MS Teams: Schedule a Future Meeting

Schedule a Future Meeting 

There are several ways to schedule a meeting in Teams:

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

Schedule a meeting button below chat box


  • Click on Calendar on the left side of the app and select New meeting in the top right corner.

schedule a meeting button from calendars on MS teams


  • 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 suitable time.

scheduling assistant tab

  • 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.

Save button


Invite people outside your organization 

Microsoft Teams allows you invite people outside your organization, including those who don't have a Teams license. You will 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.

Add required attendees


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

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


Make 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


3. 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.

4. 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.

scheduling assistant tab

does not repeat


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 displays an agenda view focused on one day at a time.
  • Work week displays Monday through Friday.
  • Week displays the entire week.

work week drop down button


1. 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.

arrows to change the month

2. Select Today to get back to the current date.

today button on calendar


Right-click for more options

1. 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.

chat with participants and join online button

2. 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.

3. 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.


Referenced from: Microsoft

4/1/2024 9:07:53 AM