In Microsoft Teams (free), you can easily connect with your friends, family, and colleagues. Whether you're planning a virtual gathering, hosting a study group, or catching up with family, Teams provides a seamless way to create a scheduled meeting.
Do you want to schedule a meeting, but don't have an account for Microsoft Teams (free)? Sign up now.
Create a scheduled meeting
Note: In Communities in Teams, you can set up and schedule a community event. Learn about community calendars and events in Microsoft Teams (free).
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In Teams, tap Calendar at the bottom of the screen. Then tap Expand meetings menu
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Give your meeting a name in the Event name field.
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You can Add participants to your meeting by entering their name or email. You can also find participants by phone number if they are Teams users.
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You can set the meeting for All day, or you can fill out the start and end fields to schedule your meeting. You can also set the meeting to repeat, set a Location, or add a Description.
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Tap Submit to schedule your meeting. It'll appear on your Calendar.
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After you create your meeting, you can do the following:
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Share invite: Tap Share meeting invite
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Copy link: Tap Copy meeting link to copy the meeting invite link to clipboard.
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Change meeting options: To configure the privacy options, tap Event options at the bottom of the screen. You can also set the privacy options when you join the meeting, tap Show participants > Meeting options
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Tap Join to start the meeting, set your audio and video options, and select Join now to enter the meeting as the host.
Create a scheduled meeting
Note: In Communities in Teams, you can set up and schedule a community event. Learn about community calendars and events in Microsoft Teams (free).
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In Teams, tap your Calendar at the bottom of the screen. Then tap Expand meetings menu
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Give your meeting a name in the Title field.
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You can Add participants to your meeting by entering their name or email. You can also find participants by phone number if they are Teams users.
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You can set the meeting for All day or use the Start and End fields to schedule your meeting. You can also set the meeting to repeat, set a location, or add a Description.
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Tap Done to schedule your meeting. It'll appear on your Calendar.
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After you create your meeting, you can do the following:
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Share invite: Tap Share meeting invite
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Change meeting options: To configure the meeting's privacy options, tap Meeting options at the bottom of the screen. You can also set the privacy options when you join the meeting, tap Show participants > Meeting options. Then set Who can bypass the lobby and Who can present options from the dropdown menu. After you make your selection, tap Save.
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Tap the meeting in your Calendar, then tap Join to start the meeting, set your audio and video options, and select Join now to enter the meeting as host.
Create a scheduled meeting
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In Microsoft Teams (free), select Calendar from the leftmost side of the screen.
Tips:
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From the mini Teams window in Windows 11, select the button
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From Chat in Windows 11, select the Open Teams button
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Select New Meeting at the upper-right corner of the screen.
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Give your meeting a name in the Add title field.
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Enter a name, email, or phone number to add participants to your meeting.
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Customize your meeting:
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Fill out the start and end fields to schedule your meeting or set the meeting for All day. You can also set the meeting to repeat, add a location, or add details.
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Configure the meeting's privacy options. You can set Who can bypass the lobby and Who can present options from the dropdown menu.
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Select Save to schedule your meeting.
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After you save the meeting, you can share the meeting invitation with participants. They will receive an invite with the name of the meeting, the organizer, start and end time, whether it's a reoccurring meeting (not available for SMS), location, and a link to join the meeting.
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Participants can start a conversation in the meeting chat before the meeting begins. SMS participants can reply within the SMS and the message posts in the meeting chat.
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Participants that accept the original invite can join the meeting without waiting in the lobby. All other participants who try to join with a meeting link will wait in the lobby. You can change the default Who can bypass the lobby option.
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Now you're ready to Join a meeting in Microsoft Teams (free).
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Note: You can also configure the privacy options by selecting Meeting options. After a new tab opens in your default browser you can set Who can bypass the lobby and Who can present options from the dropdown menu.
Create a scheduled meeting
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In Microsoft Teams (free), select Calendar from the leftmost side of the screen. Then select the New Meeting button at the top of the screen.
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Give your meeting a name in the Add title field.
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Enter a name, email, or phone number to add participants to your meeting.
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You can fill out the start and end fields to schedule your meeting or set the meeting for All day. You can also set the meeting to repeat, add a location, or add details.
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Select Save to schedule your meeting.
