Organising Meetings in Teams

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Shelley Fishel explains how to create a meeting in Microsoft Teams, including when managing someone else’s calendar

When using Microsoft Teams in a large organisation you may be a member of one or more Teams, or you may be a member of one or more Channels in a team.

So, how do you set up a meeting and how do you join one?

Setting up a meeting

There are two methods to set up a meeting in Microsoft Teams. Via the Calendar in Teams itself or via your Outlook Calendar app.

Via Teams

The Calendar section in Teams connects to your own calendar. When you set up a meeting this way, it is your meeting and will appear in your own calendar. You can make the meeting happen in a Channel or you can create a private meeting that is not just for the team but also for external attendees and invite anyone with their email address.

Via Outlook

If you are a delegate and have permission to create meetings in someone else’s calendar, then you can do so for a Teams meeting too. You cannot create a meeting on behalf of another person within Teams.

1. Create a meeting via Microsoft Teams

Go to the calendar section in Teams and click the New Meeting icon top right.

Then set up the meeting request that appears on screen. Name the meeting, set the date and time, and choose if it is a meeting that takes place outside of the Team or inside one of the channels.

Meetings in Teams

Figure 1- Click New Meeting

 

Meetings in Teams

Figure 2 – Name set time and date and choose channel if need be

What is the difference?

The difference is that a channel meeting will appear in the Channel posts section and any member of the Channel will be able to join from within the posts section by clicking the join link on the meeting there.

If it is not in the Channel, then it behaves as a regular meeting and you will join via the Join Teams Meeting Link in the email you receive or the calendar appointment you create.

Meetings in Teams

Figure 3 – Meeting appears in the Channel posts

Regular meeting

Meetings in Teams

Figure 4 – join via the Meeting Link

2. Create a meeting via Outlook

Click into the Outlook calendar you are creating the meeting from. Then click New Teams Meeting on the Ribbon. Set up the meeting as normal and send it. This is a regular meeting request that, once accepted, you or your attendees will join via the link in the body of the email or appointment in your calendar.

Using this method, you can create a Teams meeting for someone whose calendar you manage which you cannot do in Teams itself.

Note that you can do this the same way on both Windows and Mac.

I hope that this has helped you work out which method to use when creating a meeting in Microsoft Teams.

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About Author

Shelley Fishel

Shelley Fishel is the owner of 'tomorrow’s VA', an online training platform for Microsoft Office, and a well-published author on Microsoft Office. She has been working in the IT Training arena since 1998, starting out working for a training company before setting up her own company which she sold in 2019. Shelley now works predominantly online – delivering courses and webinars and speaking at events and conferences. Shelley holds the COLF and CDOL qualifications from the Learning and Performance Institute of which she is a Fellow. Shelley is also part of our Speaker Bureau. If you are interested in Shelley training your assistants or speaking at your event, either virtually or in person, please visit www.executivesecretary.com/speaker-bureau

5 Comments

  1. Sorry, but this article is misleading. There is only one way to schedule ms Team Meeting in somebody else’s calendar and that is via Outlook.

    • Shelley Fishel

      Hello Veira
      Thank you for your comment. I do see how the article could have been misleading so thank you for pointing that out. As a result I have made a couple of changes which I think make it much clearer now. Have a wonderful day and enjoy using Teams.

  2. Barbara Schrempp on

    Actually, I do have access to my executive’s calendar in outlook however I cannot create an MS Teams meeting on his behalf – the button is there but it doesn’t work hence so far we have used the copy/paste option (create the meeting in my own calendar and paste the link into his calendar before sending his invitation to the relevant participants)
    What do I (or my IT administrator) have to do that it can be done directly in the executive’s calendar?
    Many thanks, Barbara

  3. Shelley Fishel

    Hello Barbara – thanks for your comment. I have seen that not everyone can create Teams meetings as a delegate and on the Microsoft User Voice site, there is a notice that this is being worked on. It does seem that there are conflicting reports on this. This is the User Voice place where you can vote for this feature to be implemented. https://microsoftteams.uservoice.com/forums/555103-public/suggestions/34050022-ms-teams-meeting-delegation – hopefully this will get sorted out soon.

  4. For a meeting that I create through Outlook for the person I am a delegate for, am I correct in assuming that then all the acceptances and declines invitees send go to that person’s email account? Is there a way to get around that or disable that feature? Trying to cut back on annoying emails my boss would get and keep track of attendance myself.

    Also, can you recommend other resources for using Teams as a delegate?

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