in outlook for Macbook. I'm not getting the microsoft teams option.
hey, there is no calendar option for me
I don't like channel meeting notification - why can't the meeting still sync into the calender without seeing & accepting it inside the channel? That's not real life effective.
Can this be done somehow? Without adding all team members individually, that's why you created a team in the first place
Silly question perhaps but, does this work with a MS 365 Personal account and a basic Teams account. I've gotten conflicting info from MS saying this only works with a Teams for Business account. Anothe insisted that I need a MS exchange account (imap email he said won't work).
looks like channel based meeting can only i be scheduled n teams
This is subject to only if you have teams licence. Now if I don't have a licence can I create team meetings /
Confirming, I don't believe there's any way to add the members assigned to a Team / Channel to a meeting invite en masse, is there? Was not an option a few years ago when we first started using teams, and it seems like a HUGE oversight.
Sorry to ask this since it is not related to the content - what is the watch you are wearing? (sorry if that was asked before.)
That's an Apple watch :)
Can't add an attachment to a Teams meeting created in Teams. I tried the method of opening a meeting I had already created but there is no 'Files' tab, just chat tab where you can add files, however these files can't be accessed from the Outlook invite.
I don't have that Teams meeting button in my outlook.
Every time I have to open teams app to schedule from the calendar in the app.
Hi Leila,
Another great tutorial.
We're thinking of moving away from Zoom to Teams, but have encountered a road block.
When I schedule a Teams meeting and invite a guest, the guest gets blocked from joining the meeting:
"Only people with access to this org can join its meetings"
I am sure I have just missed a setting here.
Do you know how to fix this?
There is an admin setting that controls this. If it's a company you need to check with your IT department.
@@LeilaGharani Thanks for the reply Leila.
We are a small company, so I have been delegated the role of IT Department in this respect.
I was able to fix the issue by changing admin.teams.microsoft.com/meetings/settings, then under Participants, I enabled "Anonymous users can join a meeting".
While this seems to work, it feels like a band aid fix.
Surely if I have specifically invited a guest, they are no longer anonymous.
Is there a better approach?
Anonymous just means that they join the meeting via a link. They aren't logged in with their Microsoft account.
There is another setting for guest access in the Teams admin center you may want to check: Org-wide settings > Guest access > Allow guest access
How to create another invite jus above the previous invite?
If I schedule a meeting for a colleague but I don't need to be on the meeting I'm just the organizer. They often cannot connect without being allowed by me the organizer. How do I fix this so that i don't always have to join to allow them access to the meeting.
how do i do monthly recurring on a meeting