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After you save the meeting, you can share the meeting invitation with participants. They will receive an invite with the name of the meeting, the organizer, start and end time, whether it's a reoccurring meeting, and a link to join the meeting.
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Participants can start a conversation in the meeting chat before the meeting begins. SMS participants can reply within the SMS and the message posts in the meeting chat.
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Now you're ready to Join a meeting in Microsoft Teams (free).
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Create a scheduled meeting
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In Microsoft Teams (free), select Calendar from the leftmost side of the screen. Then select New Meeting at the upper-right corner of the screen.
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Give your meeting a name in the Add title field.
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Enter a name, email, or phone number to add participants to your meeting.
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You can fill out the start and end fields to schedule your meeting or set the meeting for All day. You can also set the meeting to repeat, add a location, or add details.
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Select Send to schedule your meeting.
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You can choose Copy link to copy your meeting invite link and share, or you can use Google Calendar to create and send the meeting through Google Calendar. Your meeting will appear on your calendar.
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After you save the meeting, you can share the meeting invitation with participants. They will receive an invite with the name of the meeting, the organizer, start and end time, whether it's a reoccurring meeting, and a link to join the meeting.
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Participants can start a conversation in the meeting chat before the meeting begins. SMS participants can reply within the SMS and the message posts in the meeting chat.
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Participants that accept the original invite can join the meeting without waiting in the lobby. All other participants who try to join with a meeting link will wait in the lobby. You can change the default Who can bypass the lobby option.
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Now you're ready to Join a meeting in Microsoft Teams (free).
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Note: To configure the meeting's privacy options, open the meeting Details and select Meeting options. A new tab opens in your default browser, where you can set Who can bypass the lobby and Who can present options from the dropdown menu.
What happens when I send a meeting invitation from my calendar?
When a Microsoft Teams (free) user sends a calendar invitation, information pertaining to the organizer’s email will be made available to the recipients. Invites include the name of the meeting, the organizer, start and end time, whether it's a reoccurring meeting (not available for SMS), location, and a link to join the meeting. Participants can start a conversation in the meeting chat before the meeting begins. SMS participants can reply within the SMS and the message posts in the meeting chat. These invitations may be sent via email or SMS, on behalf of the organizer.
For users that sign in with their email based Microsoft account (based on Outlook, Hotmail, MSN, etc.):
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Email recipients will be shown the organizer’s Microsoft account email address. This email address will be shown to the organizer in the header when the calendar invitation is being prepared.
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SMS / phone number-based recipients are sent an SMS, which contains an invite to join Microsoft Teams (free).
For users that sign in with a phone number-based Microsoft account, or sign in with an email based Microsoft account using non Microsoft email (for example, Gmail, Yahoo!):
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Email recipients will be shown a system-generated email address created by Microsoft that is unique to the organizer.
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SMS / phone number-based recipients are sent an SMS, which contains an invite to join Microsoft Teams (free).
Email accounts are shown in place of phone numbers or email based non-Microsoft account using Gmail, Yahoo!, etc. because calendar invitations are associated with email-based accounts/mailboxes. If a user's Gmail account is connected to their Google calendar, then Teams will use the invitee's Gmail account instead of the system-generated email address created by Microsoft.
What happens when I add a meeting invitation to my calendar?
When a Microsoft Teams (free) user adds a calendar event to their personal calendar, information pertaining to the recipient's email is available to other attendees of the meeting.
For users that have accepted a calendar invitation and added it to their personal calendar and that sign in with:
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An email-based Microsoft account (based on Outlook, Hotmail, MSN, etc.), their Microsoft account email address will be visible to other attendees/meeting participants.
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An email-based Microsoft account using non-Microsoft email (for example, Gmail, Yahoo!) or a phone number-based Microsoft account, a system generated email address created by Microsoft that is unique to the user will be visible to other attendees/meeting participants.
Email accounts are shown in place of phone numbers or email based non-Microsoft account using Gmail, Yahoo!, etc. because calendar invitations are associated with email-based accounts/mailboxes.
Users can sign in to Outlook.com to export their calendar invitations. Learn how to import and export Outlook email, contacts, and calendar.
Related topics
Create a meeting in Microsoft Teams (free)
How to use meeting chats in Microsoft Teams (free)
What can I do during a meeting in Microsoft Teams (free)?
Contact us
For more help, contact support or ask a question in the Microsoft Teams Community.
